91次元

two facilities services workers smiling and crossing a brrom and mop

Facilities Services

UM Keys Procedure

This procedure supersedes any policies, procedures or agreements previously made.

I. PURPOSE

The purpose of this procedure is to maintain security of 91次元 property and to ensure the safety and security of 91次元 faculty, staff and students. UM Facilities Services is tasked with controlling and tracking access to all 91次元 properties.

II. ISSUANCE AND CONTROL OF KEYS

A. General Guidelines

  1. 91次元 shall provide facilities access and security procedures to assist key holders in maintaining the security of Campus Facilities.
  2. It is the responsibility of each approved key holder to comply with 91次元’s Key Deposit and Return Policy.
  3. It is the responsibility of each person who is issued a key to assist in maintaining security. Safety and security of students, faculty, staff and property take priority over the convenience of the key holder.
  4. Keys are issued only to persons associated with UM and to authorized contractors for the specific contract period. In no instance will any volunteer or volunteer associations be issued keys.
  5. All locks used to secure UM property shall be supplied by UM Facilities Services and keyed to the University system. Keys will be identified and provided only by the UM Locksmith.
  6. Deans or Directors will bear ultimate responsibility for proper use of keys within their department. Costs associated with any door re-key, key misuse, loss, or non-return, which cannot be collected from the key holder, will be borne by the department.
  7. Exterior Door Keys: Primary access to exterior building doors will be through Griz Card swipe, therefore physical keys will no longer be issued.
  8. Key Cards: 
    a. Griz Cards and Mobile Credentials are issued / maintained by the Griz Card Center.
    b. Access Cards (for Onity doors or Assa doors) are issued / maintained by UM Housing.
  9. Departments that require Special Security / Alarm Systems shall be responsible for obtaining approval from UMPD and UM Facilities Services prior to installation and any time changes occur. The Department will bear sole responsibility for said systems and maintenance of the system will be provided by a third-party vendor, who must be approved by UMPD. Access codes must be shared with both UMPD and UM Facilities Services for use in cases of required maintenance /emergencies.
  10. This key procedure recognizes that auxiliary facilities have additional policies / procedures specific to their facilities, services, and programs. Users of those facilities must also abide by the policies / procedures that apply to the facility being used. If an auxiliary chooses to manage keys within their units, a digital spreadsheet containing individual keyholder names and key #s will be required to be kept on file with all authorized signers and shared with the UM Facilities Work Control Desk. Updates to the spreadsheet are to be shared with the UM Facilities Work Control Desk no later than the 3rd week of both Fall and Spring Semester.

 B. Key Definitions / Categories

Change Key:

A key that will usually access only a single room or office. In some cases several rooms within one department may be keyed alike. Issuance of these keys is controlled by the Department Dean / Director or their approved authorized signer.Issuance should be limited to those faculty, staff and students who have a valid need or assignment of space within a given building.

Master Key:

A key that will usually access the entire area controlled by a given department within the University. Issuance should be limited to those individuals having a valid need for such a broad access. These keys will only be issued to Department Deans orDirectors. A second master key will also be issued to a Department Admin(authorized by the Dean or Director) and located in a secure location within the department, to be available for check out as needed.

⚠️ Change Keys and Master Keys will not provide Departments access to Custodial, Mechanical, Electrical, IT and Facility Storage Rooms. These rooms will only be accessible by Facilities Services Crews and UMIT ⚠️

Grand Master Key:

A high security key that will access multiple doors and departments within a single building. Issuance of these keys is limited to Building Managers, Custodial Staff and Contractors doing business with the University. Contractors are required to sign out /return keys on a daily basis.

Great Grand Master Key:

A high security key that will access several buildings. Issuance of these keys is
limited to UMPD Officers and Facilities Services Crews. Keys are maintained and
controlled as part of master key rings. Strict security is maintained and keys are not
to be removed from the University.

C. Authorization Levels

Faculty and Staff:

Keys are issued to faculty and staff only to the extent necessary for them to perform
their jobs properly. Keys are issued solely for use by the faculty and staff to whom
they are assigned. All keys must be returned to UM Facilities Services Work Control
Desk upon vacating designated rooms - this includes any office moves or upon
termination of employment.

Students:

Keys will be issued and assigned to students only to the extent necessary for them to perform their jobs or assignments properly. They will be issued on a semester basis only. Keys must be turned in to UM Facilities Services Work Control Desk on the last day of Fall and Spring Semester by 4:00 p.m. If a student will be continuing to perform their jobs or assignments between semesters, the Director or Dean of their department must provide a written approval for accommodation to the UM Facilities Space Management Team. If approved, the student would not be required to return their key until said approval expires.

Contractors:

Keys will be issued to contractors through the UM Facilities Services Work Control Desk or from the UMPD Dispatch Window on a daily basis and only to the extent necessary for them to perform their specific projects properly. Prior written approval must be given by the UM Project Manager to the Facilities Services Work Control Desk.

D. Authorization Guidelines

  1. The 91次元 Key Authorization Form is available within the Keys Module of the FAMIS Work Order System. A fillable / printable PDF version will also be located on the UM Facilities Space Management website.
  2. Deans or Directors of all buildings involved shall sign the key request when it affects two or more departments.
  3. The printed name and signature of all department authorized signers approved to issue keys must be kept in an updated file with the UM Facilities Services Work Control Desk. Authorized signers will be limited to Department Deans or Directors and Admin's that are also approved for Master Keys. In any instance that an individual departs from these positions, notification to the Facilities Work Control Desk will be required and the authorized signer’s list revised.
  4. Every department must update the key authorization list annually, at the start of Fall Semester or upon current authorized signer’s departure.
  5. If keys are issued to students or temporary staff, a report will be provided by UM Facilities Space Management Team to Deans or Directors two weeks prior to the end of a semester for review.
  6. Change keys will be issued to individual occupants, rather than a master key.
  7. Master keys will be issued only to the Dean or Director. A second master key will also be issued to a Department Admin (authorized by the Dean or Director) and located in a secure location within the department, to be available for check out as needed. A check out form will be required to be maintained, and keys must be returned by the end of each business day. Should a key not be returned or lost, the department shall bear the financial responsibility to re-key any / all rooms necessary, as deemed by UM Facilities Services.
  8. Keys shall not be transferred from one individual to another.

E. Key Management

1. Classroom Keys:

Classroom keys will not be issued to individuals. Classrooms are to remain unlocked, unless in case of an emergency. In cases where a classroom door is found to be locked, department / building administrators will have access to keys or UMPD can be called to unlock.

2. Building Keys for Contractors:

Keys can be checked out from the Facilities Work Control Desk to approved contractors during normal business hours (8am-12pm and 1pm-5pm) or from the UMPD Dispatch Window after hours, weekends or holidays. General Contractors will provide a signed Key Authorization Form containing contact information for all authorized parties to the UM Project Manager prior to project start. After hours key sign-out may be requested by the General Contractor, but approval by the UM Project Manager is required. Keys shall not leave UM property and must be returned prior to leaving UM grounds. If keys are not returned, lost or stolen, the General Contractor will be liable for all costs related to re-keying the building(s) / spaces affected.

3. Key Replacement:

The costs for replacement of lost or stolen keys are described under “Charges.” Damaged or worn keys will be replaced at no charge, providing the old key is returned to the UM Facilities Work Control Desk and show no evidence of intentional abuse.

4. Unauthorized Locks:

All locks used to secure 91次元 spaces shall be approved by UM Facilities Services and keyed to the UM Master Key System. Any unauthorized lock (for which a key or combination is not on file in the lock shop) may be cutoff to gain access by UM Facilities Crews, with no reimbursement to the owner. Costs to remove any unauthorized locks shall be borne by the department using the locks. Replacement costs will vary, depending on the level of security compromised and in accordance with the “charges” section of this policy.

5. Unauthorized Keys:

All keys used to access 91次元 spaces will be provided only by UM Facilities Services. Unauthorized keys (which have been cut by an outside entity or are not in our system) will be treated as lost keys and re-keying charges will be assessed.

6. Key Duplication:

All keys issued by the UM Facilities Work Control Desk are marked appropriately. Duplicate keys which are unauthorized and are turned in or confiscated will be treated as lost keys and all re-keying charges will be assessed.

7. Key Audit:

As a verification of key records, a key audit may be performed either on a department or an individual basis. Key audits will verify that all keys assigned to an individual are still in their possession. Department audits will verify all individuals who have been issued keys.

8. Charges:

Charges are necessary to cover the minimal costs incurred to maintain campus security. Department index numbers will be required for all requests, including initial key issuance and deposit for new employees.

A non-refundable material fee of $15.00 and an additional $10.00 refundable deposit will be collected for each key issued. Deposits will be placed into a designated account and credited to the department index when a key is returned.

After a Work Order has been placed for a key to be issued, the department index will be automatically charged and the requestor / keyholder will have up to 30 days to pick up the key. If keys are not picked up within this time frame, they will be automatically restocked and fees forfeited. A new request will be required for future issuance and standard fees applied.
If replacement keys are required, the following charges will apply and are to be covered by the key holder.

The standard charge to replace a Change Key is $25.00


The standard charge to replace a Master Key is $100.00


The standard charge to re-key a lock is $80.00 per lock

If it is necessary to re-key a number of locks, the charge will be the total of all expenditures required to complete the re-keying. In cases where locks have been vandalized, the charge will be a total of all expenditures required to restore / replace the damaged materials.

Costs associated with any door re-key, key misuse, loss or non-return, which cannot be collected from the key holder, will be borne by the department for all costs related to re-keying affected room and/or building(s).

There is no charge for transferring keys between two key holders within the same department. However, prior to transfer, it is required that both keys are brought back to the UM Facilities Work Control Desk for inspection of key condition by the original key holders. Additionally, prior to transfer, both individuals will need to sign the proper documentation to reassign keys, thereby updating key records. If keys are not brought in and reassigned with the proper approval / documentation, the above charges will apply.

Keys shall not be transferred from one individual to another. If it is discovered that keys have been transferred without following this procedure, the above charges will be assessed / applied.

Returning of 91次元 keys to the UM Facilities Work Control Desk is required for all students at the end of the Fall/Spring Semester (or prior to leaving UM) unless accommodations have been requested and approved by the Department Dean or Director, who must provide written approval to the UM Facilities Space Management Team.

Returning of 91次元 keys to the UM Facilities Work Control Desk is required for all faculty and staff upon vacating designated rooms - this includes any office moves or upon termination of employment.
In any instance where a new room has been assigned to an individual, keys for the new space will not be issued until keys from any previously assigned space(s) are returned.

This procedure supersedes any policies, procedures or agreements previously made.