Procedure No. 70.100
PROCEDURE FOR ISSUANCE OF UNIVERSITY KEYS & LOCK/CORE CHANGES
Date Issued: 7/20/00
Date Effective: 6/26/00
Issued By: Vice President for Finance and Administration
Purpose: The purpose of this policy is to set forth procedures for the production, issuance,
control, and collection of university keys.
Policy:
The Public Safety Department is responsible for university key control. Keys will be issued
based on demonstrated need.
In University owned residence halls, the Director of Residence Life is responsible for
issuance, tracking, and retrieval of keys issued to students and Residence Life staff. All key
requests and core changes from the Director of Residence Life must have prior approval of
the Public Safety Department. The Director of Public Safety shall monitor Residence Life’s
key issuance procedure to ensure that proper security measures are implemented and
followed.
At the Venango Campus, the Executive Dean, or his/her designee, shall approve, issue,
control and collect university keys. Requests for individual room keys will be made directly
to the Facilities Management Department locksmith by the Venango Campus designee. The
Executive Dean is responsible for record keeping and security of unassigned keys. Requests
for master keys at the Venango Campus shall be approved by the Public Safety
Department, but distributed, controlled and collected at the Venango Campus. All unissued Venango Campus master keys should be returned to Facilities Management
Department for storage. The Director of Public Safety shall monitor this process to ensure
that proper security measures are implemented and followed.
The Facilities Management Department is responsible for the manufacturing of all
university keys and for maintaining accurate and secure records regarding lock hardware
on campus. All returned keys will be forwarded by the Public Safety Department to the
Facilities Management Department. The Facilities Management Department is responsible
for securely storing all unassigned keys.

All other keys are issued, monitored, and retrieved by the Public Safety Department.
The issuance of keys to university buildings, other than residence halls, shall be
subject to the procedures as outlined below.
In emergency situations, the Director of Public Safety or the Institutional Maintenance
Superintendent may authorize the issuance of keys to university personnel.
Facilities Management Department locksmiths are not authorized to issue keys directly to
persons requesting keys. All keys must be issued by the Public Safety Department. All lock
core changes must have the approval of the Public Safety Department. All lock hardware
must be installed or approved by the Facilities Management Department.
Procedures:
Public Safety Department’s “Key Request Form” (copy attached), Sections 1 & 2 must be
completed by the employee and the supervisor (for Venango Campus employees, the
request should be completed by the Executive Dean or his or her designee):
a. Name of employee
b. SS#
c. Department
d. Campus address
e. Type of position, e.g., temporary or regular (if temporary, dates of employment)
f. Key name or number and building. Note: For positions in which a ring of keys is
provided, the request should include the key ring number and position for which the keys
are requested.
Following completion of Sections 1 and 2, the form should be forwarded to the Public
Safety Department. The form may be delivered by mail, fax, or in person. If the request is
sent by fax, the original should not be mailed to the Public Safety Department.

Section 3 of the “Key Request Form” must be completed by the Public Safety Department
prior to routing it to the Facilities Management Department.

The Facilities Management Department will cut the keys, complete section 4 of the “Key
Request Form”, and return the keys and form to the Public Safety Department.
Keys should be ready in 3-5 days from the date of receipt at the Public Safety Department.
The requestor must appear personally and sign for the keys.
Key Holder Responsibilities:
The key holder is responsible for the possession and security of assigned keys and is not
permitted to loan or give keys to any other person.
Lost or stolen keys should be reported to the Public Safety Department immediately.
When no longer needed for official University business, the key holder must return the
assigned keys to the Public Safety Department. Supervisors should ensure that employees
who are terminated or transferred return assigned keys to the Public Safety Department.
No person should maintain possession of keys that have not been issued to them by the
Public Safety Department.
Any person who loses or fails to return a University key to the Public Safety Department
may be assessed a fee in an amount set by the President.