case western reserve university

CAMPUS SERVICES

 

Key Control Policy


All keys for University facilities and University property are to be safeguarded against loss or theft and are not to be copied (other than by the Key Shop) or modified. Only University Security may give or transfer custody or accept return of keys for University facilities.

Issuance

    • All keys will be issued on an individual basis and each key will be uniquely labeled to identify the key holder. Personnel requiring a large number of keys (i.e. Plant Services, Security, and Building Services) will be issued keys on a daily basis. The individual departments will ensure that these keys are signed in and out and accounted for.
    • All key issues must be approved by the designated departmental approval authority whose signature is on file with the Key Shop. A "Key Request" form, available from the Key Shop, must be completed and signed by the individual requesting the key and the aforementioned departmental authority. All keys must be picked up by the individual requester at Access Services. A valid University identification card will be required to obtain the key.
    • Department master keys and restricted keys require approval from University Security, in addition to departmental approval. These key requests will be forwarded to University Security for approval, and written documentation explaining the need for the high level or restricted key must accompany the "Key Request" form. A minimum waiting period of two (2) business days is required to process these requests.
    • Keys issued to non-University employees require approval from University Security, in addition to departmental approval. These key requests will be forwarded to University Security for approval, and written documentation explaining the need for the key must accompany the "Key Request" form. A minimum waiting period of two (2) business days is required to process these requests.
    • The Housing Office will handle the issuance of residence hall keys to students living in University Housing.
    • Graduate and professional students will be issued keys to University facilities, other than housing facilities, in accordance with the procedures outlined in section I-B. All requests by undergraduate students for keys to buildings other than housing facilities must be approved by a representative of University Security, and a written explanation of the need for the key must accompany the request.
    • Contractors and/or outside service personnel working in campus facilities will sign out keys on a daily basis from the Key Shop or Housing Office. All contracts entered into with contractors will specify that any re-coring cost incurred due to lost or stolen keys will be the responsibility of the contracted agency.
  1. Return of Keys
    • All keys for University facilities that are no longer explicitly needed for departmental operation are to be returned to Access Services.
    • All employees who are terminating employment with the University must return all keys for University facilities to Access Services prior to final clearance. If a University key issued prior to July 1, 1990, to an employee is not returned at the time of exit from the University, the deposit for that key will be forfeited. It is the department's responsibly to ensure that all keys issued to a terminating employee have been turned in. A listing of outstanding keys for an individual can be obtained through Access Services. Failure to return a University key issued after July 1, 1994, will result in the issuing authority/department being assessed the $50.00 "Lost" key fee.
    • Graduate and undergraduate students must return any University keys issued to them before leaving the University. If a University key issued prior to July 1, 1990, to a graduate or undergraduate student is not returned at the time of exit from the University, the deposit for that key will be forfeited. It is the department's responsibility to ensure that all keys issued to an exiting student have been turned in. A listing of outstanding keys for an individual can be obtained through Access Services. Effective May 1, 1997, failure to return a University key issued will result in the issuing authority/department being assessed the $75.00 "Lost" key fee.
    • Lost and/or stolen keys are to be reported to University Security which is open 24 hours per day. Lost and/or stolen keys will result in a replacement fee being charged to the individual. University Security will determine if a re-coring is warranted in the case of a lost or stolen key . If a re-coring is necessary, the authorizing department will be charged for the cost of the re-core.
  2. Restricted Locks
    • Restricted locks not keyed under the building master may be established for sensitive areas. All restricted key installation must be approved by University Security. All non-University locks installed without approval are subject to immediate removal and replacement with standard University locks at the expense of the department.
    • Excessive issuance of restricted keys will result in re-coring or removal of the restricted lock.

Rev. 4/97