How do I request a key?

• Contact the Program Associate in your area to submit your key request.
• Only the department designee completes Key Requests.
• The Key Request Form is located on the Public Safety Website (use the link at the top of this page).
• The following information is required
  • Name and email address of the employee who the key(s) will be issued.
• Name and email address of the supervisor, his/her designee, or the person responsible for the room or area.
• Building and room number for each key requested. Each key request is limited to 5 keys.
• To process your request click on the box "I agree not to duplicate these keys and understand they are to be returned to the Public Safety Office when no longer in use" .
• To send your request click on the button "Request Keys" .
• Once your request is approved, you will receive an email notification as to when your key(s) will be available for pick up in the Public Safety Office.

Who approves key requests?

• The supervisor or his/her designee who has the authority over the room or area must approve the request. If you are unsure as to whom may approve your request please contact the Public Safety Office at (920) 465-2105.

Where do I pick up my keys?

• Keys may be picked up in the Public Safety Office IS 1024 weekdays Monday through Friday between 7:30am and 4:30pm.
• Keys may only be picked up by the person to whom they are issued.
• Be prepared to show a photo ID, passport or driver's license when you pick up your key(s).

How do students get keys?

• Keys issued to students will be issued by and returned to the department responsible for the specific classroom, lab, office, or area.
• Keys issued to students are maintained by the issuing department.
• Students that fail to return keys to the issuing department may have a financial hold placed on their transcripts, registration and/or graduation. The minimum fee of $60.00 may be assessed for failing to return keys to the issuing department.

How do I request a Department Key Box?

• Departments may establish a key box to maintain extra keys for the purpose of:
  • Issuing keys to students
  • Allowing temporary check out of a key for offices or areas under the department's control
  • Issuing keys to Adhoc faculty or LTE staff
• Key boxes must be in a locked and secure area.
• It is recommended that a log be kept identifying when keys are checked out and by whom, and when the key was returned.
• Campus departments administering Key Boxes assume responsiblity for the keys assigned to the Key Box.
• Please contact Public Safety if you are interested in establishing a Department Key Box.

How do I request a Key Ring?

• Key Rings may be established for campus employees who are required to access several campus facilities and spaces, e.g. maintenance, operations, and public safety.
• Please contact Public Safety if you are interested in establishing a Key Ring.

How am I notified of pending approvals for key requests?

• Once the Key Request Form is complete and submitted for approval, the person identified as the "Supervisor" on the Key Request Form will receive an email requesting approval.
• The email will contain the following information
  • Name and email address of the employee requesting the key(s)
• Building and room number of each key requested
• Use the link within the email to view the key request and approve or decline the key request

How do I approve a key request?

• Key Requests require approval from the department designee.
• Once the Key Request Form is complete and submitted for approval, the person identified as the "Supervisor" on the Key Request Form will receive an email requesting approval.
• The email will contain the following information

  • Name and email address of the employee requesting the key(s)

  • Building and room number of each key requested
  • Use the link within the email to view the key request and approve or decline the key request
• The following information is required to approve a key request
  • Enter the Budget Code for billing purposes
  • Click on the Approve button
• Upon completing the key request an email is sent to Public Safety and the employee requesting the key(s).
• Key requests approved by Public Safety are then forwarded to Facilities Management where keys are then cut.

What happens if I decline a key request?

• Key Requests require approval of the department designee.
• Once the Key Request Form is complete and submitted for approval, the person identified as the "Supervisor" on the Key Request Form will receive an email requesting approval.
• The email will contain the following information

  • Name and email address of the employee requesting the key(s)

  • Building and room number of each key requested.
  • Use the link within the email to view the key request and approve or decline the key request.
• Click on the Decline button.
• An email is sent to Public Safety with notification that a key request has been declined.
• It is recommended that the supervisor send notification of the key request decline to the employee.

How do I transfer keys from one employee to another?

• To request a complete list of keys issued to the employee, contact Public Safety at (920) 465-2105.
• Ask the employee to return all keys listed on the Keys Issued Report. Notify Public Safety when all keys have been returned.
• Secure the keys until they are transferred to the next employee.
• Upon transferring the keys to the next employee, contact Public Safety to up date the records as to who the keys have been issued to.

Instructions for returning keys to Public Safety

• Keys that will not be maintained by the department are to be returned directly to the Public Safety Office IS 1024.
• To obtain a list of keys issued to an employee, contact Public Safety at (920) 465-2105 at least three (3) business days prior to the employee leaving.

Contractors and/or Outside Service Personnel

• Keys issued to contractors and/or outside service personnel require pre-approval of the department/project manager and Public Safety.
• Contractors and/or outside service personnel working on campus may sign out keys from the Public Safety Office IS 1024.
• Short-term key issuance must be coordinated and approved by the Director of Facilities Management and the Director of Public Safety. A key request must be processed and include a date when the key(s) will be returned.

Lost, Stolen or Unreturned Keys

• Report any lost or stolen key or keys to the department chair or administrative head, and to the Office of Public Safety.
• A replacement key may be requested by completing a Key Request Form and submitting the approved form to Public Safety. All costs incurred such as labor and parts will be billed to the individual or the department.
• Students who fail to return all keys may be assessed a fee of $60.00 per lock for re-keying resulting in a financial hold on transcripts, registration and/or graduation until all keys are returned or assess to recover the cost to re-key all affected areas.
• Due to security reasons the department may be required to pay the cost of re-keying when staff or students fail to return their keys.
• When lost, stolen or unreturned keys are reported, the person responsible for the area should consider re-keying the affected area. The Director of Public Safety may convene meeting with the Vice Chancellor for Business and Finance, Director of Facilities Management and those responsible for the area impacted to determine the need to re-key the area affected and the recovery of any costs.

Found Keys

• Found University keys are to be turned into the Office of Public Safety.

Key Duplication or Unauthorized Use

• Duplication or unauthorized use or possession of University keys is illegal. (Use of such keys may be considered burglary and/or trespassing.)
  UWS 18.06 (12) KEYS.
  • No person may duplicate a university key or request the unauthorized duplication of a university keys.
  • No person may transfer any university key from an individual entrusted with its possession to an unauthorized person, or be in unauthorized possession of a university key.
  • Keys in the possession of unauthorized persons may be confiscated.
  • No person shall replace without permission, damage, tamper with or vandalize any university lock or security device.