Keys: Authorization, Issue, Return, and Replacement

Fayetteville Policies and Procedures 409.3 (Revised April 7, 2015)

Keys for university buildings and rooms, except student housing and food service, are issued by the Key Office located within Facilities Management, with customer access through the Service Center entrance and parking located on Mitchell Street.

  • Key Authorization - In order for an individual to be issued keys, the person must present to the Key Office staff a completed Key Authorization card manually signed by the  appropriate official authorized to approve the issuance of keys for that particular area and a University of Arkansas identification The Key Office maintains a signature file of deans, directors, and department heads who control authorization of access to buildings or parts of buildings. More than one authorization signature may be required for some areas.
    • Authorization signatures must be manual; a stamped signature will not be accepted.
    • When the authorizing individual is temporarily unavailable, a letter on office letterhead designating temporary authority to another person will be accepted in the Key The letter must contain beginning and ending dates, the signature of the person temporarily authorized to sign for keys, and the signature of the authorizing individual.
    • If there are changes in personnel who have signature authorization for specific areas or changes in the areas, the Key Office should be notified immediately and furnished with new authorization signatures and buildings or areas. Forms to indicate changes are available in the Key Office.
  • Key Issuance - The individual to be issued the key must present to the Key Office staff a completed Key Authorization Card manually signed by the appropriate official authorized to approve the issuance of keys for that particular area and a University of Arkansas identification card. The individual receiving the key(s) must:
    • Personally pick up the key(s);
    • Present their valid University of Arkansas identification card;
    • Sign the card acknowledging receipt and responsibility for the use of the key(s);
    • Key(s) must be picked up within 30 days of card issuance or card becomes invalid.
  • Keys are issued to individuals only, not to departments. All keys issued become the responsibility of the individual. Key Return - Upon the employee’s termination or transfer, or the student’s graduation, keys must be promptly returned to the Key Office, not the employee’s department or the student’s Keys are issued to the person (not the function, department, or college). The key holder of record must return the keys to ensure there is no question as to what keys were originally issued and which keys are being returned. The key holder will receive a receipt acknowledging what keys were in fact returned. NOTE: keys are not transferable. Upon termination, faculty and staff final paychecks may have deductions made if all keys are not returned. A student’s transcript may be held until all keys are returned. 
  • Lost, Stolen, or Damaged Keys & Openers-
    Key/Gate Openers that have not been returned within 60 days of the expected return date shall be declared lost or tolen and reported to the UA Police Department. The Key Office shall require a report copy before issuing replacement keys/units.
    • The Key Holders of Record are responsible for security deposits and replacement fees as posted on the FAMA website: Departmental Rates & Fees | Facilities Management | University of Arkansas (uark.edu).
    • Lost or stolen keys and gate openers will result in forfeiture of the original security deposit to cover replacement costs.
    • 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.
    • A lost or stolen ‘Building Master’ key may trigger a Work Order for rekeying of the facility. The department of the Authorizing Agent shall provide the required Work Tag.  Facilities Management will perform 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 keyofc@uark.edu or call 575-2255.