Facilities Management Manual (FAC)

Interim Posting

Note:

At the request of the provost, a vice provost, or a vice president, this policy has been posted in the interim between scheduled posting dates by University Policy Manuals Group because it has significant and urgent importance for the university community. This policy will be included in the publication process by the next feasible posting for online policies and procedures.

Effective: 4/1/1991

Revised: 9/14/2016

FAC 205: Keys

Purpose

To establish the Arizona State University (ASU) key control system guidelines to control access to, and security for, ASU facilities.

Source

Arizona Revised Statutes §13-3715

Facilities Management

ASU Policy Department

Applicability

All individuals issued keys for property or facilities owned and/or operated by ASU agree to be governed by the following guidelines.

Exceptions

Unless otherwise stated, all exceptions to these guidelines must be approved by a Director of Facilities Management, or a designee.

Policy

Access controls to ASU facilities must balance critical concerns for the security of all facilities and contents, as well as the safety of the occupants. In general, keys will be issued to authorized individuals based on a need and not solely for convenience.

Master or sub-master keys will not normally be authorized and must be approved by the Associate Vice President (AVP) of Facilities Development and Management, or designee. All ASU property locking devices must be compatible with the ASU master key system.

Responsibility for University Access and Key Control

Facilities Management (FM) is responsible for ASU key distribution and is authorized to initiate and implement this policy through the Executive Vice President and Chief Financial Officer. FM is primarily responsible for installation, control, and maintenance of building lock systems. FM provides the following key/lock services:

1. Approval/disapproval of all key requests
2. Issues keys to authorized individuals or departmental designees
3. Conducts periodic audits of campus departments to determine status of authorized keys
4. Reviews and approves/disapproves all new access control systems and modifications to existing systems
5. Maintains current and accurate key control records
6. Creates and maintains a keying system that provides security and reasonable access to departments occupying campus facilities
7. Manufactures all keys and/or controls all lock cylinders
8. Maintains a secure file for original keys furnished with all new buildings, additions, or renovations
9. Issues periodic reports as required

Employees and departments are responsible for the proper control and custody of all issued keys. All keys remain the property of ASU. Unauthorized possession of ASU keys may lead to criminal prosecution. All keys that are obsolete, damaged, or unneeded must be returned to FM lock services.

Individuals are limited to one key per room or area.

NOTE: Personnel who are authorized to be issued departmental keys may request more than one key to a departmental area. The Unit Administrator must authorize the request with justification, and demonstrate a plan to secure keys, before FM will review and approve the request.

Requests for Keys

All requests for keys must be submitted via the online Key Action Form. EQ room, grand master, and building sub-master keys must be approved by the AVP of Facilities Development and Management, or designee, with justification for need of high level access. All employees new to the university may be authorized for up to 3 keys at no charge upon the initial request if the area is not accessible by card access:

1. (1) Building key (if not on card access)
2. (1) Suite key (if not on card access)
3. (1) Office key (if not on card access)
4. (1) Laboratory and associated spaces as appropriate (if not on card access)

Additional keys will be subject to the key chargeback schedule. The chargeback schedule will be reviewed and updated annually. Charges are recommended by the AVP of Facilities Development and Management and approved by the Executive Vice President and Chief Financial Officer.

Key Transfers

When requested, keys are authorized to be transferred from one employee to another within the same department. The Key Action Form must be submitted within 24 hours of a key(s) being reassigned. Key transfers are authorized at the approval of unit administrators listed below. When an employee or department no longer needs an issued key(s), the key(s) must be returned to the issuing department office key authorizer, or designee, or FM lock services. All terminated ASU employees must return all issued keys to the issuing department key authorizer, or designee, or FM lock services. Separated employees of the university, retirees, and transferred employees are liable for all issued keys until the keys have been returned appropriately.

Departments are responsible for submitting the Key Action Request Form and keeping accurate records of all key transfers, and key assignments for department employees, faculty, and students.

FM lock services will perform regular accuracy audits of department key records. Any discrepancies in department logs will be subject to the re-core and key fees on the key chargeback schedule. The departments will be responsible for these fees.

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 provost of the university
3. the vice presidents
4. the vice provosts
5. the deans
6. the directors
7. the department heads or chairs
8. anyone designated by one of the above

This authority is recognized by means of a Key Authorization Form submitted to Facilities Management. Keys will not be issued without proper approval from an authorized unit administrator.

Unauthorized Use and Reproduction of Keys

No person shall knowingly possess an unauthorized key to property owned and/or operated by ASU. Duplication of an ASU issued key is not authorized.

Requests for Rekeying

Departments may request the rekeying of locks. Some circumstances that may warrant rekeying include:

• new access controls;
• lost/stolen keys;
• change of personnel;
  or
  
• other security conditions.

Requests for rekeying can be submitted thru the Facilities Management Service Request. All requests will be reviewed by FM and recommendations will be provided. Approved requests for rekeying are not considered routine maintenance and departments will be billed for this service. Estimates will be provided upon request.

Keys to Areas Removed from the Master Key System

Alternate keying, outside the ASU Master Key System, is not normally approved. Alternate keying may be requested as follows:

1. The requesting department must submit a written request. The request must include the appropriate justification.
2. Unit Administrators 1-4 above must approve alternate keying requests
3. AVP of Facilities and Development Management must review and approve the request
4. If approved, the documentation will be sent to FM lock services for implementation. No extra keys are kept, nor will any keys be cut except those authorized by a properly approved request.

Once approved, the requesting department shall furnish FM lock services 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 FM lock services 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.

Special Door Locks

All requests for special door locks must include written justification and approval by the appropriate unit administrator, or designee, and sent to FM lock services. FM lock services will review the request to determine if the request can be met, utilizing the existing locking systems. If deemed an appropriate application, it will then require the approval of the AVP of Facilities Development and Management, or designee. Departments may not order and/or install any locking device without the written approval from the FM lock services.

Departmental Keys

Departmental keys are those used by several people within a department. Departmental keys are the responsibility of the authorized department representative. Charges for lost/stolen department keys are the responsibility of the department.

Vendor and Contractor Keys

Vendors and contractors who need access ASU property (elevator service, vending, etc.) are issued keys through FM lock services. 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 fill out a Courtesy Affiliate Request to Process Key Requests for Applicants and Key Action Form. Refer to each campus FM Director on key issuance and checkout policy.

Lost or Stolen Keys

All lost or stolen keys must be reported to ASU Police Department and FM lock services within 24 hours of the discovery. A Lost or Stolen Key(s) Form must be submitted.

An investigation will be conducted by the ASU Police Department in each instance of a lost or stolen key(s). The mandatory rekeying policy may be waived only upon written justification and notification by the department head or chair, and concurrence by the corresponding responsible dean and vice president, and approved by the AVP of Facilities Development and Management, or designee.

Individuals are responsible for the control and security of issued keys. Individuals may be held liable for charges relating to lost or stolen key(s) as well as unreturned keys when terminating employment at ASU.

A Key Action Form must be submitted to FM lock services before rekeying of an area will be authorized. Again, the cost of rekeying will be the responsibility of the individual for individually issued keys or department for department issued keys. See chargeback schedule.

 

Miscellaneous Requirements and Prohibitions

The exchanging or lending of key(s) between individuals is prohibited.

It is the responsibility of the person(s) assigned/working in an office or laboratory to ensure that all entrances are locked and the area secured when leaving the area unattended during working hours, or at the conclusion of work.

Key Chargeback Schedule

Departments can provide Facilities Management Work Control Team with account numbers or blanket purchase orders to expedite the billing process.

Charge	Request
$7.00 per key	Key
$7.00 per key	Lost or stolen key replacements (core replacement cost per schedule, if necessary)
N/C	Worn keys
$7.00 per key	Broken keys
$50.00 per core	Re-core and key
$15.00 per key	Desk and file keys (new key requiring code)
$3.50 per key	Desk and file keys (duplicates)
T & M	Desk and file core change outs
	Padlocks (must be provided by FM)
$50.00 per lock	Best Padlock
$100.00 per lock	Medeco Padlock
$100 per key	Vehicle Keys
Charges will vary	Construction keys

 

 

 

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