REG 04.05.04 – Building Locking Systems

History: First Issued: January 28, 2014.

Related Policies:
NCSU REG 04.05.3 – Electronic Security Management Systems 
NCSU REG 07-25.01 – Alteration, Renovation, Maintenance and Repair of Facilities
NCSU RUL 05.06.1 – Designated Emergency Phones (Blue Light Phones)
NCSU RUL 05.06.2 – Burglar and Panic Alarms
NCSU RUL 05.06.03 – Closed Circuit Television (CCTV)
Building Locking System Operating Rules

Additional References:
NFPA Life Safety Handbook 2012 or current edition or NFPA Life Safety Handbook
NC State Building Code
Facilities Division Construction Guidelines, Building Security 00712 09-26-2003

Contact: Associate Vice Chancellor for Environmental Health & Safety (919-515-4238)


1.1       This regulation establishes authority for the Division of Environmental Health and Public Safety (“EHPS”) and Facilities Division (“Facilities”) to establish rules for the procurement, installation and operation of locking systems and access devices on University buildings and facilities.

1.2       This regulation and supporting rules define responsibilities for installation, maintenance, distribution and operation of building locking systems and associated components.  These locking systems and associated components include but is not limited to keys, key distribution, card access and other locking systems.


2.1       “Locking systems” mean any mechanical, electronic or electromechanical device and associated hardware or software used to secure facilities or infrastructure.

2.2       “Access devices” mean physical keys, cards, fobs, pin codes or any device that gives access to a locking system.  The terms access device and keys are used interchangeably in this document.

2.3       “Access Control Representative” means the designated university employee for each college, department, or unit who is responsible for requesting and granting any access device clearance.


3.1       All locks and access devices are the property of the university.  Any access device issued to faculty, students, employees, visitors or contractors remain the property of NC State.

3.2       Unauthorized duplication of keys for any university facility is prohibited. Unauthorized access or tampering with the security network is also prohibited.

3.3       Persons obtaining unauthorized duplicate keys or tampering with electronic access control are subject to disciplinary and/or criminal action.


4.1       General Responsibilities

4.1.1    Security of University facilities is a shared responsibility of all access device holders and building occupants.

4.1.2    The holder of an access device to any university facility assumes responsibility for the safekeeping of the device and its use.

4.1.3    Financial responsibility for keys, re-keying, and loss of keys is the responsibility of the college, department, unit, contractor or tenant(s) when an access device is lost or stolen.

4.1.4    The Associate Vice Chancellor for EHPS and relevant Department Head must approve access to high security areas, as defined in section 6.2 below,  prior to granting any access or clearance to these areas.

4.1.5    The Lock Shop is responsible for production and distribution of all building keys upon receipt of an approved written authorization.

4.2       Access Control Representative

4.2.1    The Access Control Representative requests keys and grants card access clearances, and shall be the primary point of contact for all transactions through Security Applications and Technology (SAT) and the Lock Shop.

4.2.2    The Access Control Representative shall conduct a detailed review of access device records to ensure accountability of all keys and access devices under their control.

4.2.3    In the event of loss of an access control device, the Access Control Representative shall immediately notify SAT or the Lock Shop as appropriate.

4.3       EHPS/SAT

4.3.1    EHPS is responsible for all policy and procedures related to the issuance, distribution, recordkeeping, control, and retrieval of physical keys, access cards, master keys as well as the setting of access levels, approvals, and procedures.  EHPS shall establish standards for access devices and their application in University facilities and shall establish keying standards to conform to campus security goals.

4.3.2    SAT is responsible for installation, maintenance and administration of electromechanical or electronic access systems, databases and electronic locking systems with the support of Facilities.

4.3.3    SAT and the Facilities Lock Shop shall establish the system architecture for all locking systems and associated hardware.

4.4       Facilities Division

4.4.1    Facilities Operations is responsible for the installation, maintenance and repair of mechanical locks and keys with the support of SAT.

4.4.2    Facilities is responsible for ensuring that new facilities, major renovations, and retro fits conform to this regulation and related rules.

4.4.3    The Capital Project Management office is responsible for creating bid documents that specify hardware to meet security goals established in the Design and Construction Security Guideline developed by SAT.

4.4.4    Designated areas under construction shall be keyed differently from the university keying system. The Capital Project Management Director or Design and Construction Services Director shall designate approved areas of entry and exit for construction personnel.

4.5       Colleges/Departments

4.5.1    Each college dean will appoint Access Control Representatives and will notify SAT and the Lock Shop of any change to this appointment.

4.5.2    The Access Control Representatives will be responsible for requesting access devices managing departmental card access and shall be the primary point of contact for all transactions through SAT and the Lock Shop.

4.5.3    College deans may only authorize the issue of access devices for areas under their unit’s control.

4.5.4    Each college is required to complete an annual access inventory.  The inventory and reconciliation shall be made by using key management software and card access software.

4.5.5    The Access Control Representatives must audit the security reports provided to the college and notify SAT and the Lock Shop immediately of any security issues relating to clearances or audits.

4.6       University Police

4.6.1    University Police have Global Security access devices.  These devices are for emergency use.

4.6.2    University Police are responsible for verifying identity of personnel requiring emergency access.

4.7       University Housing

4.7.1    The Lock Shop provides key and lock services to University Housing. The issue, control, security and records of issue for those devices are the responsibility of University Housing.

4.7.2    SAT provides electronic access control to University Housing.  The audit and review of access for these systems is the responsibility of University Housing.

4.8       Athletics

4.8.1    The Lock Shop provides key and lock services to the Athletic Department.  The issue, control, security and records of issue for those devices are the responsibility of the Athletic Department.

4.8.2    SAT provides electronic access control to Athletics. The audit and review of access for these systems is the responsibility of Athletics.

4.9       Contractors, Service Technicians and Other Approved Visitors

Daily access shall be through standard SAT/Facilities Processes with authorization from   the university sponsor.  Extended access must be requested through the university sponsor with authorization from SAT and the Lock Shop.


5.1       The loss of access devices shall immediately be reported to the appropriate Access Control Representative or Department Head, who shall then report the lost device to SAT or the Lock Shop as appropriate.

5.2       Prior to leaving the college, department, or university, all access device holders must return the access devices in their possession to the issuing department’s Access Control Representative.  If not returned, the university will pursue available remedies to recover the keys.


6.1       The Lock Shop will cut keys, re-key or check out keys upon receipt of authorizations as tabulated below.

Key Levels Authorization Officials Issued By
Emergency Box “Police Box” Associate VC for EHPS Lock Shop
Building Master Associate VC for EHPS Lock Shop
Building Sub-Master Dean or Dept Head College/Department
Individual Door Key College/Dept. Access Rep. College/Department
Construction Keys Director Repair and Renovation Lock Shop
Service Keys Director Repair and Renovation Lock Shop

6.2      SAT will establish card access partitions associated with areas of responsibility.  Authorizations to control these partitions will be dispersed based upon the security level as described below.

Security Level Description
High Security Areas with electronic access control regulated by a Federal or State entity including NC State requiring audit reporting of access for compliance or internal audit.  These clearances are assigned individually rather than as part of a door clearance group or automation.  Examples include: Radioactive areas, BSL3 Labs, and Police Evidence Room(s).
Global Security A security clearance comprised of departmental security doors and non-security doors that are assigned to University Police Officers and Fire Protection personnel. This group does not include the high security level.
Departmental Security Clearances for doors that have been specifically requested by the College/Dept to be omitted from the Regional/Campus –Wide clearances. These elevated security areas require a higher level of department accountability.  Departmental Security doors are included in the Global Security Level.
Regional/Campus-Wide These clearances are grouped for use by personnel supporting wide spectrum functions requiring access to multiple buildings/areas across the University.
Building Perimeter Clearances that apply to building perimeters that are managed by both EH&PS and/or the installing colleges/departments.
Departmental Level Clearances that apply to a specific department(s), suites, or office doors that are managed by the installing colleges/departments.