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Publication Date: April 27, 2001

Chapter 8

Facilities and University Services

8.4 Keys to University Facilities

Keys to the University of Texas (UTSA) buildings, offices and other facilities shall be issued to an employee upon authorization by the appropriate administrative official. The University Police Access Control shall have immediate responsibility for maintaining records and for handling all campus keys.

  1. Institutional Rules

    Keys to UTSA buildings will be issued only to persons who are employed by The University of Texas at San Antonio. Keys are issued and entrusted to employees in accordance with the following guidelines:

    1. Keys will not be used by any person who is not an employee of the University or facility occupant.

    2. Keys may only be obtained by the University Police Access Control Office. University employees are prohibited from duplicating a university key.

    3. Employees will promptly report verbally, with immediate follow-up in writing, to their immediate supervisor and to the University Police Access Control Office any loss of a key or any violation of these guidelines. Loss of a key requires a funded UTSA key request completed on a University Police Access Request form and also requires a University of Texas Police Department (UTPD) report number.

    4. Employees in possession of a University-issued key will not permit such key to be out of their personal possession at any time.

  2. Procedures for Obtaining Keys

    1. Keys to be assigned to employees may be requested only by the appropriate administrative head of an academic or administrative department. The University of Texas at San Antonio's University Police Access Key Request form is to be used to certify that the person for whom a key is requested is a UTSA employee.

    2. Key request approval authority is as follows:

      1. Individual room key - Department Director

      2. Division Master Keys - Dean of appropriate college

      3. Building Master Keys - VPBA or Provost

      4. Campus Master (GGM) - VPBA

    3. When a new key is requested by an employee of the University, a justification for such need must be entered on the form; i.e., "new faculty member being assigned to office HSS 4.07.23" or " new secretary replacement for (name of individual terminating)."

    4. The UTSA 1604 Campus employee for whom a key has been ordered will pick up the key from the University Police Access Control Office in the Multidisciplinary Studies building, room MS 1.01.14B and sign a key receipt. Identification is required. If physically unable to appear at this office, arrangements may be made by University Police Access Control Office personnel to personally deliver the key and obtain the signature on the key receipt. Persons other than the employee to whom the key is issued will not be allowed to pick up the key.

    5. The UTSA Downtown Campus employee for whom a key has been ordered will pick up the key from the UTSA Downtown University Police Administration office, room BV 1.303.

    6. The Institute of Texan Cultures (ITC) Campus employee for whom a university key has been ordered will pick up the key from the ITC Police Department.

    7. The University Police Access Control Office will attempt to issue keys as quickly as possible; however, immediate service cannot be guaranteed at all times.

  3. Procedures for Returning or Obtaining Replacement Keys

    1. When an employee leaves UTSA employment, or when a key is returned for any reason, the employee to whom the key was issued shall return the key (or keys) to the University Police Access Control Office prior to leaving the campus.

      Separation Processing forms will not be released until all keys have been returned. If keys are lost or missing, a funded work request to rekey all cylinders and to issue new keys must be received (prior to release of clearance forms) from the employee's department or college in order to ensure the security in the area where the lost or missing keys operated.

    2. Whenever a key is lost, and the University Police Access Control Office has been notified as required in paragraph A.3 above, the involved locks must be rekeyed and new keys issued as soon as possible to return security to the area. A funded key request will be completed on the University Police Access Request form and include the required UTPD report number. This form must be forwarded to the University Police Access Control Office without undue delay.

    3. Keys are not transferable from one employee to another without being properly transferred by the University Police Access Control Office.

    4. Keys are not to be sent through campus or postal mails.

  4. Daily issued keys required for maintenance.

    1. 1604 Campus

      1. Daily issued keys are to be returned by the end of the regular work day. University Police Access Control Office will inventory daily use keys and notify the University Police Department (UTPD) Dispatch of any delinquent returns. UTPD Dispatch will notify Facilities Services. Keys inadvertently not returned by the end of the work day must be immediately returned to the University Police Dispatch Office. Facilities Services will be responsible for contacting employees concerning keys not returned to the University Police Access Control Office, or any keys inadvertently removed from campus, to facilitate immediate return to the University Police Dispatch Office.

      2. Daily issue keys are not to be transferred or loaned from one employee to another. Keys are to be returned by the person to whom they were issued. In the event of an emergency preventing the issuee to return the key by the end of the workday, the first level supervisor of the person to whom the key was issued should return the key.

    2. Downtown Campus

      1. Daily housekeeping issued keys at the Downtown Campus will be returned at the end of the day to the Key Lockbox in the Housekeeping Supervisor's office. The Housekeeping Supervisor will inventory daily use keys and notify the employee's immediate supervisor of any delinquent returns. The immediate supervisor will contact the employee to facilitate immediate return of the key(s) to the Key Lockbox.

      2. Maintenance daily use keys are issued individually to the maintenance employees. Each maintenance employee is responsible for his or her assigned key(s).

    3. Institute of Texan Cultures (ITC)

      1. The ITC campus maintenance keys will be returned at the end of the workday to the ITC Police Department.

      2. The ITC Police Department will inventory daily use keys and contact the employee's supervisor regrading any delinquent returns. The supervisor will ensure that the employee immediately returns the key(s) to the ITC Police Department.

    4. Liability and replacement for daily issued keys remains the same as paragraph C.2.

    5. Limited duration GGM (campus master) checkout will be considered based on justification for need. A letter of justification signed by the Appropriate Vice President and approved by the VPBA specifying the duration of issue will be required and must be on file with the University Police Access Control office.

  5. Key Records

    All key records maintained in the University Police Access Control Office are available for review by the appropriate administrative heads of the academic and administrative departments. Twice yearly, these responsible officials will be provided with a listing of their employees and keys issued to those employees. All responsible officials are urged to review this listing, reduce the number of issued keys where practicable and conduct internal audits to account for all keys. Every third year, during the fall semester, the University Police Access Control will conduct a physical inventory of all keys after prior notification. Keys not available for physical inventory will be considered lost and the responsible organization will be responsible for returning security to the area.

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