UC Santa Barbara Policy 5533
Policies
Issuing Unit: Administrative Services Date: March 1, 1986
ISSUANCE AND RETRIEVAL OF KEYS
I. PURPOSE AND SCOPE:
This procedure establishes the necessary steps for obtaining and
returning campus keys, in accordance with UCSB Policy 5530.
II. REFERENCE:
UCSB Policies Manual, Policy 5530, Administration and Control of
Keys.
III. PROCEDURE:
Each department is responsible for maintaining a current roster of
persons who have been given keys and the numbers on the keys.
(Listing of keys issued in the department by name and by key number
will be supplied quarterly, or more frequently if desired, by the
Facilities Management Department.) Batch issuance of keys will be
authorized to facilitate the issuance of keys to individuals on a
short-term basis. When keys are issued in a batch, the department
head or designee must sign the key issue records for the entire
batch, and the department will maintain a record of the issuance of
these keys.
A. Requesting Keys:
1. The department should complete and forward to Facilities
Management a Facilities Management Work Order (Attachment
A) requesting the key. The Word Order should include a
specific name for whom each key is requested and proper
approvings signature, as specified in UCSB Policy 5530,
paragraph II.E.
2. Upon receipt of the work order, the Facilities Management
Key Control Manager will verify the request and submit the
work order to the Lock Shop.
3. Facilities Management will process the work order and will
deliver the keys to the department involved. The keys must
not be distributed to the requesting individual until that
individual has signed the Key Issue Form (Attachment B).
4. Key Issue Forms will be provided by the Key Control
Manager for obtaining signatures for all keys issued.
These signed forms shall be returned to or retained by the
Key Control Manager.
B. Returning Keys:
All keys turned back to departments by individuals can be
returned to the Key Control Manager except those held by the
department for short-term issue (usually one quarter only). For
convenience and as a service to all departments, Facilities
Management will securely store all unassigned keys and return
them on request at no cost to the department.
C. Transferring Keys within a Department:
Keys may be held for a short time within a department pending
reissue if a known requirement exists. Departmental records
must indicate the person responsible and location of these keys
pending reissue.
D. Maintaining Departmental Key Records:
1. To facilitate the discharge of the department head's
responsibility for keys issued to University personnel
under his/her jurisdiction, he/she should delegate
authority for keeping departmental key records and keys to
one member of his/her staff. (The authority for approving
requests for keys, however, may not be redelegated.)
2. The designated staff member should reconcile annually,
with departmental key records, the computerized listing of
keys assigned to his/her department issued by the
Facilities Management Department. See Attachment C.
3. The Key Control Manager will furnish necessary assistance
to departments in establishing key control methods and
maintaining departmental key records.
E. Recovering Keys from University Personnel:
1. To facilitate recovery of all University keys, department
heads or the designated key record staff member should
request from the Key Control Manager a list of all keys
issued to an individual under his jurisdiction terminating
or changing status to another jurisdiction .
2. When the individual has returned all keys issued to
him/her (see paragraph II.B. above), departmental records
should be annotated by the departmental key record
designee.
F. Reporting Lost Keys:
1. Loss or theft of University keys should be reported
immediately to:
a. Campus Police Department by telephone.
b. Key Control Manager on the Key Issue Form, with the
form marked "L'' on the appropriate blank.
2. Key Control Manager will coordinate lost key records with
the Campus Police Department at the master key level.
3. Notation of the loss of keys, individual's name, and the
date should be made on the departmental key records. (See
Attachment B.)
4. The department or the individual concerned will be charged
for the cost of the replacement of the key or to rekey if
necessary. See Policy 5530, paragraph II.C.1.g.
G. Requesting Rekeying and/or Lock Changes:
All requests for rekeying and/or lock changes will be
submitted on a Facilities Management Work Order.
IV. ATTACHMENTS:
A. Facilities Management Work Order.
B. Key Issue Form.
C. Computer Listing of Keys Issued to a Department.
For questions or comments regarding the format of the above information, please contact webcontact@ucsbuxa.ucsb.edu.
Last Modified By: HMW, 5/21/97
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