|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.|
FAC 205: Keys
To establish the Arizona State University (ASU) key control system guidelines to control access to, and security for, ASU facilities.
Arizona Revised Statutes §13-3715
ASU Policy Department
All individuals issued keys for property or facilities owned and/or operated by ASU agree to be governed by the following guidelines.
Unless otherwise stated, all exceptions to these guidelines must be approved by a Director of Facilities Management, or a designee.
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.
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:
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.
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:
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.
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.
The following unit administrators are authorized to control the issuance of keys to individuals within their assigned areas:
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.
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.
Departments may request the rekeying of locks. Some circumstances that may warrant rekeying include:
Alternate keying, outside the ASU Master Key System, is not normally approved. Alternate keying may be requested as follows:
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.
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 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.
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.
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.
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.
Departments can provide Facilities Management Work Control Team with account numbers or blanket purchase orders to expedite the billing process.
|$7.00 per key||Key|
|$7.00 per key||Lost or stolen key replacements (core replacement cost per schedule, if necessary)|
|$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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