REG 07.25.04 – Overnight Key Checkout

Authority: Vice Chancellor for Finance and Administration

History: First Issued: December 7, 2000.

Additional References:
Facilities Operations Website

Contact Info: Facilities Operations Director


1. Purpose

To control access to campus buildings to authorized vendors during non-business hours and to establish accountability for key control.

2. Intent

To control access to campus buildings and unauthorized areas. To provide key control to insure accountability.

3. Procedure

3.1 The Project Manager should provide a letter to the Customer Service Center to include:

3.1.1 Description of project

3.1.2 Nights that the work will be taking place

3.1.3 Type of keys that are needed (i.e. building keys, mechanical room key, roof key, secondary electrical room key)

3.1.4 Name and telephone of contractor that will be checking out the keys

3.2 The letter should be sent via e-mail in order for the keys to be issued. The information needs to be e-mailed prior to the contractor/authorized person going to the Customer Service Center to check out keys. This should be sent prior to 3:00 p.m. each day that the contractor requires the keys.

3.3 Overnight keys will not be issued before 2:00 p.m. unless prior approval has been obtained from the Customer Service Center Manager.

3.4 The contractor must complete the Key Authorization Form at the Customer Service Center before keys can be issued.

3.5 Keys that are checked out on an overnight basis must be deposited into the overnight drop box located at the Morris Building on Stinson Drive by 7:30 a.m. the next business day. By submitting the letter authorizing a contractor to check out keys from the Customer Service Center, the Project Manager accepts full responsibility for these keys. If the keys are not in the drop box by 7:30 a.m. the next business day, a Customer Service Representative will contact the Project Manager. It will be the Project Manager’s responsibility to contact the company to retrieve the keys and advise the Customer Service Center as to when the keys will be returned.

3.6 Failure to adhere to the Overnight Key Procedures will result in the Customer Service Center’s refusal to issue keys.