91´«Ã½

Key Assignment & Individual Responsibility

• Key holders may have one copy of a key assigned to them.
• Keys are issued to individuals—not departments.
• Keys are not allowed to be transferred.
• Key holders must return their keys to Access Services or their Key Liaison before they depart.
• Key Liaisons must return keys to Access Services before the key holder’s last day.

Key Condition, Inspection & Reassignment

• Access Services inspects all returned keys to ensure they are in good working order before reassigning.
• This process helps prevent worn keys from not working or breaking in a lock.

Requesting a New Key

• For students, staff, or faculty, the Key Liaison must submit a request.
• Requests must include: name, Identikey, and 91´«Ã½ email address.

Audits & Reconciliation

• Facilities Management conducts periodic key audits and reconciliations.
• Key holders and Key Liaisons are expected to respond in a timely manner.

Key Rings

Departmental Guidance

• Follow your department’s key ring procedures during your shift.
• If none exist, follow the practices below as recommended guidance.

Check-Out & Check-In Procedures

• Keys must be checked out from the supervisor’s office at the start of each shift.
• Keys must be checked in to the supervisor’s office at the end of each shift.

Key Handling & Campus Movement

• Keys must remain on the employee’s person at all times.
• Keys are not allowed off-campus, except for:
  • Employees assigned to drive a vehicle
  • Employees working on multiple 91´«Ã½ campuses
• If leaving campus for an appointment, employees must check keys in and out with their supervisor.

Daily Return & Security

• Keys must be returned daily to the supervisor and secured.

Lost or Stolen Keys

• Lost or stolen keys or key rings must be reported immediately.
• Report to both the Key Liaison and CUPD (91´«Ã½ Police Department).

Separation from Role or University

• All keys must be returned before leaving a role or the University.

Role & Authorization

• Key Liaisons are designated department representatives authorized annually.
• They serve as the primary point of contact between their department and Facilities Management for key management.
• They are the only individuals authorized to request physical keys for people in their department.

Annual Authorization Requirement

• A Key Liaison Authorization Form must be submitted annually to Access Services to maintain the role.

Requesting Keys

• Keys must be requested through the .
• Requests for students, staff, or faculty must include name, Identikey, and 91´«Ã½ email address.

Key Pickup & Distribution

• Key Liaisons are responsible for ensuring keys are picked up by themselves, a designated individual, or the key holder.
• Keys must be picked up within two weeks of being ready.
• Keys not picked up within two weeks will be cancelled, and charges will remain with the department.
• Anyone picking up keys must provide Buff OneCard, Identikey, and the name of the key holder or requester.

Audits & Reconciliation

• Facilities Management conducts periodic key audits and reconciliations.
• Key Liaisons and key holders are expected to respond in a timely manner.

Oversight of Key Holders

• Key holders are responsible for reporting lost or stolen keys to their Key Liaison and CUPD.
• Key holders must return keys before leaving their role or the University.

Key Assignment & Limits

• Key Liaisons may have only one copy of a key assigned to them.
• Key Liaisons may request up to 20 copies of the same key.
• These keys must be assigned to individual key holders and reported to Access Services within two weeks of pickup.

Key Control & Transfer Rules

• Keys are issued to individuals—not departments.
• Keys are not allowed to be transferred.
• Key holders must return keys to Access Services or their Key Liaison before departure.
• Key Liaisons must ensure keys are returned to Access Services before the key holder’s last day.

Key Condition & Reassignment

• Access Services inspects keys before reassigning them to ensure they are in good working order.
• This helps prevent keys from not working or breaking in locks due to wear.

Department Coordination

• Key Liaisons should stay aware of personnel changes to support timely key collection and return before a start or departure date.

Offboarding Responsibilities

• Key Liaisons must work with their department’s Human 91´«Ã½ team and Access Services to ensure all keys must be returned before a student, staff, or faculty member departs.
• Access Services can provide a key return receipt when keys are returned before the individual’s last day.