*Contact your building coordinator or the MU Key Shop (573-882-8219) for additional assistance.

PURPOSE

This policy establishes the responsibilities, eligibility, and approval for issuing keys and granting electronic card access to buildings and rooms on the University of Missouri-Columbia campus. University keys are the property of the University of Missouri and Campus Facilities. Each department head, building official, and building coordinator is responsible for the security of their assigned space or building. The assistant vice chancellor of Facilities (or designee) is responsible for all unassigned space, general use space, mechanical and electrical rooms, and custodial rooms. Eligibility to obtain a key, or to be given card access to a building or portion of a building, is determined by the appropriate department head or administrator to whom the space is assigned. Approval from the department head and the building coordinator is required to issue a key or grant card access.

PROCEDURE

Assigning Keys

The department head or the appropriate administrative official authorizes the issuance of keys, subject to any regulations established by the dean, director, and building coordinator.

Types and Numbers of Keys Issued

The types and numbers of keys issued to any individual will be limited to the minimum required by regular work assignments.

• The permanent issuance of building master keys will be limited to those persons needing frequent access to most of the building, normally department chairpersons or higher, and building coordinators.
• Two or more keys may be issued to those requiring access to several rooms within a building.
• Rooms are keyed so they can be accessed with a master key.

Special Assignment of Keys

Where required (for contractors, etc.), special assignment of keys may be authorized by the associate vice chancellor of Campus Facilities (573-882-6328) or their designee(s).

Obtaining Keys

Keys to University rooms or buildings are never to be transferred from one individual to another or obtained from any source other than the Campus Facilities Key Shop. When any duplication or transfer of a key is made or used without University consent, the key shall be seized, and the individual(s) involved shall be reported to the appropriate dean or administrative official for action.

Applications for Keys

Applications for keys are made on a Key Form (UMC 1).

1. Use a separate form for each key requested.
   • Key forms must be legibly printed or typed.
   • All temporary assignments of keys, including keys assigned to students, must indicate the date the key is to be returned.
2. Obtain the required signatures and approvals from:
   • Department head or appropriate administrative official.
   • Building coordinator.
   • Key holder.

Receiving Keys

The applicant or department representative may take or mail the Key Form to the Campus Facilities Key Shop located in the Conley Avenue Parking Structure.

• Keys may be obtained by presenting an approved Key Form at the Key Shop between 7:30 a.m. and 10:00 a.m., Monday through Friday.
• Keys may be obtained by sending the Key Form, with all required signatures and approvals, to the Campus facilities Key Shop at the Conley Avenue Parking Structure. The Key Shop Secretary will call the department when the keys are ready for pickup.
• Facilities located outside the Columbia city limits should contact the Key Shop (573-882-8219).

Returning Keys

The department head or appropriate administrative official, and the building coordinator (or designee), are responsible for ensuring that all keys are returned. Each department is responsible for making the necessary arrangements to return keys to the Campus Facilities Key Shop located in the Conley Avenue parking structure.

Applications for Keys

Applications for keys are made on a Key Form (UMC 1).

When Keys Must Be Returned

All keys issued remain the property of the University and shall be returned under the following conditions:

• Faculty and Staff Members:
  • Upon transfer to another department or building.
  • Upon termination or suspension of employment.
  • Upon the request of the department head or appropriate administrative official.
  • Upon being granted a leave of absence without pay for 30 or more calendar days, however, staff members granted such leaves may retain their keys if they are authorized to have access to the building and/or office during the leave.
• Students:
  • At the end of the academic semester or period, after which the keys will not be used for at least 30 calendar days.
  • Upon the request of the department head or appropriate administrative official.

Loss or Theft of Keys

The loss or theft of a key must be reported immediately to the building coordinator and the department head, who will, in turn, notify the Key Shop (573-882-8219). If the key is found, it is to be forwarded immediately to the Campus Facilities Key Shop, located in the Conley Avenue Parking Structure.

Special Keying

Individual rooms may be keyed off the master system, if approved by the dean or vice chancellor responsible for the area, at the user department’s cost. A room or area that is not on the master key system will not be provided with services (including maintenance, custodial, and other services).

• Any specially keyed room request will be in writing, approved by the dean or vice chancellor responsible for the area, and sent to the assistant vice chancellor of Facilities, Room E104, General Services Building.
• Unauthorized locks (locks that are installed by departments and not keyed to the University system) are not permitted and will be removed and replaced at the department’s expense.

Inventory of Keys

Upon request, the Campus Facilities Key Shop will provide building coordinators with a list of key assignments for the buildings. (An annual review is recommended.)

1. Building coordinators will ask departments to review and verify their departmental lists of key assignments.
2. Departments are to return the list to the building coordinator, who will then send it to the Campus Facilities Key Shop at the Conley Avenue Parking Structure.
3. The building official will be responsible for ensuring that these lists are correct.

I.D. Card Access

The exterior doors of all new buildings and some existing buildings will now be equipped with electric locks. This mechanism allows these doors to be locked and unlocked remotely. Specific doors are also equipped with card readers to allow building access after hours with I.D. cards.

Authorizing Card Access

• Maintenance, custodial, and other employees requiring service access will be authorized by the assistant vice chancellor of Facilities or his designee.
• In a building equipped with card readers, the department head or appropriate administrative official must authorize building access by University or department I.D. card, subject to any regulations that may be established by the dean or director and the building coordinator.
• The department head or appropriate administrative official must provide a list of employees requiring building access after hours, on holidays, or on weekends to the building coordinator or department designee for entry into the card access database. The appropriate door or doors the employee needs access to should also be specified if more than one door is equipped with a card reader.

Encoding I.D. Cards

• Employees requiring access to a building or a portion of a building via card access must have their I.D. card encoded.
• I.D. cards can be encoded at the Campus Facilities Key Shop located in the Conley Avenue parking structure between the hours of 7:30 a.m. and 4:00 p.m., Monday through Friday.

Terminating Card Access

The department head or appropriate administrative official is responsible for notifying the building coordinator of the Key Shop when an employee no longer requires card access. Card access will be terminated under the following conditions:

• When notified that access to a building at night, on weekends, or after hours is no longer required;
• When transferring to another department or building;
• Upon termination or suspension of employment;
• Upon the request of the department head or appropriate administrative official.

Loss or Theft of I.D. Card

The loss or theft of an encoded I.D. card used for building access must be reported immediately to your building coordinator or the Key Shop. You will also need to have a replacement I.D. card made immediately.

• You should never loan your I.D. card to anyone.
• A record is made each time your I.D. card is used to access a building. You will be implicated if your I.D. card is used by an unauthorized individual to gain entry to a building.
• You should safeguard your I.D. card as you would your own credit cards, keys, or University credit card.

RESOURCES

MU Key Shop – phone: 573-882-8219
Building Coordinator Contact List