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Policy No: 2104
Responsible Office: Facilities Management
Last Review Date: 01/09/2023
Next Required Review: 01/09/2028
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Key Management
1. Purpose
Appropriate and effective management of keys is essential for assuring a safe and secure learning environment for the faculty, staff and students at the University of South Alabama. This policy establishes the responsibility, eligibility, and approval to carry University keys, based on individual role-based needs. The University’s Key Management program also involves maintaining a current inventory of keys, assuring access to certain University properties is limited to only authorized personnel, and ensuring the recovery of keys from persons no longer authorized to have access to University properties. Further information can be found on our Key Management website.
2. Applicability
This policy applies to anyone holding a University issued key (University General Division) including but not limited to: USA faculty, staff, administrators, students, vendors and contractors; also, some USA Health facilities, such as the USA Health Freestanding Emergency Department, and the USA Mobile Diagnostic Center - University Commons.
3. Definitions
Designated Key Requestor – the designated employee within a department that enters key requests for all key recipients within the department and serves as the contact for questions related to access control.
Designated Key Request Approver – the Vice President, Dean or Department Head that serves as the space owner for the department.
Key Recipient – employee receiving a new or replacement key.
4. Policy Guidelines
4.1 Submitting a Key Request
All key requests for building access, individual lock keys, or building master keys will be initiated by the Designated Key Requestor in each area and approved by the Designated Key Request Approver.
4.1.1 Designated Key Requestor
To request building keys, the designated requestor should click Electronic Routing Key Request to enter a new key request using the format on the Requestor Instructions for all buildings with the exception of MSB and UCOM. MSB and UCOM should complete a paper Key Request Form (PDF) and email the completed form to keymanagement@southalabama.edu.
4.1.2 Designated Key Request Approver
For electronic requests, the Designated Key Request Approver will click on the link embedded in the email they receive from WebTMA to approve or reject a key request. They may also click WEBTMA to access the pending authorization. See Approver Instructions for more information on accessing and approving/rejecting the request. For paper key requests, the Key Request must be approved by the appropriate Department Head, Dean or Vice President and returned to the Designated Key Requestor for submittal.
4.2 Issuance of Keys
Once a fully executed Key Request is received it will be processed by Facilities Maintenance Shop. Note: Facilities Maintenance Shop reserves the right to deny the approval of any key. Requests for multiple copies of the same key will not be granted unless approved by the Associate Vice President, Facilities and Construction. A lost Key Fee of $25 per key must be paid by any USA key holder before the lost key replacement is approved. *See Fee Schedule, section 6.
The Facilities Maintenance Shop will notify the key recipient within three (3) business days by email that their key is ready for pick up. Keys will be picked up from:
The Facilities Maintenance Shop
6120 USA Drive North, Mobile, AL 36688.
Office Hours: Monday - Friday 7:00 am - 3:30 pm
The key will be released only to the key recipient. At pickup, he/she must provide a USA photo I.D. or driver’s license. Keys will not be issued by mail. Keys will be held for pick up for twenty (20) business days. Key recipient’s department will be charged after the 20 days if not picked up and a new request will need to be submitted to key management.
4.2.1 Duplication of Keys
All keys referred to in this policy are the property of USA and are not to be duplicated by anyone other than the Facilities Maintenance Shop. Duplication of a key, or the possession of an unauthorized duplicate, may result in disciplinary action.
4.2.2 Lost Keys
Lost keys must be reported to Facilities Maintenance Shop immediately. A Key Request must be completed by the Designated Key Requestor in your area. The key holder will be responsible for the cost of their replacement key. (See Fee Schedule section 6). A copy of the payment receipt should be emailed to keymanagement@southalabama.edu Payment can be made online at Purchase Key Replacement or in the Office of Student Accounting.
The department will be responsible for the cost of rekeying all locks which the lost key(s) can access as well as replacement keys for other staff. Key management will provide the department with a quote to rekey the area, enter a work order for the rekey and request a list of employees that will need replacement keys. Access Control will contact the department to schedule a date to rekey the area and issue replacement keys. The USA Police Department will be notified of unsecure areas due to lost keys.
4.2.3 Damaged Keys
Keys that are damaged should be brought to the Facilities Maintenance Shop by the authorized key holder with a Key Request Form. This key will be replaced at no charge to the authorized key holder with proper identification, i.e. USA ID Card or driver’s license. If a damaged key is disposed of and not returned, the key will be treated like a lost key. Fees will apply.
4.2.4 Temporary Keys
Temporary keys are those which will be utilized on either a short-term basis or a long-term basis to individuals such as outside University registered vendors or contractors who will need keys in order to perform their duties. A temporary key may be issued on a short term basis to authorized persons only if the Key Request Form has been submitted and approved by the Department Head, Dean or Vice President, with final approval of the Associate Vice President, Facilities and Construction.
NOTE: Access for vendors and/or contractors to buildings will be the responsibility of the department in charge of the contracted work.
4.2.5 Student Keys
Keys which are issued to student workers are required to have a key request submitted by the hiring department. The student is required to return the keys to the Facilities Maintenance Shop at the end of their employment. Note: The Facilities Maintenance Shop reserves the right to deny the approval of any key.
4.2.6 Graduate Assistants or Graduate Teaching Assistant
Keys will be issued for the duration of the assistantship with responsibility equal to full-time University employees. Each faculty member is to submit a Key Request through the designated key requestor for their graduate assistant(s). The graduate assistant must pick up and sign for the key in person at the Facilities Maintenance Shop. If the graduate assistant’s status changes such that he/she no longer has authority to possess the key(s), the key should be returned to the Facilities Maintenance Shop. Note: The Facilities Maintenance Shop reserves the right to deny the approval of any key.
4.3 Lock Changes
Maintenance requests for lock changes will be submitted to Facilities Maintenance Shop via the WebTMA Electronic Routing Key Request system. Rekey requests will follow the same approval process as key requests. The request should indicate the area, lock(s), the level of access, and the reason for the requested lock changes. The Facilities Maintenance Shop will make the determination as to the appropriateness of implementing the lock change. Appeals are to be made to the Associate Vice President, Facilities and Construction.
Emergency lock changes will be coordinated by the requesting department and Facilities Maintenance Shop with all supporting documentation.
Key issuance following a lock change will follow the same procedure as identified herein. In the event an entire department/building is rekeyed, all keys must be returned to the Facilities Maintenance Shop. The Facilities Maintenance Shop will make arrangements for delivery of replacement keys and pickup of old keys.
4.4 Key Returns
Please complete the Key Return Receipt (PDF) then take the form and keys to:
The Facilities Maintenance Shop
6120 USA Drive North, Mobile, AL 36688.
Office Hours: Monday - Friday 7:00 am - 3:30 pm
All keys must be returned to the Facilities Maintenance Shop when an employee transfers to another department or leaves University employment. Reissuing keys internally within a department is not permitted. Keys will be issued only for functional needs, not for convenience; when individual’s function changes, old keys must be returned before new keys will be issued.
4.4.1 Transfer of Employment
Individuals moving to another building/department must return all keys to the Facilities Maintenance Shop. See procedure above. The employee will also need to follow the same procedures as stated above regarding “Issuance of Keys” for new building/department; please note that new keys will not be issued until all current keys have been returned, unless prior approval is given by the appropriate department head.
4.4.2 Termination of Employment
Keys remain the property of the University. All keys must be returned to the Facilities Maintenance Shop. Please see section 4.4 Return a Key for more information. Failure to return all keys will result in charge to the key holder for replacement, and for rekeying of the applicable area, if necessary. If not paid prior to end of employment, the applicable charges will be deducted from final payment to key holder. If for any reason these measures do not work, the department will be assessed a charge for key replacement and rekeying of area as necessary.
4.4.3 Department Relocation
In the event an entire department is relocated to a new area, all keys must be returned to the Facilities Maintenance Shop. Once the keys for the new area are available, the Facilities Maintenance Shop will make arrangements on delivery/pickup of keys. Advance notice of departmental move is requested.
4.5 Other Access
4.5.1 After Business Hours
Should you need access to a building before/after normal business hours, you must notify your Dean or Department Head for entry into a building. Requests should not be made to University Police Department or University Security Systems Technician/Locksmith.
4.5.2 Exterior Doors/ Card Access
If a building has exterior door electronic card access, keys for exterior doors will only be issued to the University Police Department, locksmiths, Department Head and those individuals explicitly charged with the responsibility of opening and locking the building’s exterior doors as provided in the Access Control policy. Upon installation of card access, issuance of exterior door keys will be limited to two (2) per department unless circumstances require otherwise and will only be issued to the Dean or Department Head.
4.5.3 Custodial closets, Mechanical, Electrical, and Information Technology Services (ITS) Telecommunication rooms
These are secured spaces that are accessible to those individuals charged with Facilities Maintenance responsibilities. No other keys will be issued for these spaces unless approved by the Associate Vice President, Facilities and Construction.
4.5.4 Padlocks
All requests for padlocks and padlock keys (University issued padlocks) must be submitted via Padlock Request Form. All records of these keys and locks will be maintained by Facilities Maintenance Shop. There will be a fee assessed to the requesting department for materials required. Only University issued and keyed padlocks may be installed on University doors and/or gates. All non-USA padlocks will be removed.
4.5.5 Residence Halls
Keys for all Residence Halls will be requested, issued, controlled, maintained and inventoried by the Department of Housing. The Department of Housing will conduct a key audit to verify inventory at the end of each semester.
5. Procedures
Following are the steps to take, in the given order, to obtain a key for access to an office, room, building or other space, needed to carry out the duties and responsibilities of one's job:
- Designated Key Requestor requests a key;
- Designated Key Request Approver approves the key request;
- Facilities Maintenance Shop emails the Key Recipient when key is ready;
- Key Recipient picks up the key and signs for the key.
6. Enforcement
Lost keys or failure to return all keys will result in charge to the key holder for replacement, and for rekeying of the applicable area. If not paid prior to end of employment, the applicable charges will be deducted from final payment to key holder. If for any reason these measures do not work, the department will be assessed a charge for key replacement. The department will be responsible for the cost of rekeying all locks which the lost key(s) can access.
Key Replacement Fee Schedule:
1st Loss by Individual $25.00 (per key)
2nd Loss by Individual $50.00 (per key)
7. Related Documents
7.1 Electronic Routing Key Request
7.2 Requestor Instructions
7.3 WEBTMA
7.4 Approver Instructions
7.5 Key Request Form (PDF)
7.6 Purchase Key Replacement
7.7 Key Return Receipt
7.8 Key Management website