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University of Houston - Victoria

Office of the Vice President for
Administration and Finance

SECTION: GENERAL INDEX H-10
SUBJECT: KEY ISSUANCE

POLICY

Division or department heads may authorize issuance of keys by submitting a completed key request form. Division or department heads requesting key issuance will maintain fiduciary responsibility for keys requested. Keys/Locks request forms are accessed through the UHV website under Administration and Finance, Facilities Forms at: http://www.uhv.edu/fin/forms/keyrequest.pdf.  The department head may request multiple keys for specific reasons, but must accept fiduciary responsibility for keys issued.

Facilities Services administers the key issuance policy for UHV. Facilities Services will periodically audit/inventory key issuance records to assure security. Keys may only be duplicated through Facilities Services.  Key control is supported by ensuring authorizing signatures on the key form and the signature of the individual to whom the keys will be issued.  Facilities Services will issue keys upon receipt of a completed key/lock request.  This process could result in a one to five-day delay; therefore, we encourage supervisors to submit request at least one week in advance.  For your convenience, requests may be submitted prior to hire date of new employees. 

For security reasons, issuance of grand master, building master, and restricted keys is limited. The President must approve issuance of master, building master, and restricted keys to employees answering directly to the President.

The Vice President for Administration and Finance must approve issuance of master, building master, and restricted keys that access areas of Administration and Finance. The Provost must approve issuance of master, building master, and restricted keys that access academic and student services areas.

In the absence of either Vice President, the President must approve issuance of master, building master, and restricted keys.

The department head may request multiple keys for specific reasons, but must accept fiduciary responsibility for keys issued. Department heads will maintain responsibility of key control and issuance for filing cabinets, desks, etc… in their area of responsibility.

PROCEDURE

GENERAL DEFINITIONS

Grand master key: A key that opens all doors to all UHV buildings.

Building master: (Usually called the 'master" key.) A key that will open all doors within a building except restricted key areas.

Restricted key: Areas with restricted key access may include test storage rooms, janitor supply rooms, vault rooms, telecommunications and server rooms, and the key room.

Submaster key: A key that can open all or most doors within a departmental area.

Exterior entrance key: This key allows entrance to a specific building from the outside.

Office key: A key that opens one specific office or area.

Combination Key Pad: Permits entry through proper selection and depressing of numeric or alphabetic pad buttons/keys.

KEY REQUESTS

Key control is supported by ensuring a signature on the key form from the individual requesting keys and the signature of the department head authorizing issuance.

TEMPORARY KEY REQUESTS

Occasionally there may be a need to issue keyson a temporary basis. Follow the policy for issuance of permanent keys, but indicate the dates of temporary need.

LOCK CHANGES

Lock changes may be initiated by completing the key request form. The request should clearly describe the locks to be changed and the reasons for the change. All lock changes must have the approval of the President for those areas of responsibility, the Provost in academic areas, or Vice President for Administration and Finance in administrative areas.

DEPARTMENTAL COSTS

Lock change requests resulting from lost keys, over-issued keys, or internal departmental security concerns will be charged back to the department requesting the change. Facilities Services will prepare vouchers and automatically charge departmental accounts based on the approval previously provided on the key/lock change request form.

RECORD KEEPING

Facilities Services will issue keys from approved requests and will maintain a key record for each individual on campus. Departmental information may be reviewed by a department head for security or other purposes. Periodically, but at least once every two years, Facilities Services will conduct an audit/inventory of key records. The employee identification number found in the Human Resources System will be the unique number required for entry in the key database.  Key reports or inventories for personnel cannot be completed unless a personal I.D. number is provided.

ABSENTEE KEY REQUESTS

In unusual circumstances, the Department head may send a key request or an e-mail to Facilities Services authorizing the issuance of keys to a third person, prior to completion of signature forms. Upon receipt of keys by the new employee, the key/lock request must be signed and returned to Facilities Services as soon as possible to support key control and record keeping of key issuance.

TERMINATION OF EMPLOYMENT

Department heads will request an individual key issuance record from Facilities Services for the employee prior to the “exit process.” Department heads are responsible to collect keys upon an individual's transfer or termination of employment with the University and return previously issued keys to Facilities Services for re-issuance. Department heads will identify unaccounted keys on the employee’s key record and advise the Director of Facilities Services of the unaccounted key(s).  The Director of Facilities Services will have the responsibility to report keys that are unaccounted.

REPORTING OF LOST OR STOLEN KEYS

Report instances of lost or stolen keys to the department head and Director of Facilities Services via written e-mail notification within 24 hours of knowledge of the loss.

Approval:

Signature Obtained        04/15/2013
Phil Castille, Ph.D.         Date
President

Next review date: April, 2016
Origination: Facilities Services

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