Key Request Procedures

The following procedures should be followed by faculty and staff in order to request keys:

Replacement of Lost/Stolen Key

  1. Notify the Public Safety Department Investigative Unit at Ext 9-6979 to check Lost/Found property for a missing key and to report the circumstances of a stolen key.
  2. If key has not been found, initiate a replacement key request.
    1. Use the on-line Key Request Form
    2. Complete all sections of the form and mail it to your Supervisor or the Director of Public Safety if you are a Dean, Director, or Department Head.
    3. Electronic confirmation of your request will be sent to your voicemail or e-mail account when your request has been received with the proper approvals.
    4. A representative of the Lockshop will deliver, and when possible, test each new key produced. Alternative delivery instructions can be arranged when needed.

Request for Room or Area Keys

  1. Use the on-line Key Request Form
  2. Complete all sections of the form and mail it to your Supervisor or the Director of Public Safety if you are a Dean, Director, or Department Head.
    1. Use one form per type of key requested. Only multiple copies of the same key can be produced using each form.
    2. Requestors may only request key production for areas under their control. Keys for other areas must be requested by the department that administers that area.
    3. Request forms must be routed appropriately and include proper approvals prior to key production.

Elevator Keys to Academic/Administrative Buildings

  1. 1. Elevator key requests for injured or disabled faculty/staff members:
    1. Route appropriate medical verification of need, along with an endorsement of need, from your supervisor to the employee benefits department.
    2. Benefits department will coordinate the delivery of all appropriate elevator keys to requestor, along with associated record keeping.

Administrative Approval of Key Requests

  1. Deans, Directors, and Department Heads are to review all key requests submitted within their areas and approve or deny them.
  2. Approved requests should be e-mailed to the Director of Public Safety who will forward them as appropriate.
  3. Approvals or denials of requests should be consistent and in accordance with the Policy on Access to University Facilities.
  4. Requests for key approval are routed via e-mail as follows:
    • Step 1. Requestor
    • Step 2. Requestor's Supervisor
    • Step 3. Director of Public Safety
    • Step 4. Director of Facilities Services
    • Step 5. Maintenance Work Control Center
    • Step 6. Lockshop

The estimated turn around time is several days, but requests that are especially critical will be processed as quickly as possible.

Disposition of Obsolete, Recovered or Unneeded Keys

Faculty and staff key(s) that are returned to a Supervisor, Dean, or Director must be forwarded to the University lockshop for proper disposal and updating of key inventory records.

Keys should be placed in a suitable envelope along with an explanatory note and sent via campus mail to:

University Lockshop
Maintenance/Keys
Maintenance Building - 1st Floor

Note: Even if the same number and type of keys are to be reissued to a subsequent employee, the recovered key(s) must be returned and then reissued via the Key Request Procedure.

Issuance and Maintenance of Faculty/Staff Wildcard Access Privileges

  1. New employees should go to the Wildcard Office (1st floor Dougherty Hall) accompanied by his/her supervisor or with a letter of introduction or appointment, to secure a wildcard. Wildcard Office hours are published on University e-mail in Public Folder - Schedules.
  2. The supervisor of the new employee should call (Ext 9-6979), visit St. Clare House or e-mail (PUBSAF) the Department of Public Safety to establish access privileges. Privileges will be granted in accordance with University Policy. Please review the Policy on Access to University Facilities.
  3. Individuals who need modifications to their access privileges due to reassignment should follow procedure 2, immediately above.