Police Department Manual (PDP)

Effective: 1/1/1992

Revised:11/1/2008

PDP 206: Building Access Services

Purpose

To describe the university key control system used to control access to ASU facilities (Tempe campus only)

Sources

Arizona Revised Statutes § 13–3715

President’s Cabinet

ASU Police Department

Facilities Management

Applicability

All persons who are issued keys for property or facilities belonging to Arizona State University

Exceptions

Exceptions granted by the ASU Police Department for academic and administrative offices

Policy

The need for access to facilities must be balanced with an equally critical concern for the security of all facilities, contents, and their occupants.

In general, keys will be issued to eligible individuals based on a need and not solely for convenience.

Master or sub-master keys will only be issued to those able to demonstrate a specific need.

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Responsibility for University Access and Key Control

The primary responsibility for policing and security of buildings and grounds rests with the ASU Police Department (ASU PD). The department, in cooperation with Facilities Management, is responsible for university key distribution and is authorized to initiate and implement this policy through the vice president for University Administration and General Counsel. The ASU Police Department Key Control area:

1. approves or disapproves all key requests for the Tempe campus only
2. issues keys to authorized individuals or departmental designees
3. conducts investigative reviews for each loss or theft of keys; may recommend corrective measures
4. conducts periodic audits of campus departments to determine status of authorized keys

   and

5. in consultation with Facilities Management, approves all new access control systems and modifications to existing systems.

The primary responsibility for maintenance and service of buildings and grounds rests with Facilities Management. The Facilities Management Lock Shop is responsible for all maintenance, repair, and installation of locking systems. Additionally, it:

1. maintains current and accurate key control records
2. creates and maintains a keying system that provides security and reasonable access to departments occupying campus facilities
3. manufactures all keys and/or controls all cylinders
4. maintains a secure file for original keys furnished with all new buildings, additions, or renovations
5. issues periodic reports as required
6. performs all maintenance and repairs of locking systems

   and

7. consults with ASU Police Department Key Control concerning records of lost or stolen keys and decisions to rekey.

All university property using locking devices will be capable of being combinated to the university master key system.

The liability for issued keys rests with the department to which they are given. All keys remain the property of the university and criminal prosecution may be brought against those in possession when not authorized to possess them. Obsolete or unneeded keys must be returned to ASU PD Key Control to clear the account of the person to whom they were assigned. Keys will not be transferred within a department from one employee to another without the express permission from the ASU Police Department Key Control area.

Individuals are limited to one key per room or area.

Note:

Personnel who are assigned custody of departmental keys may request and receive more than one key to a particular area, when approved by ASU PD.

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Approving Authority for Keys

The following unit administrators are authorized to control the issuance of keys to individuals within their assigned areas:

1. the president
2. the executive vice president and provost of the university
3. the vice presidents
4. the vice provosts
5. the deans
6. the directors
7. the department heads or chairs

   and

8. anyone designated by one of the above.

This authority is recognized by means of a Key Authorization Form submitted to ASU PD Key Control. No key will be issued without the written approval of one of the unit administrators mentioned above.

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Unauthorized Use and Reproduction of Keys

No person shall knowingly possess an unauthorized key to property owned by the state of Arizona.

No person shall duplicate any key to property owned by the state of Arizona.

Violation of these policies shall constitute a class 3 criminal misdemeanor, as described in the Arizona Revised Statutes § 13–3715, “Unauthorized manufacture, duplication, use or possession of a key to a public building”:

1. A person who knowingly causes to be manufactured or duplicated or who possesses or uses a key to any building or other area owned, operated, or controlled by this state or any agency, board, commission, institution, or political subdivision of this state, without authorization from the person or his designated representative in charge of such building or area, is guilty of a class 3 misdemeanor.
2. A person who manufactures or duplicates a key for himself or another to any building or other area owned, operated, or controlled by this state or any agency, board, commission, institution, or political subdivision of this state, with knowledge that he or the person requesting the manufacturing or duplication of such key does not have authorization from the person or his designated representative in charge of such building or area, is guilty of a class 3 misdemeanor.

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Requests for Rekeying

When circumstances warrant, departments may request rekeying of locks. These requests may arise from new access needs, lost keys, change of personnel, or other conditions. Requests for rekeying should be submitted in writing to ASU PD Key Control. All requests are reviewed to determine the appropriate action to be taken.

Requests for rekeying are not considered routine maintenance, and departments requesting rekeying are billed for the work.

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Keys to Areas Removed from the Master Key System

When it is deemed absolutely necessary to remove an area from the master key system, the requesting department will send a written request listing the appropriate justification to the chief of police. The chief will forward the request to the Crime Prevention Unit , who will perform an evaluation of the request. The chief will send the original request, the evaluation from the Crime Prevention Unit, and recommendations to the responsible vice president or vice provost or designee for final approval. If approval is granted, the documentation will be sent to the ASU Lock Shop for implementation. No extra keys are kept, nor will any be cut except those authorized by a properly approved key request.

Once approved, the requesting department shall furnish ASU PD with the names and phone numbers of at least two people who are available to respond to after-hours calls should an emergency arise in the area. In the event that ASU PD is unable to reach these individuals and the safety of the building and/or its occupants make it necessary to force entry, the department authorizing removal of the area from the master key system is liable for the cost of repairs.

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Special Door Locks

All requests for special door locks must be approved by the appropriate vice president, vice provost, or designee and sent to the chief with written justification. The chief will determine if there is a demonstrated need that cannot be met by the existing locking systems. Departments may not order and/or install any locking device without the written approval from the ASU Police Department Key Control area.

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Departmental Keys

Departmental keys are those used by several people within a department. Departmental keys will be kept in a secure area during nonbusiness hours and will not be removed from the university. Departmental keys will be issued to one person within the department who will be responsible for those items. Keys will be kept in a secured cabinet or like area and should be signed for when removed. Individual desks are not considered secure storage for university keys.

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Vendor and Contractor Keys

Vendors and contractors who need access to portions of university property (telephone service, elevator service, vending, etc.) are issued keys through ASU PD Key Control. Vendors will be responsible for rekeying costs if the issued keys are lost or not returned upon the expiration period. Vendors will be required to sign a written agreement prior to receiving any keys.

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Lost or Stolen Keys

Lost or stolen keys must be reported to ASU PD within 24 hours of the discovery of the loss or theft using the Lost or Stolen Key(s) Form.

Individuals are responsible for safekeeping and will be responsible for associated charges if their keys are lost, stolen, or not returned when leaving the institution. Replacement fees for keys missing or stolen from a desk, cabinet, locker, or similar place are assessed as outlined in this policy.

A Key Action Form must be given to ASU PD Key Control before rekeying of an area will be authorized. Again, the cost of rekeying will be the responsibility of the individual.

Charges for lost or stolen keys are set by ASU PD, approved by the executive vice president for Administration and Finance, and will be reviewed annually for adequacy and adjusted as deemed necessary.

Current charges are as follows:

Type of Key	Charge
Individual Door	$10
Outside Door	$20
Sub-Master	$50
Building Master	$100

A maximum amount of $500 per person or $10,000 per department will be assessed.

Unless otherwise agreed upon, lost or stolen keys will require the rekeying of affected areas.

An investigative review is conducted by ASU PD in each instance of lost or stolen keys. The mandatory rekeying policy can be waived only upon written notification by the department head or chair and concurrence by the responsible dean and vice president.

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Miscellaneous Requirements and Prohibitions

The exchanging or lending of keys between individuals is prohibited.

When keys are no longer needed by an individual or department, they must be returned to ASU PD Key Control. Upon termination of an employee, the key will be returned immediately to the Key Control area or, upon agreement, it is transferred to the department name for later reissue so that the terminating employee is released from any further liability.

It is the responsibility of the person assigned to an office or laboratory to ensure that the door is locked when leaving the area or at the conclusion of work.

ProcedureD

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Responsibility	Action
Department or unit	Complete Key Action Form. After the assignee signs the responsibility statement, record the key distribution. Forward the Key Action Form to the approving authority for signing. Upon signing, send the original Key Action Form and two photocopies to the ASU Police Department (ASU PD).
ASU PD Key Control	Verify the approving signature and transmit the approved request to the Lock Shop for manufacture.
Lock Shop	Maintain a sequence file for each key code, listing the names of all people issued a key cut to that code, along with the key numbers and status of each key.
	Send manufactured key to ASU PD.
Authorized keyholder	Pick up the key at ASU PD by showing photo identification.
Department or unit	Upon termination of an employee authorized to hold a key, return the key immediately to ASU PD or transfer the authorized holder to the department name for later reissue so that the terminating employee is released from any further liability.

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endtable

Cross-References

For information on the services provided by Facilities Management and the Key Shop, see the Facilities Management Policies and Procedures Manual—FAC 205, “Lock Shop/University Key Policy.”

For information on keys for faculty members and academic professionals, see the Academic Affairs Policies and Procedures Manual—ACD 802, “Keys.”

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