Keys and Locks
Policy Number: 3401
Date Issued: Revised/June 2003

References: Department of Physical Plant
Authority: Ohio Revised Code, Sections 3345.13 and 3345.99; Board of Trustees Resolution 78-21 (February 8,1978); Administrative Memorandum 73-6 (February 22, 1973/Update October 12,1982); Provost; Vice President for Business and Fiscal Affairs

3401.1 Control System for Keys and Locks

  1. Wright State University maintains a control system for issuing, installing, and using keys and locks. The purpose of the system is to provide maximum security of university facilities.

  2. The provisions of this policy are applicable for operations at all university facilities, except School of Medicine operations at the Veterans Affairs Medical Center and Residence Services housing units.

3401.2 Administration of the Control System

  1. The assistant vice president for facilities planning and management is responsible to the vice president for business and fiscal affairs for overall management of the control system for keys and locks.

  2. The director of the Department of Physical Plant is responsible for the following functions:

    1. Installing new locks, functional change of locks, and rebitting of locks, based upon approval by the appropriate vice president or dean.

    2. Manufacturing and issuing all keys.

    3. Accounting for all keys and locking devices.

  3. Vice presidents and/or deans are responsible for the following functions:

    1. Submitting requests through approved channels for lock installations and key authorizations.

    2. Assuring the return of keys to the Department of Physical Plant upon termination of space assignments or termination of a need for access by a key holder(s).

  4. Key holders are responsible for safeguarding and properly using each key issued to them. Key holders are subject to forfeiture of deposits for losing, damaging, or misusing keys. Deposits and possible other charges are outlined in subsequent sections of this policy.

3401.3 Authority
  1. Key approval
    Type of Key Request Initiated By Approval Signature Authorized Users
    Great Grandmaster Department Provost President; Provost; Vice President for Business and Fiscal Affairs; Police Department; Facilities Planning and Management; Physical Plant; Environmental Health and Safety; Planning--Engineering and Construction; Computing and Telecommunications Services
    Grandmaster Department Provost; Vice President Dean or Designee;
    Building Manager
    Master Department Dean; Assistant Vice President Department Chair or Designee; Department Director or Designee
    Individual/ Submaster Department Department Chair; Department Director Faculty; Staff; Students

    Only those signatures on file in the Department of Physical Plant shall be recognized as the approval signatures for a Key Request Form.

  2. Lock approval

    1. Only personnel in the Department of Physical Plant have the authority to install locks or locking devices on university facilities.

    2. The following approvals are required for lock installation and changes:

      1. The director of the Department of Physical Plant or his/her designee must approve the installation of initial locking devices.

      2. The provost or appropriate vice president or his/her designee must approve the functional change of locks.

      3. A department chair or his/her designee must approve rebitting locks.

  3. Cutting and issuing keys

    1. Only personnel in the Department of Physical Plant have the authority to cut and issue keys for university facilities.

    2. Duplication of keys without the approval of the director of the Department of Physical Plant is strictly prohibited. Unauthorized duplication of keys may be cause for disciplinary action. Sections 3345.13 and 3345.99 of the Ohio Revised Code provide for a fine of not less than $50 or more than $150 for violations of this prohibition.

3401.4 Qualified Holders of University Keys

All full-time and part-time faculty, adjunct faculty, full-time and part-time staff, student employees, and other designated individuals are qualified to hold university keys, upon appropriate approval. The following restrictions apply:

  1. A key will be issued to and signed for by the key holder. Requests for more than one copy of a key must be justified in writing and approved by the director of the Department of Physical Plant.

  2. A key holder who separates from the university must return all university keys issued to him/her to the Department of Physical Plant.

  3. All part-time faculty, part-time staff, and all student employees requesting individual door or submaster keys must pay a personal deposit of $25 for each key issued. They must pay a personal deposit of $100 per key issued for master, grandmaster, or great grandmaster keys (no deposits are required for desk, file cabinet, or storage cabinet keys). The deposit must be paid to the bursar of the university, and a receipt of deposit must be presented to the Work Control Center of the Department of Physical Plant before the requested key(s) can be issued.

  4. If a faculty or staff member requests that a student be issued a key to a university office or laboratory, the key must be issued to the student. The student assumes responsibility for any lost or stolen key(s). Failure by a student to return a key upon request may warrant a hold being placed on the students transcript until the key is returned.

  5. Keys may be issued to external contractors who are assigned to Wright State University. The Wright State University contract administrator is responsible for approving key issues to contractors and for retrieving all keys upon termination of a contract.

3401.5 Procedures

  1. Installing and changing locks

    A department requesting new lock installations, functional lock changes, and rebitting changes are to submit a work request to the Work Control Center in the Department of Physical Plant. The costs of any such changes are the responsibility of the requesting department.

  2. Requesting electronic card readers and access systems

    Any request for installation of an electronic access device must be submitted in writing and approved by the appropriate vice president or dean, by the director of the Department of Physical Plant, and by the Chief of Police. The cost of electronic equipment and its installation, repair, and maintenance is the responsibility of the requesting department. The Department of Physical Plant will coordinate and manage the process for coding electronic cards, readers, etc.

  3. Issuing initial keys and replacement keys

    1. The requesting department is responsible for preparing a Key Request Form, indicating the status of the key recipient (i.e., faculty, adjunct faculty, staff, student employee), and securing approval by the signature authority.

    2. The prospective key holder must present proper identification and provide an original signature at the Work Control Center for key pick-up.

    3. The Department of Physical Plant will reference the computerized key system to determine if the requested key was issued previously to the requestor. If the key was issued previously, one of the following procedures will be followed:

      1. The holder of a worn or broken key must return the key to the Work Control Center in the Department of Physical Plant to receive a new or replacement key. There is no fee for replacing a worn or broken key.

      2. The holder of a lost or stolen key must report the missing key to the authorizing administrator, to the Wright State University Police Department, and to the Department of Physical Plant before a new key will be issued. The holder of a lost or stolen key who was required to pay an initial deposit will forfeit the original deposit and pay a new deposit before being issued a replacement key. Any costs associated with rekeying or rebitting a lock or lock system for security purposes will be the responsibility of the department who authorized issuing the key.

    4. An authorized key holder may pick up a key three working days after the Department of Physical Plant receives an approved Key Request Form, unless otherwise specified.

    5. The Work Control Center in the Department of Physical Plant will issue a receipt to the key holder for returned keys. The key holder must present the receipt to the bursar for reimbursement of the original key deposit.

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