PDP 206: Building Access Services
To describe the university key control system used to control access to ASU facilities (Tempe campus only)
Arizona Revised Statutes § 13–3715
ASU Police Department
All persons who are issued keys for property or facilities belonging to Arizona State University
Exceptions granted by the ASU Police Department for academic and administrative offices
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.
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:
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:
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.|
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 ASU PD Key Control. No key will be issued without the written approval of one of the unit administrators mentioned above.
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”:
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.
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.
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.
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.
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.
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
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.
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.
|Department or unit||
|ASU PD Key Control||
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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