Key and Electronic Access Control
KEY AND ELECTRONIC ACCESS CONTROL
UNIVERSITY FACILITIES MANAGEMENT LOCK SHOP
UFM Lock Shop Access Control Procedure
University Facilities Management (UFM), through its Lock Shop, is responsible for the administration of the Key and Electronic Access Control University Policy and for providing keys and building access cards to university faculty, staff, and students for all university property. UFM is responsible for the installation, changing or removal of locks and other forms of access to university property. UFM is responsible for the distribution of all keys and access cards, which shall remain the property of Kent State University. Key and access card control at Regional Campuses, Residence Services and the College of Podiatric Medicine and Kent Student Center are managed by the respective Dean, Department Head or delegate. Annually, the Regional Campuses and the College of Podiatric Medicine shall submit specific key and access control procedures along with a detailed inventory of keys and access cards to the Associate Vice President of Facilities, Planning and Operations.
The unit administrator is responsible for:
• The full implementation of the policy regarding key and electronic access control within the designated area;
• Approving (or delegating authority to Building Curator to approve) key or access card request and forwarding such requests for further processing in accordance with this policy;
• Approving the completed annual key and card access inventory; and
• Maintaining appropriate departmental records subject to an internal review.
The Building Curator is responsible for:
• Reviewing an annual inventory, provided by UFM, for all faculty and staff who have key access to the building. Regional Campuses, Residence Services, and the College of Podiatric Medicine shall submit a key inventory to UFM Lock Shop on an annual basis.
• Renewing each semester the access cards issued to students who have continuing need for the access cards;
• Building Curators shall work with the Registrar’s Office to obtain a course schedule prior to each semester, and issue mechanical keys to the instructor for access to the assigned classroom. Curators shall request changes to staff access cards for access to classrooms by sending a list of changes, attached to a work order, to the UFM Lock Shop. The Curator shall keep an inventory of keys and cards issued to instructors for access to classrooms which shall be submitted to the UFM Lock Shop for review twice a year.
The individual requesting access is responsible for:
• Completing the appropriate request form and securing approvals;
• Picking up and signing for keys or cards from UFM Lock Shop;
• Only the keyholder and/or access cardholder may sign for the keys or access cards;
• Maintaining and securing keys or access cards under their control;
• Reporting lost or stolen to UFM immediately within twenty-four (24) hours of discovery to UFM Lock Shop; and
• Paying any replacement fee resulting from loss or failure to return an assigned key.
Refer to University Policy 5-12.405: Operational policy regarding key and electronic access control