Key Control

Effective Date: December 15, 2000

POLICY STATEMENT

A Key Control Policy is in effect to support security regulations and provide University departments with required access to buildings on campus. This policy will be updated to accommodate new locking systems placed on campus as necessary. Departments will receive notification of any new Key Control Policy changes each academic year. This policy addresses all active locking systems currently on campus, such as keys and key cards. Each Division Head/Department Chair or other designated administrator is responsible for the security of their assigned space. Keys will be issued to Faculty, Staff, Students, Auxiliary, Contractors, and Volunteers with the authorization of the department head or other designated administrator. This policy establishes the responsibility and sets requirements for eligibility and approval to carry California State University, Fullerton keys.

PURPOSE

To have a system in place, which assures regulated access with regard to securing University assets; and to assure a controlled system for keys and cards, which allow access to University facilities. University Departments are expected to follow control procedures as noted in this policy.

Requesting University Keys

• CSUF Key Request forms (which are located on Informed Filler) are available to department offices from University Police Key Control Center. Every key request should be made in the name of the person directly responsible for the key. NO person shall be issued multiple keys for the same area.
  
  
• Department heads/chairs are required to sign all key permits that allow access to their assigned space. Stamped signatures are unacceptable.
  
  
• A Division Head/Department Chair may authorize someone other than himself/herself to approve key requests. This authorization must be in writing on a Key Control Authorization Form, or on department stationary with the Division Head’s/Department Chair's original signature and the signature being authorized as it will appear on the key permit, and must be on file with University Police Key Control Center. This authorization must be renewed at the beginning of each fall term or at any time the designated authorization changes.
  
  
• The Key Request form must be completely filled out, TYPED OR CLEARLY PRINTED, with all required information, and properly signed before a key will be issued. Requests not completely filled out, illegible, or not properly signed will be returned to the department.
  
  
• Two working days are required to fill the key request. If the request is submitted by campus mail, the 2 working days begin upon receipt by University Police. University keys must be picked up in person; they cannot be mailed to the requestor.
  
  
• A CSUF Identification Card must be presented when receiving the key. For new employees, a copy of the appointment paper and a valid pictured driver's license is acceptable. For students, a current Student ID and a 2nd valid pictured identification card (driver's license, passport, etc.) is required. THERE IS NO EXCEPTION TO THIS PORTION OF THE PROCEDURE.
  
  
• Requests for building master keys are processed the same as for a regular key.However, the Vice President or Dean of the College along with the Chief of Police must approve this request.EXCEPTIONAL NEED MUST EXIST FOR THIS APPROVAL. Persons authorized to carry a building master will be required to turn in all other keys issued to them for that building.
  
  

Lost Keys

To replace lost or stolen keys, the above procedures are required, and the key permit is to state it is a replacement request. A replacement fee will be charged for lost keys as follows: Standard Key - $25.00; Master Key - $50.00; Grand Master Key - $100.00. The individual who was issued the key must pay this fee.The key will not be reissued until the fee is paid. If University Police determines a new lock or re-keying is required, an additional expense may be incurred, and will be billed to the Department that authorized the key issue. If the keys are found and returned within ten calendar days, the replacement fee will be refunded.

Returning University Keys

All keys must be returned to University Police Key Control Center when the need no longer exists for them. For full-time CSUF employees all keys must be returned when the holder terminates association with the University. Students, part-time Faculty, and volunteers can only be issued keys for a semester. At semester end the keys must be returned or renewed by the authorizing Division/Department. Student records will be placed on hold denying receipt of grades, class registration, or transcripts until fines are paid or University keys returned. KEYS MUST NOT BE PASSED FROM ONE PERSON TO ANOTHER.

Hours of Operation

Keys should be picked up between 8 a.m. and 6 p.m. Monday through Friday. University Police Dispatch is open 24 hours and can issue keys in an emergency.

Questions

If you have any questions regarding these procedures, contact the Key Control Center Desk at CSUF, University Police T-1200, 278-4308.

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