Drake Facility Services

Key Policy Summary

Individuals will be authorized access through the issuance of keys for only those areas where they have a need to perform their assigned duties on a regular and recurring basis.

The overall key for all facilities is the GRANDMASTER key. Issuance of this key requires authorization by the Vice President of Business and Finance.

Each building shall be keyed with its own BUILDING MASTER key, separate from any other building. All doors in the building will be keyed so that the building master will open them, with the exception of janitorial closets, HVAC mechanical rooms and outside entrances.

The SUBMASTER keys are a subdivision of the building MASTER key.

None of these master keys should be issued to temporary people or students.

The HIGH SECURITY key is off the GRANDMASTER and all MASTER keys. It is an individual key that opens an assigned door and is the only key that opens that particular door.

RESTRICTED ACCESS keys are on the GRANDMASTER but off all MASTER keys. It is an individual key that opens an assigned door and is the only key that opens that particular door with the exception of the GRANDMASTER.

The UTILITY keys are issued to service personnel only.

Individual DOOR keys comprise the largest category of keys. They are on the GRANDMASTER as well as MASTER and some SUBMASTERS.

EXTERIOR keys to a building include the entrance keys. If lost, a compromise to the security of the building is critical.

• CHARGES FOR LOST GRANDMASTER $250.00
• OR UNRETURNED KEYS: MASTER $100.00
• SUBMASTER $ 75.00
• HIGH SECURITY $150.00
• RESTRICTED ACCESS $100.00
• UTILITY $ 50.00
• DOOR $ 25.00
• EXTERIOR $100.00

All keys will be issued and returned at Facility Services Office ( 1422 27 th Street ). Keys can only be picked up by the individual requesting the key.

A separate key request for each key is required. Incomplete key requests will be returned to the authorizing department.

Facility Services provides next day service upon the receipt of a correctly completed key request. NOTE: A return date is required on all student requests.

Processed key requests will be held at Facility Services for a period of 30 days. If the person fails to pick up the key during these 30 days, Facility Services will assume the need for the key is no longer warranted. The key request will be voided and returned to the authorizing department.

Facility Services will accept all keys turned in.

“Off the Building Master” requests will no longer be accepted nor will duplication requests be honored without the permission of the Vice President of Business and Finance.

A responsible individual will be designated to authorize keys and lock changes for each Drake University facility and/or department. This individual becomes accountable for the security of their department or facility. A signature card must be on file at Facility Services for each department. It will be the responsibility of the department to keep the signature cards current.

It is the department's responsibility to notify Facility Services of any name changes, transfers and/or deaths.

Keys must be returned to Facility Services Office in order to clear an individual's record. Keys are not to be handed to another individual. The collection of lost keys charges and/or recovery of unreturned keys are the responsibility of the authorizing department. When a key is lost the individual has 30 days from the date of the reported loss in which to pay the charge and submit the receipt to Facility Services. After 30 days from notification of lost key/keys, any unpaid amounts are automatically charged to the authorized department by journal voucher.

It is the responsibility of the authorizing department to monitor return dates on keys. If after the 30-day grace period the department fails to return the keys, the department will automatically be charged the appropriate amount by journal voucher.

When an extension of the return date is required, Facility Services must be notified by the department in writing of the new return date. This will prevent automatic assessment after the 30-day grace period.

Lost keys must be reported to the department head and to Campus Security immediately. They in turn will report the loss to Facility Services. Facility Services will then mail a Report of Key Charges to the Cashier's Office.

The Cashier's Office will not determine charges for lost keys; the only department with the authority is Facility Services. Facility Services issues a Report of Key Charges; without this report the Cashier's Office will not accept payment for lost keys. The paid receipt from the Cashier's Office and a new key request per key must be presented to Facility Services prior to issuance of replacement key/keys. (Next day service)

If the department does not wish the individual to replace the lost key, the individual must still go to the Cashier's Office to pay the charge and submit the paid receipt to Facility Services so the record can be cleared. If Facility Services has not received the paid receipt within 30 days from notification of lost key/keys, the department will be assessed the amount of the charge by journal voucher.

The loss of a key could result in a compromise to the security of the University. The Vice President of Business and Finance will determine whether a compromise exists and what is required to correct it. If rekeying a building is considered necessary, the department, which authorized the issuance of the key, is responsible for the cost.

Found keys must be turned into Facility Services immediately. This creates a single location for lost key/keys, which will aid the owner in recovery. The keys will be held for 2 weeks before being returned to inventory. During this time, Facility Services personnel will try to determine the owner of the key/keys using the computer records.