UC IRVINE ADMINISTRATIVE POLICIES AND PROCEDURES

Physical Environment and Properties

Buildings and Grounds: Maintenance and Operation

Sec. 902-14: Policy for Key Control and Access to Campus Facilities

Responsible Administrators: Assistant Vice Chancellor - Facilities Management / EH&S and Chief of Police
Revised:
July 2012

References / Resources

Contact: Facilities Management Service Desk at (949) 824-5444 or fmavc@uci.edu

A. Purpose and Scope

UC Irvine is obligated to ensure the security of campus personnel and to provide appropriate access to campus facilities. This policy describes the controls implemented by Facilities Management and the UCI Police Department that regulate the possession and use of keys to campus facilities. It applies to all members of the campus community and to all keys, including keys for all doors and all gates, as well as for cabinets originally keyed through the Facilities Management Lock Shop.

B. General Provisions

  1. The Facilities Management Lock Shop is authorized to design keying systems for the UCI campus that ensure security and provide reasonable convenience to personnel occupying buildings and facilities. Unauthorized fabrication, duplication, possession, or use of keys to premises owned by the University of California is a crime (California Penal Code 469) and violation of University policies.
  2. To ensure compliance with applicable building safety, fire and life safety, and ADA codes, only University locks and keys may be used on campus. External locksmiths may not change locks without authorization from the Facilities Management Lock Shop.
  3. Installing or changing locks and fabricating or duplicating keys in order to control space is not permitted by individuals or departments/units.
  4. Special high security locks and keys for specific areas may be permitted only with prior evaluation and approval by the department/unit head and the concurrence of Facilities Management, appropriate governmental agencies, and Police Department.
  5. University keys are the property of the University of California and may be recovered at any time. Keys no longer needed should be returned to the Facilities Management Lock Shop.
  6. Unauthorized locks and locking devices should be reported to Facilities Management who will coordinate removal with the department/unit head and the Police Department.
  7. Employees and students must report the loss or theft of a University key to a department/unit supervisor immediately. Failure to do so may result in disciplinary action.
  8. Department/units must report the loss or theft of a Master, Change or Building Entrance key to the Lock Shop within 24 hours or the next business day.
  9. Department/units must report the loss or theft of Great Grand Master or Grand Master keys to the Police Department immediately: (949) 824-5223.
    1. If department/unit offices are closed, the loss should be reported directly to the Police Department and to the Facilities Management Lock Shop.
    2. The decision to re-key or implement other security precautions will the made by the Assistant Vice Chancellor-Facilities Management / EH&S, Chief of Police, Risk Manager, and an auditor. The department/unit will pay for all expenses associated with re-keying.
  10. All faculty, staff and students are responsible for maintaining building security.
    1. Doors should not be propped open or left in an unlocked position during hours when the building is normally closed to the public.
    2. Access to locked buildings and rooms should be given only to those with a legitimate right to access the space. For questions about access, contact a supervisor, the Police Department, or Facilities Management.
  11. Key and lock services are provided on a recharge basis according to the Facilities Management Funding Guide.
  12. Exceptions to this policy may be made only by the Assistant Vice Chancellor - Facilities Management / EH&S and Chief of Police.

C. Definitions and Key Eligibility Criteria

Key: Any type of common, cut key, or any type of card key, proximity card, or electronic/smart key.

Key Holder: A person to whom a key has been issued.

KEY NAME TYPE OF KEY ELIGIBLE TO POSSESS RESPONSIBLE FOR ISSUANCE
Great Grand Master* Operates multiple locks for multiple buildings. Police Department
Environmental Health & Safety
Facilities Management:
  Senior Superintendents &
  Supervisors, Project Managers
Chief of Police
Assistant Vice Chancellor -
  Facilities Management / EH&S
Grand Master* Operates all locks within one building; also called "building master" key. Facilities Management custodial staff
Building Coordinators (BFMs)
Assistant Vice Chancellor -
  Facilities Management / EH&S
Vice Chancellors
Deans
Master Operates one group of locks within a building. Employees as needed to perform their duties Department/unit head
Change Operates one lock, or two or more locks keyed alike within a building. Employees may be issued a key to their office. Student employees, as needed, for the performance of their duties, access to lab, etc. Department/unit head
Building Entrance Specific type of change key. Employees and students who must work other than normally scheduled hours Department/unit head

* Great Grand Master and Grand Master keys:

  • must be physically secured when not being used and locked in either an unmovable keysafe or an unmarked locked storage cabinet/drawer in a locked area.
  • must not be taken off University property unless the keys are to be used at a remote University facility.
  • must not be left unattended or in unlocked vehicles. Keys left in vehicles must be locked out of view and be removed and physically secured when not in use.

D. Authorities and Responsibilities

  1. Facilities Management Lock Shop

    The Facilities Management Lock Shop is authorized to:

    1. Fabricate and duplicate keys for all campus doors, desks, file cabinets, and other secure areas.
    2. Issue keys to authorized campus administrators for re-issue to their department/unit personnel.
    3. Perform all lock work for the campus, except work performed by on-site contractors or contracting agents under the direction of Design & Construction Services or the Facilities Management Renovation Team.

    The Facilities Management Lock Shop will:

    1. Upon request, and in consultation with the Police Department, provide a security/key analysis for any campus department/unit and recommend lock changes where security is affected.
    2. Give priority to key requests from the Police Department and EH&S.
    3. Report all re-keying events to the Police Department and EH&S so emergency access information files can be updated.
    4. Limit the issuance of keys off the highest level master as requested by the Assistant Vice Chancellor-Facilities Management / EH&S and Chief of Police (in order to minimize the number of unique keys Police and EH&S personnel must carry for emergency response purposes).
  2. Departments/Units
    1. The department/unit assigned space in a building or facility is responsible for issue and control of keys to its assigned spaces as designated in the Key Eligibility Criteria.
    2. The department/unit head is responsible for establishing key control and may designate an authorized administrator to be responsible for issuing keys and ensuring maintenance of accurate records.
    3. Keys are requested by submitting a Facilities Online Service Request. Keys will not be sent through campus mail and must be picked up by the authorized administrator who will be required to show campus identification and have a signature on file with the Facilities Management Lock Shop. If lock work is completed on-site, keys will be left only with the authorized administrator.
    4. Records will document the key number, name of recipient, date of issue, and date of return or loss for every key issued to the department/unit. This information will be recorded on the Key Use Authorization & Acceptance and Use Agreement, or facsimile, which requires the signature of the authorized administrator as well as the individual receiving the key. Records should be audited annually.
    5. If a department/unit considers a refundable deposit necessary for key security, it may only be collected from occasional key holders (see Section 704-10, Campus Cashiering Procedures). A deposit may not be collected from a University employee.
    6. A record must be kept of all Great Grand Master and Grand Master keys checked out and a copy sent to the Facilities Management Lock Shop.
    7. Departments/units must recover all keys from employees separating from the University or transferring to another department/unit, and from other key holders who no longer require access. Recovering keys is also advisable for personnel on long term leave, investigatory leave, or when the absence from campus is for an extended period of time. (See CHECKLIST: Employee Leaving UCI - Supervisor and Employee responsibilities).
    8. Department/units that are unable to retrieve a key from a student should inform the Central Cashier in writing so that transcripts are not released. When satisfactory arrangements have been made for return of the key, the department/unit must notify the Central Cashier.
    9. Departments/units are responsible for all costs associated with key replacement and re-keying of locks due to the loss of keys by their personnel. Individuals responsible for the loss may be charged up to $40 to replace a lost key and may also be charged for the re-keying. Key deposits, if collected, will be forfeited and used to cover the respective costs.
  3. Key Holders

    Individuals issued University keys are responsible for their possession. A lost or stolen key must be reported immediately to the issuing department/unit.

  4. Contractors
    1. External locksmiths may not change locks without authorization from the Facilities Management Lock Shop.
    2. Contractor access to project sites are handled on a case-by-case basis; contractors should contact the UCI project manager assigned to their project to discuss specific needs. Other non-University personnel should discuss their needs with their sponsor or contact the Facilities Management Service Desk at (949) 824-5444 or fmavc@uci.edu.
    3. Terms of a contract will include a specific key return date, beyond which the University may, without notice, recover the keys or change the locks to assure security of University property.
    4. All costs of key recovery and re-keying will be the responsibility of the individual, department/unit, or organization to which the keys were issued.