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  4. Key Requests

Key Requests

To request a physical key for an office, storage area or a building without card access, submit a Systems Access Request (SAR) Form utilizing the "Physical Key Request" option. For buildings (or rooms) with card readers, submit a "Card Key Access" request via SAR. 

All interior access must be approved by the department, and exterior access must additionally be approved by both a cabinet officer and the director of facilities services; submit requests well ahead of time to allow for this approval process. 

Multiple card and/or key access requests can be made on the same form, but please note that routing will follow the highest requirement. If you want interior and exterior requests to be considered separately (to expedite the interior access), please submit separate SARs. Requests for exterior door keys are not approved for nonpermanent employees (including adjunct faculty and student employees) or for buildings with card access possible. 

Campus Key Policy

1. PURPOSE

The purpose of this policy is to provide optimal physical security and safety for building occupants and to protect the assets of the Whitworth University. This policy applies to all buildings owned and operated by the university.

2. KEY HOLDER RESPONSIBILITIES

All faculty, students and staff are responsible for maintaining building security. A key holder is personally responsible for all keys issued to them for professional use. The holder of keys to any university facility assumes responsibility for the safekeeping of the key and its use. It is understood that the key is only to be used by the holder and that they will not make it available to anyone else. Should a loss occur due to a loaned key, the department will be responsible for the financial impacts of rekeying an area or facility. In an effort to minimize loss or misuse of keys, all key holders are strongly encouraged to leave university keys in a secure location when not in use.

  1. Key holders will NOT loan or transfer their keys to any other individual.
  2. A key holder shall not unlock a building or room for another individual unless the individual is known by them to have a legitimate need to enter. Most requests for access should be referred to the department office or security.
  3. Authorized access card holders are not allowed to let anyone into a building after business hours under any circumstances except for public safety personnel if required for an emergency. (Each authorized person should scan in individually.)
  4. Keys will be returned to the facilities services office when an employee terminates or transfers within the university.
  5. Doors to unoccupied rooms should generally be locked when not in use.*
  6. Exterior doors are to be locked outside of building operating hours.*
  7. Maintenance gates and chains are to be relocked immediately after passing through.
  8. Unauthorized persons or suspicious activities are to be reported to security immediately.
  9. Loss or theft of university keys should immediately be reported to the facilities services department.
  10. Found university keys should be turned in to the facilities services or security offices. Residents’ room and house keys will be forwarded to student life. Any non-Whitworth keys will be forwarded to campus lost and found (HUB Info Desk).

*Note: Because buildings on campus have different security requirements and vary in daily usage, the (un)locking schedule and procedure for unoccupied rooms, areas and buildings fluctuate. The desired schedule for interior and exterior doors with electronic controls must be communicated with the networking team; (un)locking of doors with manual locks is handled by security.

3. KEY IDENTIFICATION

Tags, markings and other forms of identification that refer to the university or a specific building or in any way indicate the purpose of the key are not to be attached to the key. The only identifying marks will be a serial number stamped on the key by the locksmith.

4. FINANCIAL RESPONSIBILITY

Lost Keys – Current Employees & Students

Replacement of keys lost or stolen through personal or departmental negligence will be the financial responsibility of the approving department.

Unreturned Keys – Former Employees & Students

Keys not returned upon termination or graduation are considered misappropriated property and those key holders will be held personally responsible. An unreturned key charge in the amount of $50 per key will be assessed.

Any additional cost of key replacement or rekeying, if deemed necessary, will be the responsibility of the approving department.

Rekeying Costs

When an exterior, interior master or sensitive space key is reported missing, or when a significant number of keys to the same space have gone unrecovered, Whitworth Facilities Services (in coordination with the security director and department representatives) will review the risk to property, people and information.

If deemed necessary, the cost of rekeying one or more locks and of replacing keys for impacted key holders will be charged to the approving department. Actual material and labor costs will depend on the number of locks and keys involved.

Approximate costs for replacement keys and/or rekeying:

  • Building master – $1,000
  • Building sub-master – $500
  • Building exterior – $500
  • Interior (no rekey) – $10

Lost keys that are later found should be returned to Whitworth Facilities Services as a reduction in liability; however, replacement and/or rekeying costs already charged to the department are not reversible.

‘Stolen’ keys can be returned for credit back to the former employee’s or student’s account (less any interest accrued).

Broken or worn keys will be replaced at NO CHARGE and will be an exact reproduction of the original. Defective keys must be returned to the facilities services office.

5. KEY TRANSFERS

For security, safety, accessibility and accurate record keeping, the transfer of keys or access cards between department personnel, coaching staff, students and/or vendors/visitors is STRICTLY PROHIBITED. All physical key exchanges and issues are to be handled through facilities services; keys no longer needed by the holder of record must be returned to facilities services. A request must be submitted and approved for new or additional key or card access. Persons found in violation of this policy can have their access privileges terminated.

6. KEY CONTROL AND INVENTORY OF DEPARTMENTAL KEY COLLECTIONS

Each department head is responsible for any keys issued to their department for operational use (this includes residential keys managed by housing). It is required that each department maintains their own internal written inventory of keys and record of borrowers. Failure to maintain sufficient control measures and records may result in loss of privileges.

An inventory of all keys issued across campus is maintained by facilities services.

7. UNAUTHORIZED DUPLICATING/REPLACING KEYS

Duplicating or replacing keys through an agency, company or private business other than the facilities services department is STRICTLY PROHIBITED and is a breach of this key policy. When such violations are discovered, the appropriate vice president, dean or chair and university security will be notified to take appropriate action.

8. RETURNING KEYS

When terminating employment, all keys MUST BE RETURNED to facilities services, either directly or via human resources. All keys are to be brought to the facilities services office. The departing individual may request a copy of all records supporting the number and type of keys returned for future reference. 

Individuals failing to return assigned keys prior to their departure are subject a $50 (per key) charge. Former students with an account balance may not receive final grades/transcripts.

Employees transferring from one area to another within the University are also REQUIRED to return any previously-issued keys and request new ones in accordance with their new position or location.

9. LOST OR STOLEN KEYS

Lost or stolen keys MUST BE REPORTED IMMEDIATELY to facilities services and the issuing department, to assess the impact of such events against building/department security. Please fill out a Lost/Stolen Key Report form.

Any lost or stolen key can present major security issues. The department should work with facilities services to perform a risk assessment and determine which locks, if any, should be rekeyed. All costs associated with rekeying and making new keys are borne by the department and not by facilities services. These costs can be substantial in the case of lost masters and sub-masters, which is why facilities services scrutinizes such requests to ensure they are needed, carry proper authorizations, and that the requester understands the risks involved.