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Policy and Procedure ManualChapter 360, Physical Facilities Responsible Department: Facilities Management Exhibit A, Key/Access Card Eligibility Criteria This section outlines policies and procedures for issuing and controlling keys and electronic access control cards (access cards) for campus facilities. Heads of units located off campus are responsible for maintaining their key and access card control systems consistent with the intent of this policy for facilities under their jurisdiction. Additional information on UC Davis Health System facilities is in UCDHS Hospital Policies and Procedures Manual Sections 3310 and 3311. A. Authority 1. Unauthorized fabrication, duplication, possession, or use of keys to premises owned by the University of California is a crime (State of California Penal Code, Section 469) and is a violation of UC Policies Applying to Campus Activities, Organizations, and Students, Section 100. 2. The Operations & Maintenance (O&M) Department, Maintenance Services Key Control, is responsible for authorizing, purchasing, and maintaining key control and access card systems on a standardized basis for all campus facilities, with the following exceptions: a. Lock work may be performed by on-site contractors under the direction of the Office of Architects & Engineers or the O&M Department and must comply with campus standards. b. The Director of Student Housing is responsible for key control systems for campus student housing apartments and residence halls. 3. To assure compliance with applicable fire and life safety codes, special security locks, padlocks, keys, and access card systems for buildings or rooms shall be permitted only upon approval of the UCD Police Department, Fire Department, Operations & Maintenance Senior Superintendent, and Key Control Manager (see the procedure in III.A.3, below). Non-University locks, keys, or access card systems shall not be used, nor shall approved locks or access card systems be changed, without prior approval of the Key Control Manager. B. Key and access card issue and control 1. The Key Control Manager is responsible for the following. a. Key Control issues keys and access cards to departments and maintains records of the number and type of keys and access cards issued. b. The Key Control Manager issues keys or access cards, using the Temporary Key Checkout form, that are needed by contractors or other non-University users. Terms of the issue will include a specific return date, beyond which the University may, without notice, take the necessary action to recover the keys or access cards or change the locks to assure security of University property. All costs of key recovery and rekeying will be the responsibility of the person or firm to which the keys were issued. c. The Key Control Manager will issue a periodic inventory list of keys and access cards assigned to each department. If departmental and O&M inventories do not reconcile, the Key Control Manager will inform the department head, Risk Management, and the UCD Police Department of the possibility of a security breach. 2. Departments or organizations assigned space in a building are responsible for issue and control of keys and access cards to their assigned spaces. Any lost key or rekeying due to lost keys is the responsibility of the department. a. Department heads authorize the issuance of keys and access cards only as necessary and in accordance with the Key/Access Card Eligibility Criteria in Exhibit A. In addition to employees, others who are affiliated with a University-sponsored program or in a contract relationship with the department may be issued keys or access cards as approved by the department head. b. All keys and access cards must be recovered from students, faculty, staff, and affiliates who no longer need access to secured areas. c. Unassigned keys and access cards must be stored in a locked receptacle kept in a secured area. d. The department must maintain accurate inventory records of all keys and access cards. The records must include the total number and types of keys and access cards issued by Key Control, the total number and type of keys and access cards assigned to each individual (including the individual's signature and dates of issue, return, or loss), and the total number and type of keys and access cards unassigned. e. The department head should assign one person the responsibility to maintain key and access card inventory records and to issue, retrieve, and keep the physical inventory of keys and access cards returned and not issued. f. The department head must separate duties (see Section 330-11) for verification (see II.B.1.c, above) by assigning to another person the responsibility of verifying that the department's physical key and access card inventory reconciles to the department's key and access inventory records for numbers and types issued and not issued. The department must report the result of the verification, e.g., the total number and types of keys and access cards issued and not issued, to the Key Control Manager. g. The department must immediately report lost or stolen keys and access cards to the UCD Police Department and to the Key Control Manager (see the procedure in III.B.3, below). 3. Individuals must report loss (including the failure of transferred or terminated employees or affiliates to return keys and access cards issued them) or theft of keys and access cards to their department head as soon as possible. 4. Internal Audit Services and O&M may conduct periodic audits of departmental key and access card control records. C. Costs 1. The first issue of keys and access cards for spaces in a new building or newly assigned space will be furnished by Key Control to departments, with the cost borne by the capital project or departmental relocation account as applicable. 2. Costs for additional keys, access cards, and rekeying lock cylinders and control systems will be charged to the requesting department. 3. Departments that consider a fee deposit necessary to the management of key security may collect a $10 refundable key deposit to occasional users of keys. This deposit must be applied consistently to all occasional users. The deposit may not be collected from faculty and staff employees associated with the department. 4. Any forfeited key deposits may be used to provide for rekeying or replacement key costs. A. Key/access card orders 1. Departmental requests for keys are submitted with the signature of the authorizing department head or designee to the Facilities Service Call Center by one of the following methods: a. Faxed requests to Facilities Service Call Center at (530) 752-3281. b. Written requests submitted via campus mail or in person to the Facilities Service Call Center. c. Web Work Orders accessed at the O&M Web site address. d. Email requests sent to the Facilities Service Call Center. The request must include the key number, type, and quantity requested. A normal processing period is 72 hours after receipt of a request before a key may be picked up by the department. 2. Departmental requests for rekeying or lock changes, and changes to access control systems, are normally submitted on an O&M Work Order; however, large jobs may require an O&M Requisition. (See Section 360-30.) Key Control reports rekeying and changes in access card systems to the UCD Police Department and Fire Department for emergency access information files. 3. Work Order requests for special security locks, padlocks, keys, and access card systems must be accompanied by a written justification and submitted to the Key Control Manager, who will seek required approvals stated in II.A.3, above. B. Key/access card issue, return, and loss 1. The Key/Access Card Issue Form (Form D5112, Calcode 71461-207) may be used to document the issue, return, or loss of keys and access cards. Departments may also find it helpful to keep a cross-file of Key/Access Card Control Cards (Form D5110, Calcode 71461-213) in sequential order by key/access card number. 2. Keys and access cards that are no longer needed by the department may be returned to the Key Control Manager accompanied by a Key Return Form, Exhibit B. 3. The department must report lost or stolen keys and access cards by telephone to the UCD Police Department at (530) 752-1230 and to the Key Control Manager at (530) 752-3507, followed by written notification on a Lost Key/Access Card Report, Exhibit C. 4. The Key Control Manager coordinates Lost Key/Access Card Reports with the UCD Police Department and recommends lock or access card changes where security is affected. C. Key deposits 1. Collections a. An official Cash Receipt for Key Deposit (Form D118, Calcode 71461-234) shall be issued for each key deposit collected and the white ply provided to the payer. b. A DaFIS Statement of Cash Collections shall accompany the deposit of the cash at the Main Cashier's Office (see Section 330-55). This Statement shall cite the campuswide Departmental Key Deposits account, number 3-11630XX. (Contact Accounting & Financial Services--Internal Control Division at (530) 757-8513 for assignment of an identifying account number for the department's key deposits.) c. The pink ply of the Cash Receipt for Key Deposit shall accompany the copy of the department's DaFIS Statement of Cash Collections that is mailed to Accounting & Financial Services. d. The remaining plies (canary and buff) of the Cash Receipt for Key Deposit are retained by the department. 2. Refunds a. If the department has a petty cash fund: 1) When keys are returned, the deposit shall be refunded in cash to the payer from the department's petty cash fund. (Refer to Section 330-45.) The payer shall sign the "Refund Received By" portion of the Cash Receipt for Key Deposit to acknowledge receiving the cash refund. 2) The Petty cash fund reimbursement DaFIS Direct Charge document for key deposit cash refunds shall be accompanied by the canary ply of the Cash Receipt for Key Deposit, and the check request shall charge the campuswide Departmental Key Deposits account, 3-11630XX (the account number is that assigned in 1.b, above). b. If the department does not have a petty cash fund, the refund may be made by completing and submitting a DaFIS Direct Charge document made payable to the person returning the key(s). 3. Forfeited key deposits The proceeds from forfeited key deposits may be transferred from the campuswide Deposits account (3-11630XX) to departmental expenditure accounts for key replacements and rekeying locks. These transfers are made by submitting a DaFIS Restricted Error Correction. Refer to Section 330-63 for the procedure for transferring expenses. For further information on keys and access cards or for assistance with a departmental key/access card control system, contact the Key Control Manager at (530) 752-3507 or the O&M Manager at (530) 752-5418. Copyright © 2006 The Regents of the
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