The University of Memphis

Building Access/Key Control

POLICIES

To provide information on how the University of Memphis controls access to campus facilities, buildings and rooms.

• WORQ
• AVP
• Keys
• Master Key
• Grand Master Key
• Fobs

• General Information
• Level of Approving Authority
• Responsibilities of Approving Officials
• Police Services Responsibilities
• Physical Plant Responsibilities
• Business and Finance Support Services Responsibilities
• Responsibilities of Individuals Issued University Keys/Fobs
• Privately-Owned Locks
• Security Alarms
• Re-keying Requests
• Master/Grand Master Keys
• Issuance of Keys
• Issuance of Fobs
• New Purchases that have Locks
• Lost or Stolen Keys/Fobs
• Requests to Gain Entry

• I've lost my key or my key has been stolen; how do I get a new key?
• Where do I pick up keys or fobs?
• The door alarm is sounding, who do I call?

• WORQ
• Request for Building Access For Regular Employees
• Request for Building Access for Students/Temporary Employees/Agents of the University

Work Order Request Query is the web-based work order system available for students, faculty and staff to submit or review work requests.

Work orders and Requests for Building Access forms must be signed by the appropriate approving official.  Following is a listing of officials who are authorized to approve the issue of University keys and fobs: 

• President - All Types
• Provost - All Types 
• Vice Presidents - All Types 
• Vice Provosts -   All Types
• Administrative Department Heads, Deans, Department Chairs, Directors - Department Master Keys for the concerned department, building entrance keys/fobs and individual room keys/fobs.

1. Maintain a current listing of personnel to whom they have issued University keys and fobs. 
2. Conduct an annual review and verification of University keys and fobs issued under their authority, and report to the AVP for Physical Plant, the AVP or Business and Finance Support Services, and the Director of Police Services the status of keys and fobs issued on their approval by April 1 each year. 
3. Collect all University keys and fobs from individuals at the termination of their employment or when their duties no longer require the possession of University keys or fobs and notify Business and Finance Support Services of the fobholder's change in status. The returned key or fob may be retained by the approving authority for use in the future but Physical Plant and Business and Finance Support Services must be notified that the key or fob is no longer in use.
4. Investigate and report to Physical Plant, Business and Finance Support Services and Police Services incidents involving the loss of University keys or fobs.  Should the key or fob be found, notify (in writing) Physical Plant, Business and Finance Support Services and Police Services of its discovery.     

Physical Plant is responsible for the cutting of keys, re-keying of locks, and distribution of keys and fobs, as requested.  The duplication of University keys by any other person or activity is prohibited.  Physical Plant will duplicate University keys only upon the written authorization of the appropriate key approving authority and is required to maintain one factory original key for all University owned assets. 

In addition, Physical Plant will maintain a current listing of all keys manufactured and their disposition.  Physical Plant is the department responsible for installation, control and maintenance of locks, and associated hardware on University property.  No University department or individual other than Physical Plant is authorized to contract or purchase services of a non-University locksmith to perform any installation, modification or repair.  Physical Plant will conduct a yearly audit of issued keys and will report the results to the Vice President, Business and Finance.

The following rules apply to all individuals to whom University keys/fobs are issued: 

1. Individuals to whom University keys and/or fobs are issued are responsible for their physical security.  The loss of a University key or fob should be reported immediately to the appropriate approving authority and in writing to Police Services, Business and Finance Support Services and Physical Plant. 
2. The duplication of any University key by anyone other than Physical Plant is prohibited. 
3. Keys and fobs are to be used only by the person to whom they are issued.

Requests to have keys removed from or added to the University Master Key System and/or the Grand Master Key System should be initiated in writing by the appropriate Dean or Vice President and must be approved by the Vice President, Business and Finance with concurrence by the AVP for Physical Plant and Director of Police Services.  An email or memorandum to Facilities Operations is acceptable.

For emergency purposes, a copy of keys for rooms not on the Grand Master Key System must be maintained in Physical Plant and Police Services.

All requests for keys must be submitted on the WORQ system to the Physical Plant Facilities Operations Office.  Work requests will only be accepted from financial managers or their designees. Requests must identify the building name and/or room number to which access will be permitted, the name and title of the person that will be responsible for the key, and the department to be charged.  Issuance of individual room keys, building entrance keys and building master keys should be restricted to full-time faculty and staff members only.  The issuance of a building master key to anyone other than full-time faculty and staff must be approved in writing by the dean of the respective college or school (e.g. Dean of the College of Arts and Sciences, Dean of Libraries) or the appropriate Vice President.   

When access to University facilities is required in connection with a commercially contracted project, the AVP for Physical Plant, or designated representative, will coordinate contractors' or concessionaires' requirements and insure that the keys are controlled in an appropriate manner and returned at an appropriate time. University Police Services will be informed when keys are scheduled to be retained overnight or for a period of time beyond normal working hours.   

Authorizing officials should notify the Facilities Operations Office the name of the individual picking up keys if other than themselves; the individual picking up the key from the Facilities Operations Office must sign a receipt form.  However, the signature of the individual responsible for the master keys or fobs is required on the Key Receipt Card kept on file in the Facilities Operations Office.

1. Name of the official who authorized issue of the key or fob.   
2. Name of the individual to whom the device was issued.   
3. Type of key and key number.   
4. Room, building or areas to which the device provides access.   
5. Date of the discovery of the loss and any other pertinent facts.

Should the device be found, notify (in writing) Physical Plant, Business and Finance Support Services and Police Services of its discovery.  

http://bf.memphis.edu/pp/workrequest.php