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University of Nebraska–Lincoln

University of Nebraska Policies

Committed to Excellence


UNL Facilities Management and Planning Key Policy

I. KEY POLICY

During non-business hours the entrance doors of all buildings will be locked to maintain a safe campus. The Chancellor, Vice Chancellors, Deans, and their designated representatives are authorized to grant access to UNL facilities and may approve issuance of keys to persons authorized to be conducting University business. UNL Housing has defined separate key policies for student housing facilities.


KEY CONTROL AND OWNERSHIP
The Building Systems Maintenance Division (BSM) of the Facilities Management and Planning Department maintains a system of keys and locks to all academic and administrative building entrances and interior doors. All keys must be provided by BSM and may not be duplicated by departments or individuals. Keys remain the property of UNL. They are not sold or in any other way permanently transferred to the individual.

DEFINITIONS
Key – Key refers to all access control devices (key-pad lock systems, mechanical keys, electronic keys, NCards, fobs, etc.)

High Security Key – A key which opens a space that has been determined by UNL Police or
Environmental Health and Safety (EHS) to require tighter control of security and additional
access restrictions because of the contents or activities conducted within. Because safety and
security concerns are heightened during non-business hours, keys which open exterior entrance
doors to buildings are considered High Security Keys. Master keys are also considered High
Security Keys.

Interior Key – A key which provides access to a space that has not been determined by UNL
Police or EHS to require tighter control or access restrictions.

Authorized Person – Faculty, staff, student, or affiliate as defined by the NCard Office, and
determined by departmental authority to require access to a controlled area for University
business.

KEY ISSUANCE AND RECOVERY

Interior Keys

Interior Keys are managed and issued to individuals by the Department that occupies the particular space. By issuing such a key to an individual, the Department agrees to:

  1. Verify that the individual is authorized to conduct University business within a secure space.
  2. Immediately notify UNL Police when any Interior Key is lost or stolen.
  3. Secure all Interior Keys not issued to an individual.
  4. Actively recover Interior Keys from individuals who are no longer authorized to use the keys.
  5. Maintain accurate and current records for all Interior Keys issued and recovered by the Department. (Departmental key records are subject to audit by UNL at any time.)

High Security Keys

High Security Keys are issued to individuals only by UNL Police following appropriate Departmental approval. UNL Police may delegate this responsibility to campus departments. By authorizing issuance of such a key to an individual the Department agrees to:

  1. Verify that the individual is authorized to conduct University business within a secure space.
  2. Immediately notify UNL Police when any High Security Key is lost or stolen.
  3. Immediately notify UNL Police when a key holder is no longer authorized to use a High Security Key, or is separating from the University.
  4. Return High Security Keys which have been surrendered by a key holder to UNL Police.

KEY HOLDER RESPONSIBILITIES
Individuals issued a key are responsible to safeguard the key and maintain security of the campus building or area which the key opens. By accepting a key an individual agrees to:
  1. Protect the key from theft or loss.
  2. Not duplicate, loan or allow any other individual to use the key.
  3. Use the key for University business only.
  4. Assure that doors are relocked after entering or leaving.
  5. Report to UNL Police any condition which may jeopardize people or property.
  6. Assume responsibility for the conduct of any person the key holder allows to enter a locked facility.
  7. Immediately notify UNL Police when any key is lost or stolen.
  8. Return Interior Keys to the issuing Department on demand, and prior to separation from the University.
  9. Return High Security Keys to UNL Police or the departmental issuing authority on demand, and prior to separation from the University. (A key return receipt will be provided to the key holder of record.)

RESTORATION OF LOST SECURITY
The cost to restore security of facilities as a result of a lost or unreturned key includes labor and materials required to change the locking mechanism on each door that the missing key will operate, and the cost to re-issue keys to all individuals who have authorized access through the affected doors. Departments that have authorized issuance of a key that has been lost, stolen, improperly duplicated or not returned will be required to pay the cost to restore building security.

II. PROCEDURES FOR ACQUIRING KEYS

SPACE VERIFICATION
A request for issuance of Interior or High Security Keys may initiate a space verification procedure by the Office of Institutional Research and Planning.

ACQUIRING INTERIOR KEYS
Interior Keys are issued to individuals by the Department that occupies the particular space. The BSM Key Shop will supply Interior Keys to Departments upon receipt of a requisition authorizing payment of a non-refundable fee of ten dollars ($10.00) per key.

ACQUIRING HIGH SECURITY KEYS
High Security Keys are issued by UNL Police. Keys will be enabled (NCards) or issued to individuals as authorized by Department heads. Procedures to obtain a High Security Key are:
  1. Obtain a Key Request Contract from the Department that occupies the space.
  2. Complete and sign the contract.
  3. Obtain the required signatures. A copy of the contract will be retained in Department files.
  4. The Department will notify UNL Police to prepare the key to be issued to the individual or to enable the individual's NCard for card-access.
  5. If a key is to be issued, only the key requestor authorized on the Key Request Contract may pick up the key no sooner than 1:00 p.m. the next business day, and during normal business hours of 8:00 a.m. to 4:30 p.m. thereafter, at the UNL Police offices located in the 17th & R Parking Garage.
  6. To obtain the key or initiate the process to enable the NCard, the requestor must present:
    • The original of the completed Key Request Contract.
    • A non-cash form (NCard or requisition) of a non-refundable payment of twenty dollars ($20.00) per door access granted by key or NCard.
    • A current NCard (a copy will be retained on file).