Key Issuance Procedures

Recommended By
Administration and Finance
Approved
Ruben Armiñana, President
Issue Date
Wednesday, October 1, 2014
Current Issue Date
Thursday, October 2, 2014
Effective Date
Wednesday, October 1, 2014
Contact Office
Seawolf Service Center
Policy number
2009-1

KEY ISSUANCE PROCEDURES

EMPLOYEE KEYS 
Keys may be requested for regularly appointed university and auxiliary employees for the duration of employment.

  1. Complete "Staff & Faculty Key Request Form."
  2. Obtain appropriate approving signature, in accordance with campus Key Policy.
  3. Submit completed form to Seawolf Service Center.
  4. Receive and sign for authorized keys.

Turn in keys when no longer needed or prior to issuance of final pay warrant. Periodic auditing of issued keys may be requested.   Duplicates of outstanding (uncleared) keys will not be issued.

STUDENT KEYS

Keys may be requested for no longer than one semester at a time.

  1. Complete "Student Key Request Form."
  2. Obtain appropriate approving signature, in accordance with campus Key Policy.
  3. Submit completed form to Seawolf Service Center.
  4. Receive and sign for authorized keys.

Turn in keys when no longer needed or prior to the end of the semester.  Keys may be retained by submitting a completed "Renewal Key Request."   Duplicates of outstanding (uncleared) keys will not be issued.   Uncleared keys may result in administrative hold on student's records and registration.

LOST KEY PROCEDURES

REPORTING 
It is the responsibility of the employee/student to report lost keys immediately to the Seawolf Service Center as well as to the Department originally authorizing the keys.

  1. Complete Report of Lost Key form (available at the Seawolf Service Center or online.)
  2. Obtain signature of appropriate Department or School administrator, indicating if the key is to be re-issued and if the Department is requesting a “re-key.”
  3. Seawolf Service Center will inform the designated Police and Parking Services Administrator who will determine if, for safety or security reasons, re-keying is required.

CHARGES

1. Lost Key charges are as follows:

All keys, whether brass or electronic, will carry a lost key charge of $25.00 per key. (For example, if someone has five brass keys and loses them, the lost key charges will equal $125.00, but if they lose one electronic key card with two master key access levels encoded on the card, the lost key charge will equal $25.00).

2. Lost Key charges will be refunded if keys are found and turned in to Seawolf Service Center within 30 days of the reported key loss.

3. If the lock must be changed for safety or security reasons, actual costs of re-keying may be charged to the department originally authorizing the issuance of the keys in question.

Effective October 1, 2014

Updated October 2, 2014 by SSU.policies@sonoma.edu