Keys and Building Access Cards

Effective: Moved to Policy Library from UPM 12.5(1)
Updated/Revised: October 1, 2009
Contact: FP&M Building Access Services

Introduction

This policy clarifies the issuance and accountability of all keys and access cards which control access to university buildings and their contents.

Building Access Services is a unit within Facilities Planning and Management (FP&M) that provides keys and manages building access cards to university faculty, staff and students for all general university buildings.

Policy Statement

This policy is established to provide deans, directors, and department chairs information and authority to audit and regulate the issuance, transfer and return of all keys and building access cards under the keyed and access controlled system for Iowa State University. This policy outlines the responsibilities of departmental personnel, as well as the holders of keys and access cards.

This policy applies to any individual who has been granted authorized access to any university property. All key and building access card holders are responsible for the keys and access cards assigned to them.

It is the intent of the university that all buildings shall be locked outside of normal working hours to maximize the security of the buildings, occupants, and building contents.

Authorized Locks, Keys, and Access Cards

The installation, changing or removal of locks shall be performed only by FP&M Building Access Services through a service request. Unauthorized locks are prohibited on doors and if found will be removed and discarded. Any damages or repairs resulting from the removal of unauthorized locks will be the responsibility of the department if found in violation of this policy.

All keys and building access cards are the property of Iowa State University. FP&M Building Access Services is the only authorized supplier for university keys. No person shall knowingly possess an unauthorized key or access card for Iowa State University.

ISUCards (university identification cards) issued after May 2009 incorporate dual technology which allows building access. The ISUCard and dual technology card are issued by the ISUCard Office. Holders of the original ISUCard and the original white Building Access Card will continue to use their cards until one of the cards no longer works.

Lost or Stolen Keys

In the event a key is lost or stolen, the appropriate dean, director, or department chair responsible for the door associated with the lost key will determine if rekeying needs to occur. Costs associated with the rekeying will be paid by the employee/issuing department. Fees for keys not returned are the responsibility of the employee/issuing department.

Duplication or Lending Prohibited

Duplicating and/or lending keys is prohibited. If an individual lends their key(s) to anyone or makes a duplicate so that others can gain access to university property, they may be subject to disciplinary action from their supervisor and loss of access privileges to university buildings.

Responsibilities

Dean, Director, or Department Chair is responsible for:

The full implementation of this policy within his/her areas
Appointing a member of his/her department to be responsible for the duties of department Key Coordinator and/or department Card Coordinator
Approving the completed annual key and card access audits
Maintaining appropriate departmental records subject to an internal audit
Determining if rekeying is to occur in the event that a key is lost or stolen (costs associated with the rekeying will be paid by the employee/department)

Departmental Key Coordinator is responsible for:

Completing a Key Request form (see Resources below) to assist employees with the request for a new, transfer or replacement key
Completing an annual audit for all individuals who have key access to your department/area (Resource for annual audit is under construction)
Renewing annually the keys issued to students who have continuing need for the keys
Notifying FP&M Building Access Services when an individual has left, no longer requires access, or has returned a key
Returning keys to FP&M Building Access Services (keys are issued to individuals and will remain in the key holder's name until FP&M physically receives and processes the keys as returned)
Reporting lost or stolen keys immediately (within 24 hours of discovery) to FP&M Building Access Services via email to baservices@iastate.edu or by calling 294-4211; and for contacting DPS at 294-4428 to file a report

Departmental Card Coordinator is responsible for:

Completing an Access Card Request form (see Resources below) to assist employees with card access to doors within your department/area
Completing an annual audit for all individuals who have card access to your department/area (Resource for annual audit is under construction)
Removing card access from students who no longer need access
Notifying FP&M Building Access Services to remove access privileges to your department/area when an individual has left, no longer requires access, or has returned a card
Returning access cards that are no longer needed to FP&M Building Access Services for re-programming and re-use
Reporting lost or stolen access cards immediately (within 24 hours of discovery) to FP&M Building Access Services via email to baservices@iastate.edu or by calling 294-4211; and for contacting DPS at 294-4428 to file a report

Technician external to the department (e.g., ITS, EH&S, FP&M personnel) is responsible for:

Initiating key or card access request form
Obtaining appropriate dean, director or department chair approval for access into the department's space
Rekeying when keys are lost by technician(s) external to the department

Key Holder is responsible for:

Picking up keys from FP&M Building Access Services
Maintaining and securing keys issued to them
Reporting lost or stolen keys to departmental Key Coordinator immediately (within 24 hours of discovery)
Confirming that the key has been cleared from their records
Paying any replacement fee resulting from loss or failure to return an assigned key

Card Holder is responsible for:

Reporting lost or stolen ISU Building Access Card immediately (within 24 hours of discovery) to FP&M Building Access Services via email to baservices@iastate.edu or by calling 294-4211
Deactivating lost or stolen card in AccessPlus

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