Keys & Locks

Keys are distributed on campus according to the terms listed below.  The term key or keys refers to mechanical keys and electronic keys. All keys remain the property of the university. Reproduction of a university key is forbidden.

Key Requests

Cabinet Key Requests

Key Pickup

Lock Change Requests

Returning Keys

Lost Keys

Non-responsive Electronic Keys

Key Requests

Key request for individual faculty, staff, and students must be on a Key Request Form which is forwarded to mail code 0189. Requests must be signed by the Building Coordinator and department head or director. 

Request for special orders, including replacement keys to individuals, require the signature of the dean, director or vice president.  Certain special orders will require the consideration of Physical Plant Director and the signature of the Vice President for Administration and Finance before being accepted.

There is no key deposit.  All key requests must be forwarded to the Physical Plant Facilities Access Office (0189) 48 hours prior to the desired issue date.

Departments that have special access or key control requirements may need to establish internal procedures to meet those requirements (e.g. Public Safety, Physical Plant, Health Center Pharmacy, ITS, etc.). The Physical Plant has the authority to review any special needs before proceeding, or to refuse the issue of a key if guidelines are not met.

Key exchanges and reproduction of keys are not permitted.

Only those with UNI ID numbers will be issued keys. Multiple keys will not be issued to individuals or departments.

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Cabinet Key Requests

Cabinet key requests are placed on an Interdepartmental Requisition and sent to mail code 0192. Requests must be signed by the department head or director.

Complete the Interdepartmental Requisition and include the department name, deliver to address and name of the person making the request. Enter the quantity of keys and a description of the key or cabinet along with the account number that should be charged for the key material and labor.

Cabinet keys are not assigned to individual employees. They are assigned to the department.

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Key Pickup

The key requestor will be contacted when the key is ready.  Keys may be picked up at the northeast entrance to the Physical Plant.  The issuant will be required to sign a Key Agreement stating they will be responsible for their key(s). 

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Lock Change Requests

Lock change requests are placed on an Interdepartmental Requisition with the Building Coordinator and department head's signature, the account number to be charged and sent to mail code 0189.  Requests for lock changes are reviewed and discussed with the requesting party, Building Coordinator and department head before the change is made.  To save time, key request forms for the individuals affected should be sent with the Interdepartmental Requisition.

A thorough review of the area affected by the lock change is completed before the change is made to avoid compromising anyone who may need access to the area. In certain cases of security, a special series lock can be installed. These requests are limited and must have the approval of the Vice President of Administration and Finance before proceeding.

All lock change requests are subject to refusal when the change impacts access by maintenance  personnel or campus police.

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Returning Keys

Individuals leaving the university, or transferring to another department, must return keys to the Physical Plant. The individual will receive a receipt indicating the keys that have been returned and the Physical Plant Facilities Access office will notify the department when keys are issued or returned. The Public Safety Department will be notified if individuals who are leaving have not returned their keys.  When keys are not returned, a charge will be billed to the department listed on the Key Request form. If a student does not return keys, transcripts or registration will be held until the keys are returned.

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Lost Keys

The Public Safety Department, Physical Plant Facilities Access Office, and the appropriate Building Coordinator and department head should be notified immediately when an employee has lost his/her keys. A charge will be assessed for EACH lost key prior to the issuance of a new key. The replacement process is the same as outlined in "How to Request Keys", but requires the signature of the dean, director, or vice president. Replacement charges will be assessed for each lost key and must be paid before a replacement key will be issued. Additional charges could be imposed if re-keying or reprogramming is required. The Building Coordinator and department head will be responsible for assisting with return/collection or payment of the fine.

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Non-Responsive Electronic Keys

Non-responsive electronic keys will be replaced at no charge. Notify the Physical Plant Facilities Access Office to arrange for an electronic key exchange.

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