SAFETY AND SECURITY
50.25
Revised 4-07
Key Shop
335-9000
University Receivables
335-9651
PDF link
RESPONSIBILITY
The head of a department is responsible for the department's assigned space. (See 50.20.) One aspect of this responsibility is approving and issuing keys and then reclaiming keys to rooms and buildings.
Determining need for keys to rooms and buildings is the administrator's prerogative.
An administrator may authorize the issue of a key only to space assigned to the department and the exterior doors leading to that space.
Access to Space
See 50.20.
Determining Need
Keys are considered to be tools necessary to complete assigned duties.
Guidelines for determining need for keys include the following:
- Keys to University facilities may be assigned only to individuals with an official WSU affiliation, i.e., employees, students, or individuals doing research under contract to WSU.
- An employee with a continuing need to frequently access an area during the hours it is locked may be issued keys. Upon termination of employment or upon leaving permanently or for an extended period, keys must be returned to the department's key coordinator.
- An employee or student with a temporary need to access an area during the hours it is locked may be issued keys for the required period. Keys must be returned to the department's key coordinator at the end of the period.
NOTE: An authorized person carries a CougarCard when accessing University buildings after normal working hours. The individual shows the card to WSU Police or security staff upon request. See 50.24.
KEY CONTROL
All keys to University facilities are the property of WSU.
WSU Pullman
Each WSU Pullman department is responsible for establishing an inventory and control system.
The department chair or equivalent administrator appoints a departmental key coordinator. The department notifies the director of the applicable Facilities Operations office when a new key coordinator is appointed.
The department key coordinator is responsible for obtaining, issuing, and reclaiming keys to doors to the space assigned to the department.
Regional Campuses
WSU Spokane and WSU Tri-Cities
Key control is a duty of campus key coordinators at WSU Spokane and WSU Tri-Cities. The campus key coordinators are responsible for establishing and maintaining key inventory and control systems for each campus.
The campus key coordinator is responsible for obtaining and issuing keys to doors to all spaces on the campus.
WSU Vancouver
Key inventory is maintained in the WSU Vancouver Facilities Operations department. The Facilities Operations department is responsible for obtaining, issuing, and reclaiming keys to doors to all spaces on the campus.
Obtaining Keys
WSU Pullman
The WSU Key Shop is the only location where keys to Pullman rooms and buildings may be made. Possessing or making an unofficial reproduction of a WSU key is prohibited. The holder of an unofficial reproduction may be subject to disciplinary action.
The key coordinator uses one of the following methods to acquire keys:
- Submittal of an online work request through the myFacilities website. NOTE: The key coordinator must use Internet Explorer browser version 5.0 or higher in order to submit work requests through this website.
To submit an online work request, go to:
Select Work Requests, then
Select the Project Management category.Complete all fields on the work request as indicated.
Identify the type of funding and applicable account number which will be used to cover the cost of the keys. If the key coordinator is not the expenditure authority for the account, he or she identifies the expenditure authority. The Key Shop contacts the expenditure authority for approval of the charges. (The Key Shop does not prepare and issue keys without funding approval.)
- Submittal of a completed and approved Interdepartmental Requisition and Invoice (IRI) to the Facilities Operations Key Shop. See 70.05. This is an option if the key coordinator does not have access to a computer or does not have the required browser software installed. (The Key Shop does not prepare and issue keys without funding approval.)
Work requests processed manually by IRIs may take longer for the Key Shop to complete than work requests submitted through the online process.
The Key Shop does not mail keys. Departments must make arrangements to pick up keys.
The Key Shop notifies the key coordinator when keys are ready for pickup if the coordinator's telephone number is included in the online work request or on the IRI.
Departments allow at least three days for keys to be made.
Key Shop Hours
The Key Shop is open the following hours each workday:
Fall and Spring
6:00 a.m. to 6:30 a.m.
7:30 a.m. to 8:30 a.m.
10:15 a.m. to 10:30 a.m.
12:30 p.m. to 12:45 p.m.
2:15 p.m. to 2:30 p.m.
4:00 p.m. to 4:30 p.m.
Summer
5:30 a.m. to 6:00 a.m.
7:00 a.m. to 8:00 a.m.
10:15 a.m. to 10:30 a.m.
12:30 p.m. to 12:45 p.m.
2:15 p.m. to 2:30 p.m.
3:30 p.m. to 4:00 p.m.
WSU Spokane
Departments obtain all keys for mechanical locks and electronic access controls by submitting a signed Spokane key authorization card to the key coordinator in the WSU Spokane Facilities Operations office. The appropriate administrator must sign the key authorization card before keys are issued.
WSU Tri-Cities
WSU Tri-Cities campus keys are issued upon the request of a department head to the campus key coordinator. The key coordinator must receive the request in writing or by e-mail.
WSU Tri-Cities campus keys are made by a local vendor at the request of the campus key coordinator.
The WSU Tri-Cities key coordinator does not mail keys. Departments are to make arrangements to pick up keys. The campus key coordinator notifies the department head assistant when the keys are ready for pickup.
Departments are to allow at least one to two days for keys to be made.
WSU Vancouver
Vancouver Facilities Operations is the only department authorized to have keys made or to issue keys to requesters for rooms and buildings on the WSU Vancouver campus.
The requesting department submits a green Vancouver key authorization card to Vancouver Facilities Operations. Both the appropriate administrator and the individual receiving the key must sign the authorization card. Key cards may be submitted through intercampus mail or in person by the requester or the appropriate departmental support person.
Vancouver Facilities Operations does not mail keys to the requester or his or her department. The requester or department support person must pick up the keys from the Vancouver Facilities Operations office.
Vancouver Facilities Operations recommends that the department or individual call prior to pickup to make sure that the needed keys are available. Key processing may take up to three days.
Upon request, Vancouver Facilities Operations informs the requester or department support person when the keys are ready to be picked up.
Keys may be picked up whenever the Vancouver Facilities Operations main office is open, i.e., Monday through Friday, from 7:00 a.m. to 5:00 p.m.
Assigning Keys
The key coordinator maintains records of key assignments on the following forms or on an equivalent form or computer database containing the same information.
Departments may obtain the Key Assignment Record and Key Roster forms by copying or printing the blank PDF masters on 50.25.9 and 50.25.10.
An automated template of the Key Assignment Record is available from the Procedures, Records, and Forms FileMaker Forms website at:
Key Assignment Record
This is a record of all keys assigned to a single individual. The individual signs the key agreement on the back of the form before keys are issued.
NOTE: Even if departmental key records are kept in a computer database, each individual assigned a University key is to sign the current version of the key agreement. The department retains the key agreement with key records.
Key Roster
This is a record of all key holders in the department who have been issued a specific key.
WSU Tri-Cities
The campus key coordinator maintains key records for all WSU Tri-Cities departments on Key Assignment Records and in a computer database. In this case, the key assignment database substitutes for the Key Roster forms.
WSU Spokane
The campus key coordinator maintains all campus records of key assignments on Spokane key authorization cards and a computer database.
WSU Spokane departments contact the Spokane Facilities Operations office, in the South Campus Facility Room 310, to obtain Spokane key authorization cards.
WSU Vancouver
Vancouver Facilities Operations maintains records of key assignments on the Vancouver key authorization card and a computer database.
Departments obtain green Vancouver key card forms from Vancouver Facilities Operations.
Deposit
Departments do not collect a deposit when a key is assigned.
Key Loss
The department of an employee who loses a key may be charged for the costs of key replacement and/or replacement of key locks. The department determines whether or not the employee is to reimburse the department for the costs.
Monies collected for the costs of key replacement and/or replacement of key locks are deposited as a recovery of expenditure in an appropriate departmental account in accordance with procedures in 30.53.
WSU Spokane Students
A student who loses a key may be charged for the cost of key replacement and/or replacement of key locks.
Reclaiming Keys
Employees
The department chair notifies the key coordinator of pending resignations or transfers in order to facilitate reclaiming of keys.
If an employee resigns without returning an assigned key, and the administrator wishes to collect costs of lock and/or key replacement, the key coordinator sends a memorandum to University Receivables directing that specified fees be collected. A copy of the memorandum is sent to the employee at the last known address.
University Receivables sends a bill to the former employee.
Normal collection procedures are available if the bill is not satisfied or if the key is not returned. (See 30.56.)
Students
Students are subject to lock or key replacement fees if keys are lost or not returned.
These charges can be made against the student's damage deposit.
If no funds are available, the student is sent a bill for the fee. Normal collection procedures are available if the bill is not paid or the key is not returned. In all cases, a letter must be sent to the student at the last known address to advise the student of the need for the key return.
WSU Tri-Cities
WSU Tri-Cities department chairs are to reclaim the employee's or student's keys at the time of resignation or transfer. Department chairs submit returned keys to the WSU Tri-Cities key coordinator.
WSU Vancouver
The departmental support person may reclaim the keys or the individual may turn the keys in directly to the Vancouver Facilities Operations main office.
Complete a white Vancouver key return form listing the keys being returned. The individual returning the keys must sign the form.
Copies of the key return form are available from Vancouver Facilities Operations.
Key Storage
The key coordinator stores extra keys in a key storage box.
Departments may purchase key storage boxes from the campus Facilities Operations office, except at WSU Tri-Cities. WSU Tri-Cities departments may purchase key storage boxes from outside vendors.
WSU Vancouver
When not in use, the individual or department must keep all assigned master and office suite submaster keys in a locked key box. Vancouver Facilities Operations provides key boxes upon request.
NOTE: Personnel at WSU Vancouver are not to take master and/or office suite submaster keys off campus.
REKEYING
Changes of key and combination are made under the following circumstances:
- When the administrator in charge of the space concerned makes a written request to the director of the campus facilities operations office.
Exception: The administrator in charge of a WSU Tri-Cities campus space makes a written request to the campus key coordinator.
- Upon the reported loss of either a submaster or a master key.
- Upon the recommendation of the director of the campus facilities operations office or the police chief.
The cost of rekeying space is charged to the department if the rekeying is the result of an administrative request or the loss of a master or submaster key.
WSU Vancouver
If repeated rekeying requests are made for the same space, Vancouver Facilities Operations conducts an evaluation to determine if there are key control issues and if an alternative security system is warranted (e.g., keypads). Vancouver Facilities Operations also determines whether or not a charge is to be assessed to the requesting administrator or department.
When key loss results in a high risk exposure, the space administrator, Public Safety, and Vancouver Facilities Operations collaborate to determine whether or not rekeying is required. All or part of the cost of rekeying in this circumstance may be charged to the department.
OFFICE FURNITURE
Facilities Operations key and lock service is available to assist with keys and locks for office furniture. Departments are charged for these services.
WSU Tri-Cities
Office furniture keys are available through the campus key coordinator. WSU Tri-Cities departments are not charged for such keys.
WSU Vancouver
Keys to most WSU Vancouver office furniture and building casework are available from Vancouver Facilities Operations at no charge to requesters.
RESIDENCE HALLS
All keys to residence hall rooms at WSU Pullman are issued and managed by Housing Services.
See the PDF forms:
50.25.9: Key Assignment Record
50.25.10: Key Roster
Complete and/or print as needed