This policy applies to keys for all secured entry ways and rooms to buildings and facilities on the campus of North Carolina Agricultural & Technical State University (NCA&TSU) and issued under the Director of the Physical Plant upon the presentation of a properly approved "Key and Lock Requisition" form.

Combination locks are permitted at the cost of each department. All combination locks are to have key access. This policy does not apply to file cabinets, desk drawers, dormitory closet locks, vending machines or personal computers.

All buildings will be keyed to a grand master system which will standardize the keying system throughout the campus.

Each building will have a master keying system which will permit access to all facilities
within the building with the exception of the mechanical equipment rooms.

Buildings that contain several departments or programs will be keyed to a sub-master
system for each area.

Each building, will have an individual pass keying system which will permit access to individual rooms, exterior of individual suites, common areas and front entrance doors.

The grand master key will be used by the University Locksmith for extending the campus locking system and re-keying existing systems only. This key is to be managed by the Director of Physical Plant.

Sub-master keys will be issued to the chairpersons, directors, deans or area super-visors of facilities within a building or complex which are under their supervision.

Individual pass keys will be issued to persons needing access to individual rooms, elevators and/or exterior doors, common areas and front entrance doors with the approval of the dean, chairperson, directors or super-visor of that department.

Keys to University buildings and facilities will be issued to non-University employees only when approved by a dean, director or someone of a higher position within that department. At no time shall a key be given to a non-University employee while the building, room, or area is occupied or in use.

Students will be issued keys for dormitory facilities only through the dormitory supervisors.

Students or employees who are physically impaired and require special use of an elevator or a wheel chair lift will gain key access through the department chairpersons.

It is the policy of NC A&T SU that all keys be duplicated only by the University Locksmith. In no 'instance should any person have a key duplicated from an outside source. Local vendors have been notified of our key duplication policy. Vendors will notify police of any attempt to duplicate keys. All keys are stamped "DO NOT DUPLICATE."

Lost keys should be reported to Department Head, University Police and the Office of the Director of Physical Plant immediately upon discovery. The Director of the Physical Plant will recommend to the Department whether or not a duplicate key will be issued or the lock re-keyed or changed. Charges for key duplication and/or lock changes will be determined by the Director of Physical Plant and charged to the individual. Replacement for keys lost, or core changes for students (for dormitories only) shall be with the approval of the Housing, Director. All charges for housing core changes and key replacements shall be the responsibility of the Housing Director.

Keys that are broken in attempting to open or lock doors or through other mishaps must be reported immediately to the Office of the Director of the Physical Plant. Duplicate keys will not be made unless all parts of the key are turned in.

1. the name of the person experiencing difficulty;
2. (b) the name of the building or facility; and
3. (c) the room number or area identification.

If a lock malfunctions between 7 a.m. and 4 p.m., call the Dispatcher in the Physical Plant Department (X-7016). If a lock malfunctions between 4 p.m. and 7 a.m., call the University Police Dispatch (X-7675), and the Security Officer will contact the appropriate maintenance personnel.

1. the name of the person experiencing difficulty;
2. (b) the name of the building, or facility; and
3. (c) the room number or area identification.

Each building or complex has a Building Representative who is responsible for all facilities within the building or complex. Duties of the Building, Representative includes approving the "Key and Lock Requisition", developing key control procedures, conducting a physical key audit once a year, and ensuring that all keys are collected from individuals prior to them separating, from the University. All procedures must be in accordance with the regulations outlined under the section on KEY MANAGEMENT.

All University employees requiring keys to campus buildings and facilities must submit a completed "Key and Lock Requisition" to the Director of the Physical Plant. Keys will be issued by the office of the Director of the Physical Plant according to the regulations outlined under the section on KEY CONTROL. Steps to be followed in requisitioning keys to campus buildings and facilities are outlined below:

1. "Key and Lock Requisition" must be completed by all University employees requesting keys to campus buildings or facilities.
   NOTE: These forms are available in the office of the Director of Physical Plant.
2. The "Key and Lock Requisition" form must be approved by the Building Representative and the Dean, or Departmental Chairperson, or Area Supervisor, and the Director of the Physical Plant. The completed form must be submitted to the office of the Director of the Physical Plant.
   NOTE: A separate form shall be completed for each building or complex. Key requests for student housing shall be approved by the Housing Director.
3. The Physical Plant will maintain all key request files.
4. Students and employees who are physically impaired and require access to elevators or wheelchair lifts in campus buildings will do so through their department head.

Deans, Departmental Chairpersons and Area Supervisors who are authorized to receive keys according to the regulations outlined under the section on KEY MANAGEMENT may, as an option, request multiple keys for facilities under their direct control for issuance to faculty, staff, students and non-University employees. It should be clearly understood that the Dean, Departmental Chairpersons and Area Supervisor will be personally responsible for all keys issued. The separating employee will not receive his/her final salary check until all keys are returned to the appropriate office of issuance.

The Director of Physical Plant shall manage the records of all keys issued by:

1. employee's name,
2. name of building,
3. room number or area identification,
4. date of issuance and
5. type of key.

Employees will be personally responsible for all keys issued to them until they are returned to the office of the Director of the Physical Plant or the office from which they were issued.

Department chairpersons are responsible for obtaining all keys from employees that separate from the University. Each employee is required to complete a clearance form

prior to separation.

Clearance forms are available in Human Resources and the Payroll Office for this purpose.

The Physical Plant Director will be responsible for developing the guidelines for the locking systems to be implemented on campus. The Physical Plant Director will review and approve all locking system submittals.

Persons needing additional information or explanation of these regulations should contact the Director of the Physical Plant.