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5.1.1 University personnel or others permanently assigned to University buildings may be issued keys to University buildings upon the recommendation and approval of the proper authority in accordance with established procedures. Personal responsibility is assigned to individual key holders. Students may have access to keys; however, responsibility for keys remains with the academic or administrative unit to whom they are assigned. Issuance, control and recovery of all keys assigned to an academic or administrative unit shall be the responsibility of the academic or administrative officer.
A. Keys will be issued for entry to University buildings for conducting University business only.
B. An authorized individual entering or leaving a locked building shall not permit any individual to enter who would not normally be permitted to enter the building during the hours that it is locked. Guests may be permitted to enter with an authorized individual. The authorized individual assumes full responsibility for the presence of guests.
C. An individual entering or leaving a locked building shall be responsible for securing the door.
5.1.2 All keys remain the property of Tennessee Technological University and shall be returned to the assigned academic or administrative unit if any of the following conditions exist:
A. For University personnel or others permanently assigned to University buildings:
1. Upon termination of employment;
2. Upon transfer to another department or building; or
3. Upon the request of the academic or administrative officer.
B. For students (non-housing with key access):
1. Upon the request of the Director of Housing or academic or administrative officer; or
2. Upon separation from the University.
C. Housing students are to follow Housing Key Policies and Regulations while utilizing dorm areas.
5.1.3 Individuals transferring to another department or building may be issued new keys upon the approval of the proper authority.
5.1.4 In no case is a key to be obtained or duplicated from any source than Facilities and Business Services.
5.1.5 All locks shall be keyed to the University lock system to maintain system integrity. Any combination lock shall have a key bypass to the University lock system.
5.1.6 If a department desires to have a lock re-keyed, that department shall pay for the change.
5.1.7 All key and lock changes are to be made through Facilities and Business Services.
5.2 Regulations
5.2.1 Keys to University-owned cabinets, lockers, drawers, closets, etc., within buildings (including Housing facilities) are not covered under these policies. Keys shall be furnished upon request when available; but the issuance, control and recovery shall be the responsibility of the academic or administrative officer.
5.2.2 Keys are divided into the following types and shall be supplied only when approved by the proper authority: A. Great Grand Master approved by president or designee; B. Building master, sub-master, classroom, laboratory, office or outside door approved by academic or administrative officer; and C. Housing room or apartments approved by the Director of Housing.
5.2.3 Applications for keys must be made on either the New Key Request Form or the Key Transferal Form (See Exhibits M-1 or M-2).
5.2.4 Before the end of each academic year, each department will be provided a list of individuals and their assigned keys. Each academic or administrative officer will be required to certify annually the accuracy of this list. Any discrepancies shall be fully explained for inventory adjustments.
5.2.5 New keys issued because of a cylinder change shall be distributed using the same procedures as those for original key requests.
5.3 Procedures for the Issuance of Keys
5.3.1 To request new keys, the individual shall initiate the New Key Request Form (Exhibit M-1), obtain authorization and forward the form to Facilities and Business Services.
5.3.2 All keys shall be picked up and signed for by the applicant in the Office of Facilities and Business Services. Facilities and Business Services will forward the completed form to the responsible academic or administrative unit.
5.3.3 Existing keys may be re-issued by the responsible academic or administrative unit upon the completion of a Key Transferal Form (Exhibit M-2).
5.3.4 All completed New Key Request Forms and Key Transferal Forms are to be maintained by the responsible academic or administrative unit and are subject to audit.
5.4 Procedures for Returning Keys
5.4.1 All keys shall be returned to the responsible academic or administrative unit.
5.4.2 At the time a key is returned, the key return section of the Request for Transferal Form is to be completed.
5.4.3 When leaving the University, each individual is required to present a completed copy of the Request for Transferal Form during the exit interview in Human Resource Services.
5.4.4 Final paychecks may be held by Human Resource Services until documentation is presented that keys have been returned.
5.5 Procedures for Lost, Stolen or Recovered Keys
5.5.1 Individuals shall report lost or stolen keys by forwarding a memorandum to the responsible academic or administrative officer with a copy going to Safety and Security.
5.5.2 Safety and Security shall investigate each incident of lost or stolen keys.
5.5.3 Safety and Security shall direct lock changes needed because of a breach in security.
5.6 Exceptions to this policy may be approved by the president or a designee.