Keys: Authorization, Issue, Return, and Replacement
Fayetteville Policies and Procedures 409.3 (Revised April 7, 2015)
The University seeks to maximize campus safety and security while allowing reasonable access and usability for facilities. As such, physical keys should be issued to campus users only as needed, and keys requested should not grant more access than is required to conduct campus business.
Keys for university buildings and rooms (apart from student housing, dining, and certain Arkansas Research & Technology Park and Agricultural Research & Extension Center properties) are issued by Facilities Management, with customer access and visitor parking at the Service Center entrance located at 1486 Mitchell Street. Faculty and staff requiring keys not issued by Facilities Management should contact the appropriate department.
Key Authorization -For an individual to be issued keys, the person, their supervisor, or an individual authorized to request keys on behalf of a department, must submit an electronic Key Request Form. The form will route for electronic approvals based upon the type of key being requested, and when all required approvals have been obtained, Service Center staff will prepare the requested key for pickup. When the key is ready for pickup, the keyholder will receive an electronic notification.
Key Issuance - The keyholder must appear in person at the Service Center and present a valid University of Arkansas identification card. The keyholder will be sent an email with a link to provide a digital signature acknowledging receipt and accepting responsibility for the key, in accordance with the university’s key policy. Each key will be stamped with a unique serial number and will be recorded as having been issued to that individual. Keys are issued to individuals only, not to departments, and must be picked up within 30 days of receipt of the pickup notification, or the request will be cancelled.
- Keys are issued to individuals only, not to departments. All keys issued become the responsibility of the individual. Key Return -
- Upon employee termination or transfer, keys must be promptly returned to the Service Center, not the employee’s department. The keyholder of record must return the keys, and the serial numbers of returned keys must match those that were issued. The keyholder will receive a receipt acknowledging which keys were returned. NOTE: keys are not transferable. If all keys are not returned upon termination, faculty and staff final paychecks may have deductions made in accordance with the Departmental Rates & Fees schedule maintained by Facilities Management.
Lost, Stolen, or Damaged Keys & Openers- If a key is lost or stolen, immediate notification should be made to the Facilities Management Service Center, along with the appropriate dean, director or department head. If the key is classified as high risk/high value (such as an exterior or building master key), the loss should also be reported to the UA Police Department. The key holder or the employees’ department may be held responsible for additional expenses due to lost keys, such as theft of university property, damage to facilities and costs to re-key facilities. Facilities Management will perform all rekeying of educational and general-purpose facilities.Key Holders are responsible for battery replacement in gate openers.
Any duplication of a university key is strictly prohibited.
If you have questions or need further information, please contact the Facilities Management Service Center by email at servcent@uark.edu or call 575-5050.