Facilities Management Guidelines for Access Requests

PURPOSE
Paired with PPM 5-44, this document provides further guidance for the issuance of various key types by the Facilities Management Key & Lock Shop.

REFERENCES
PPM 5-44 Lock & Key Policy
FM301 Temporary Key Checkout Policy

GUIDELINES

  • Access Request Forms:  Anyone who has access to the Keys and Electronic Access Channel within eWeber must request building access through that channel.  A paper form can be provided to those who cannot access eWeber.
  • Deposits: Must be made through official University channels, such as the Cashier's Office or through eWeber.  Copies of receipts should be provided to Facilities Management.
  • Appeals: Any appeal of a decision related to building access must start with the completion of this form.  The Facilities Management Director who is over the Key and Lock Shop will serve as the Appeals Officer.
  • Doors with Electronic Access: Steel keys will not be issued to doors with electronic access without prior written approval from the Associate Vice President for Facilities and Campus Planning.
  • Access to Keys in a Key Cabinet Managed by Facilities Management (currently Traka-branded cabinets): 
    • The $100 deposit listed in Schedule A for Access to Keys in a Key Cabinet is per ring.  If there are three keys on one Traka ring, the deposit will only be $100.  The number of key rings selected, and the amount of deposits paid, will correlate with the maximum number of key rings that can be checked out at any one time. 
    • The $100 fee for unreturned fobs listed in Schedule A refers to Traka fobs, smart card fobs, and proximity fobs.  Should a Traka fob that has a smart card fob attached to it be lost, the unreturned key fee would be $200 ($100 for each fob).
  • Area Access Managers (section 3.4): After receiving the appropriate approval to become an Area Access Manager, training must be completed before access will be given.  Refresher training must be completed annually.
  • Credentials (section 3.7): University Police and Lock Shop personnel are pre-approved to have multiple credential types in order to adquately perform the duties of their job.
  • Audit Trail Requests: Should be coordinated through the Building Access Manager or the Security and Access Control Manager.  A form exists to document Audit Trail Requests.