THE UNIVERSITY OF NORTH CAROLINA AT ASHEVILLE
POLICIES AND PROCEDURES MANUAL
This Policy Does NOT Pertain to Resident Hall Buildings
No. 39
Date 9-1-88
Page of 11
Approved WHP
Subject: Rekeying the Buildings
GENERAL INFORMATION
Academic Buildings
I. Restricted Keyway
A. UNCA is going from Corbin 77 Keyway to Corbin 59D Restricted Keyway. This
Keyway is not currently used anywhere in western North Carolina.
B. Corbin 59D key blanks are not available at any other key cutting stations such as
Hardware Stores, K-Mart, Roses, etc.
C. Only a locksmith shop can special order these blanks.
D. All campus keys are to be cut and coded by UNCA Key Shop only. The UNCA
Locksmith will personally contact all locksmith shops in this area to request they not
cut any key with Corbin 59D Keyway. They will understand that any such request for
a key cut from the Corbin 59D Restricted Keyway could only come from an individual
from UNCA.
E. Because it is a Restricted Keyway it is very unlikely that an individual could have a
key cut from other than the UNCA Key Shop. However, since nothing is impossible,
a user found with a Campus Key NOT cut and coded by UNCA Key Shop will be
subject to disciplinary action as outlined in the Handbook.
F. Special areas on campus may require special consideration. We have the ability to
install a digital access lock that can be programmed to change the entry access code
by our Locksmith or the Department Chairman. The cost of this entry device will be
passed on to the Department making the request.
II. Keys
A. Rhoades Hall is the first building to use the new Restricted Keyway. Current Rhoades
key users will be under a different guideline as to the distribution of needed keys.
B. Every key will have a special code stamped on it. This code will identify the Building,
Department, Room Number and User. If a key is lost and found, the key shop will
be able to identify to whom the key was issued.
C. Up to date records will be maintained in key shop:
(1) Key Request Cards (KRC) will be filed by user's last name. There will be a
KRC filed for each key a user has assigned to him.
(2) All doors/locks will have a list of users issued a key to that door/lock.
D. Departments requesting and receiving keys will be billed at the end of the month in
which the key request is received by the Key Shop. There will be no charge for the
original key/keys issued to an individual. All duplicate or lost keys will be billed at
$2.00 each. This will eliminate the need for a Work Order when keys are needed.
The approved Key Request Card will get the key to the user.
E. All keys will be considered rented, not bought, by the Departments. Keys will be
issued as either Permanent or Temporary. There will be a $2.00 charge for all
replacement keys, or second issue keys. All keys will be identifiable to the person to
whom they are issued. These records will be checked to verify whether the request
is an original request or a duplicate.
A key is considered temporary if used for one semester or less. A temporary key
requires dual responsibility: the Faculty/Staff requesting a key for the temporary use
of another individual will also be held responsible for that key.
F. Each Departmental Secretary will obtain the Key Request Cards needed for her
Department from the Key Shop.
G. The Departmental Secretary will coordinate the request and issue of keys, and inform
the user of the responsibilities associated with the key(s) issued.
Physical Plant personnel will deliver cut keys to Departmental Secretaries on
Wednesdays, between 1:00 and 2:00. Secretaries expecting keys need to make
themselves available during this time as keys will not be left. Keys not delivered will
be held in the Key Shop until the next scheduled delivery day. Users are welcome to
pick up their keys at the Key Shop at any time. Please call first to verify readiness and
a contact person.
H. Users are fully responsible for issued keys. Students, Faculty and staff are required
to clear the Key Shop when leaving UNCA. ALL keys must be returned to the Key
Shop or the Personnel Department. Charges to students will be appplied to their
financial record. Charges to Faculty/ Staff will be billed to their respective
Departments for payment. Any rekeying as a result of keys not being returned will
be charged to the Department employing the person who did not return the keys. II.
I below explains the billing structure.
I. The cost of a lost key will be based upon the number of locks operable with that key.
It currently costs approxi-mately $10 to rekey a lock, multiplied by the number of
locks requiring rekeying as a result of the lost or missing key(s), plus $2.00 for each
key that has to be reissued to that lock or locks.
J. All keys are coded to identify the user. No key(s) should be passed from one user to
another. Users are responsible for key(s) that can be identified to them even if lost
by another.
K. Worn keys will be exchanged at no cost.
L. Key requests for file cabinets and desk locks are to be submitted on a UNCA Work
Request Form. Records for such requests are not kept by the key shop.
M. All employees leaving UNCA on a permanent basis will take their keys to the
Personnel Department. All other key returns will go through the Departmental
Secretary or the Key Shop.
N. To maintain the security of our new Campus Key System and to minimize the number
of higher level keys, the following levels of approval will be required. These
approvals will not be delegated to a subordinate.
Key Approval Signature
Grand Master Chancellor
Building Master Vice Chancellor for Academic Affairs
Departmental Masters Associate Vice Chancellor for Academic Affairs
Individual Doors Departmental Chairmen
within a Department
Auxiliaries Vice Chancellor for Student Affairs
Phillips Administration Vice Chancellor for Finance
(a) Full time Faculty may receive Departmental Masters, or individual office keys
at the discretion of each individual Department, with appropriate approvals.
(b) Adjunct Professors will receive only individual office keys.
O. We strongly recommend to all Departments that they include a lock down device with
all future purchases of computers. We will be happy to assist you in the selection of
the lock down device and the installation when it arrives.
P. With your help and support, UNCA can have a unique system of Key Accountability
that really provides the level of security that everyone wishes we had just after a theft
happens to them.
PROCEDURES
ISSUE OF CAMPUS KEYS
USER:
1. Pick up KEY REQUEST CARD(S) (KRC) from your Department Secretary or Key
Shop.
UNCA The University of North Carolina at Asheville
KEY SHOP PHYSICAL PLANT 251-6565 Key Request #
KEY REQUEST
PRINT CLEARLY AND PRESS HARD
Name Phone Date
Last Name First
Building Department Room #
APPROVALS - Department Chair Vice Chancellor
NOTE:
1. ONE Key Per Request Form.2. Appropriate Approval Signature Only.
------------------------------------------------------------------------------------------------------------------------------------------------------
KEY SHOP USE ONLY:
Key left shop on via Hook #
User receipt received by key shop on Key Code
NOTES:
(1) KRC Forms are in 4 copies. The user will request key(s) needed to the
Departmental Secretary or the Key Shop. At that time the top portion of the
KRC Form is filled out.
(a) Hard copy goes through the system obtaining appropriate signatures
on its way to the Key Shop.
(b) Copy # 2 is for Requester/User's Records.
(c) Copy # 3 is for Departmental Secretary's Records.
(d) Copy # 4 goes directly to the Key Shop.
(2) KRC Forms are numbered in order to maintain accountability throughout the
process and system.
KEY SHOP:
2. CUT key.
3. CODE key to identify building, department, room and user.
4. Write in Key Code on SECRETARY RECEIPT FORM.
UNCA The University of North Carolina at Asheville
KEY SHOP PHYSICAL PLANT 251-6565
Key Request #
SECRETARY'S RECEIPT
Key (Code # ) and USER RECEIPT CARD were delivered to
Department Secretary via .
Secretary Signature and Date
DEPARTMENT SECRETARY holds responsibility for key until key shop receives signed user receipt card.
5. Fill out top portion of USER'S RECEIPT CARD.
UNCA The University of North Carolina at Asheville
KEY SHOP PHYSICAL PLANT 251-6565
USER RECEIPT CARD
Key Request #
Name Key Cut on
Building Department Room #
I understand and agree to the UNCA Key Usage Policies as detailed in the Policy Statement and as highlighted
below:
1) Keys remain the property of the UNCA Physical Plant. 2) Whether loaned, lost, or stolen, user remains
responsible for the key. 3) Consequences will be enforced by the university for failure to observe policies.
User Signature and Date
SIGN AND IMMEDIATELY RETURN RECEIPT TO KEY SHOP (in permanent file until key is returned).
DELIVERY PERSON: Physical Plant Personnel
6. Deliver key(s), SECRETARY RECEIPT FORM, and USER'S RECEIPT CARD to
Departmental Secretary on designated schedule. NOTE: Do NOT leave keys if the
departmental secretary is not available for signature. Keys that are not delivered will
be reprocessed for delivery the following scheduled delivery day. The User may
personally pick up the key(s) at the Key Shop, rather than waiting for a scheduled
delivery day.
7. Get SECRETARY RECEIPT FORM (SRF) signed. SRF Forms are in duplicate:
(a) Copy #1 stays in Key Shop for follow up if needed.
(b) Copy #2 will be signed and returned to Key Shop.
(c) Copy #3 for the Secretary.
DEPARTMENTAL SECRETARY:
8. Issue key to user.
9. Get USER'S RECEIPT CARD signed by user when key is issued. Make sure the user
understands the responsibility associated with the key. The Signature Card Forms are
in triplicate:
(a) Copy #1 stays in Key Shop for follow up if needed.
(b) Hard copy goes to Departmental Secretary for user's signature and is mailed
back to Key Shop.
(c) Copy #2 for Departmental Secretary's Records.
The User can contact the Key Shop to personally pick up keys. Only the USER'S
RECEIPT CARD will be filled out and signed by the User to complete the Key Issue
Cycle.
KEY SHOP:
10. When the USER'S RECEIPT CARD Hard Copy is received in the Key Shop, the
SECRETARY RECEIPT FORM is destroyed.
11. Attach USER'S RECEIPT CARD to KEY REQUEST CARD and file under user's
last name.
12. Add user's name to KEY ISSUE RECORD CARD.
KEY ISSUE RECORD
BUILDING ________________ DEPARTMENT______________ ROOM # _____
KEY CODE ________________ HOOK # ____________
NAME INDIVIDUAL CODE NUMBER # DATE
(Fill this portion out in pencil only)
This record will keep up with Person(s) carrying key to this lock.
RETURN OF CAMPUS KEYS
USER:
1. Pick up Return Key(s) Form from your departmental secretary, Human Resources
Office or Key Shop.
UNCA The University of North Carolina at Asheville
KEY SHOP PHYSICAL PLANT 251-6565
RETURN KEY(S) FORM
KEYS ASSIGNED TO: Phone Date
(Last, First)
KEY CODE NUMBERS:
(stamped on key)
PLACE KEYS IN KEY RETURN ENVELOPE. DELIVER FORM WITH KEYS TO DEPARTMENT
SECRETARY, KEY SHOP, OR PERSONNEL OFFICE (AS APPROPRIATE).
Keys returned to Department Secretary/Human Resources Office. Received by Date
(Secretaries: Call Key Shop 6565 for pickup. DO NOT MAIL KEYS)
WHITE: Key Shop YELLOW: Dept. Secretary/Human Resources Office PINK: User Receipt
2. Fill out Return Key(s) Form.
NOTE: All employees leaving UNCA on permanent basis will take their keys to be
returned through the Personnel Department. All others are to go through the
Departmental Secretary or Key Shop.
DEPARTMENTAL SECRETARY OR HUMAN RESOURCES OFFICE:
3. Distribute Return Key(s) Form:
Note: Key Envelopes will be supplied with the Return Keys Form. Return Key(s)
Forms are in triplicate.
(a) Copy # 1 is for User.
(b) Copy # 2 is for Departmental Secretary or Human Resources.
(c) Copy # 3 with key(s) will be picked up from the departmental secretary or
from Human Resources by the Key Shop when called.
KEY SHOP:
4. Match key(s) returned to Key Request Card(s) in file and destroy
card. Rehook key.
5. Remove Users name for each key returned from Key Issue Record.
SECURITY OF KEYS
A. A Key box will be provided by the Physical Plant to secure keys received from
the Key Shop until issued to the user.
B. This box should always be in a secure file cabinet or desk and inaccessible
without the secretary's knowledge.
C. The Departmental Secretary is responsible for All keys until the user picks
them up and signs the signature card.
Return to the UNCA Policies and Procedures page
Last modified: 03 December 1999
Comments to: arthomas@unca.edu