Locks and Keys Policy

Purpose: To describe Pittsburg State University’s requirements for installation, maintenance, and replacement of conventional locks and electronic locks for certain facilities.

Applies to: All facilities under the control of Pittsburg State University.

Statement:
Security of university buildings and rooms is essential for the protection of individuals and university assets. To ensure security, the Facility Operations Carpentry Shop is responsible for issuing keys for and installing and maintaining a standard lock system for all university facilities. All keys issued remain the property of Pittsburg State University. Keys for university facilities cannot be produced, duplicated, or obtained from any source other than the Facility Operations Carpentry Shop. All electronic lock systems requested must be preapproved and maintained by Facility Operations. All installation and maintenance costs of the electronic lock system will be the responsibility of the requesting department. Padlocks and other unapproved lock systems are prohibited on campus doors and all locks must comply with the Life Safety Code.

Policy:

Assignment of Keys

All requests for keys must be approved by the Department Chair and the Director of Facility Operations.  Selected keys may require the approval of your Dean or Director.

The Facility Operations Carpentry Shop may issue keys to authorized faculty, staff, and students. Keys for student employees must be requested by the employee supervisor. Responsibility for student employee keys lies with both the student employee and the supervisor. Employees will not be issued more than one (1) key with the same number.

The Director of Facility Operations may authorize the Carpenter Shop to issue keys to non-university employees who work for organizations affiliated with the university, including vendors, contractors, and consultants doing business with the university. Non-employees issued keys are subject to the same requirements/responsibilities as employees.

Key Requests

Please route all key requests through the "Work Order Request" system. Work orders should also be submitted for any core changes or other lock-related requests. GL Strings must be included on all work orders for billing purposes. Costs for new keys or for replacement of lost or stolen keys will be the responsibility of the requesting department.

Key Usage

Employees may use university keys and key access codes for access to their assigned work areas and should lock doors when leaving their work area. Employees must ensure that keys and key codes are safeguarded and properly used. Keys must be returned to the Facility Operations Carpentry Shop in accordance with the “Key Return” procedures. Employees MAY NOT lend or exchange an assigned key or key code.

Departmental Keys

Departmental keys may be issued to by submitting a work order request that contains the following information:

• Approval of Department Head (Yes/No).
• Reason for an additional key.
• How the key will be checked in and out (the process for a person to check it out and how is it recorded and tracked)
• Where and how the key will be secured while not in use.
• Name or contact information for the responsible party if the key should be lost or stolen.

Each request will be evaluated by the Director of Facility Operations and the Facility Operations Carpentry Shop and approved on an individual basis.

Key Return

Employees/Supervisors must return keys to the Facility Operations Carpentry Shop when:

• The keys are no longer needed.
• The employee quits, retires, or is terminated.
• The employee changes departments.
• A supervisor requests the keys be returned.
• The keys are unusable due to re-keying or remodeling.

New or replacement keys will not be issued to an employee until unused keys are returned. 

Supervisors are responsible for collecting keys and making sure they are returned to the Facility Operations Carpentry Shop from employees under any of the circumstances listed above.

Broken Keys

Broken keys will be replaced without charge if broken parts are returned to the Facility Operations Carpentry Shop. To request replacement of a broken key, please submit a work order request.

Lost or Stolen Keys

Anyone finding a university key should turn it into the Facility Operations Carpentry Shop at Hartman Hall or to Lost and Found at the University Police and Public Safety. Individuals must immediately report lost or stolen keys to the Facility Operations Carpentry Shop via email to keys@pittstate.edu, to their supervisor, and to University Police and Public Safety.

Facility Operations is responsible for deciding whether an area must be re-keyed due to lost or stolen keys. The cost of key replacement and/or re-keying locations made unsecure due to the lost or stolen key(s) will be charged to the responsible department. The cost to re-key locations is very expensive and will vary due to the number of doors and buildings effected.

Installation of Locks

Facility Operations provides for standard lock and key lock systems throughout campus. Departments may decide to install an electronic security system for the protection of specialized facilities, such as biomedical research facilities, telecommunication facilities, animal research facilities, or computer rooms. The purchase and installation of such systems must be approved and coordinated with Facility Operations. Facility Operations will ensure compliance with safety and security requirements, including the provisions of this policy. All installation and maintenance costs of the electronic lock system will be the responsibility of the requesting department. Padlocks and other unapproved lock systems are prohibited on campus doors and all locks must comply with the Life Safety Code.

Departments will be charged for locks installed, removed, or re-keyed during a remodeling project.

Emergencies 

In cases of emergencies outside of normal working hours or when campus is closed, employees can enter a building and/or office by contacting University Police and Public Safety.

Violations

Unauthorized possession, use, or reproduction of a University key or electronic lock code may constitute theft or misappropriation of university property and lead to disciplinary action.