Purpose  |  Scope  | Policy  |  Procedure Form:  UNCW Key Request Form Instructions Adobe PDF Form     (Fill out the form on-line and print for signature; or print a blank form and fill out by hand or typewriter.) Form:  Key Tracking Log Form Instructions Adobe PDF Form     (Fill out the form on-line and print for signature; or print a blank form and fill out by hand or typewriter.)

Effective June 2004, the Key Request and the Key Tracking Log are available in PDF format.

Explains policy and procedures regarding the issuance, return, and control of keys utilized to access University facilities.

Applies to all University departments and activities.

1.    Department Head Responsibility.
University Department Heads are responsible for administration of key issuances and returns within their area of responsibility. The appropriate Department Head, Dean, or Vice Chancellor must request all new keys issued from the Physical Plant Locksmith.

2.    Key Tracking Log.
The department head is responsible for ensuring that a log is maintained at all times identifying departmental employees assigned specified keys. The Physical Plant Locksmith will request updated versions of these logs on a periodic basis. The Key Tracking Log should be developed as shown in the PDF form provided with this procedure.

3.    Loss of Keys.
When it is apparent that a key has been lost or stolen, the Department Head must notify his/her supervisor, the University Police, and the Physical Plant Locksmith. The departmental Key Tracking Log should be updated to reflect the loss of the key. The University Police Department will discuss the situation with management to determine if rekeying is necessary.

4.    Securing Keys.
All keys not issued to a specific employee must be appropriately secured. A locked cabinet or safe should be utilized to secure these keys. Contact the University Police to ensure that security measures are adequate for the storage of these spare keys. Keys should be returned to the Physical Plant Locksmith if they are not in use for an extended period of time.

5.    Audits.
The Physical Plant Locksmith will perform periodic audits as deemed necessary to verify the accuracy of logs maintained in each office area. During these audits, the Locksmith will also investigate to ensure that spare keys are properly secured. In addition, the Internal Audit staff may at their discretion perform similar audits regarding key issuance, return, and control.

6.    Grand Master Keys.
Grand Master keys provide unlimited access to various facilities on campus. Due to this fact, grand master keys will be tracked separately by the Physical Plant Locksmith on an individual basis. Grand Master Keys can only be issued upon the approval of the Chancellor or the appropriate Vice Chancellor. Great Grand Master keys require approval of the Chancellor prior to issuance. These keys must be returned directly to the Physical Plant Locksmith when no longer needed or when the employee is no longer with the university. Each employee is responsible for the use, security, and return of their grand master and great grand master keys.

7.    Physical Plant Locksmith Responsibilities.
The Physical Plant Locksmith will be responsible for the following functions:

• Issuance of keys to the appropriate Department Head.
• Ensuring requests for keys are properly authorized.
• Spot Audits as noted in Policy Statement 5.
• Issuance and tracking of Grand Master Keys.
• Maintaining a file of all Departmental Key Tracking Logs
• Tracking total number of keys issued to each department

8.    Request for Keys.
All Department Heads needing additional keys for their area of responsibility should utilize the UNCW Key Request Form. (See Instructions for Preparation of Forms.)

9.    Authorization.
The following chart should be utilized to determine what approval signatures are needed when requesting keys from the Physical Plant Locksmith:

                                  Type of Keys
Employee Title               Employee May Authorize

Dean/Director/Chairman      - Submaster, suite, or designated
                              area
                            - Office door key
                            - External door key

Vice Chancellor/Asst. Vice  - Departmental master suites
     Chancellor/Dean          used for more than one
                              department.
                            - Building Master (internal door
                              master)

Chancellor                  - Great Grand Master
 

10.    Transfer/Loan of Keys.
Employees are responsible for all keys issued to them and should never transfer or loan their keys to other individuals without first obtaining the approval of their department head.

11.    Return of Keys.
Department Heads are responsible for ensuring that keys are returned by their employees upon transfer or termination of employment with the university. Department Heads are also responsible for notifying the Locksmith to allow record update. Grand Master Keys should be returned to the Physical Plant Locksmith by the individual assigned to the key.

12.    Key Duplication.
Key holders shall not duplicate any keys issued to them. Additional keys must be requested utilizing the UNCW Key Request form.

13.    Key Control Person. Department Heads may designate a key control person to handle administrative and tracking tasks. The Key Tracking Log should identify this employee.

D.    Procedures.

1.    UNCW Key Request Form.
The UNCW Key Request Form should be used by the appropriate Department Head to request new keys, to return keys that are no longer needed, and to report lost keys to the Physical Plant Locksmith. (Please see the Instructions for Preparation of Forms).

2.    Key Tracking Log.
Utilize the PDF form in this procedure to set up a key tracking log.  You may also maintain this information using a software package of your choice.

A.    Purpose.

 This form is used by Department Heads to request new keys, to return keys no longer in use, and to provide notification of lost keys to the Physical Plant Locksmith.

Click here to get a blank form in Adobe Acrobat (PDF) format. You may fill out the PDF form on-line and print for signature or you may print a blank copy of the PDF form and then fill out by hand or typewriter. You may also maintain this information using a software package of your choice.

 Forward the UNCW Key Request Form to the Physical Plant Work Control desk. Retain a photocopy of the form for departmental records.

 Information is to be completed by the Department Head.  Instructions are provided only for those items requiring additional explanation.

• The signature of the Department Head or designated Key Control person picking up the keys requested should be entered here at the time the keys are picked up at the Physical Plant Administrative Office. The department will be notified when the keys are ready.

 
• The employee picking up the keys should bring an I.D. card for identification.


• Request for Keys.
• Enter the name of the building where keys are to be used.
• Enter the room number of the doors where keys are to be used. Specify if key request is for an exterior building door.
• Enter the key number stamped on the key. You may leave this blank if you are requesting a key and the number is unknown.


• Authorization Signatures.  Obtain appropriate approvals as indicated by Policy Statement 9.

 

The following options are available:
 
• Click here to get a blank form in Adobe Acrobat (PDF) format.  You may fill out the PDF form on-line and print for signature, or you may print a blank copy of the PDF form and then fill out by hand or typewriter.
• You may also maintain this information using a software package of your choice.

Forward the UNCW Key Tracking Log to the Physical Plant Locksmith. Retain a photocopy of the form for departmental records.

The Physical Plant Locksmith may request updated versions of logs on a periodic basis.

Items on the form are self-explanatory; therefore, no additional instructions are necessary.