POLICY #5.17
SUBJECT: Campus Keys and Electronic Access

I. PURPOSE

This Policy establishes authority over access control and record-keeping for access credentials to university facilities.

II. REFERENCES

Utah Code § 63A-5b-1103 Making keys to buildings of state, political subdivisions, or colleges and universities without permission prohibited
1. Southern Utah University Policy 6.28 Faculty Professional Responsibility and Due Process
2. Southern Utah University Policy 8.3.5 Termination of non-Academic Staff Employees and Disciplinary Sanctions
3. Southern Utah University Policy 11.2 Student Conduct Code

III. DEFINITIONS

Access Credential: “Access Credential” in this policy can refer to physical keys, key fobs, mobile credentials, PIN codes or any other device that grants access to university facilities. Unauthorized possession or use of any of these devices is punishable by law.
Issue: “Issue” in this policy refers to the Lock Shop loaning a university access credential to an individual and making a record of that credential being loaned to that individual. This is distinct from a student-employee being assigned a physical key as provisioned in Section IV.D.3.a of this policy.

IV. POLICY

Scope
1. This policy applies to all facilities owned, leased, or controlled exclusively by Southern Utah University, except those managed by the university's Housing Department. The Housing department will maintain its own key control policy, provide its own keys to users, maintain its own records, and manage its own key deposits separately from SUU Facilities Management.
2. Unauthorized creation or duplication of keys or access credentials to university buildings, without authority granted by state law, is prohibited.
3. Security of university facilities and safety will take priority over individual desires for access or convenience.
Access Request Form
1. Access requests must be submitted using the Access Request Form on the Facilities Management webpage. Student access to areas controlled electronically with high student use (labs, lounges, etc.) may be requested via student access lists emailed to or shared with the Lock Shop, as approved by the Supervisor or Manager of Facilities Security.
Access Request Approvals
1. All access requests must be approved by the requester’s direct supervisor. Additional approval may be sought by the Lock Shop at the Lock Shop’s Manager’s discretion.
2. No person may authorize the issuance of their own access credential.
3. The Lock Shop reserves the right to review and deny any access request to maintain a reasonable level of security. This includes the format in which access credentials are issued (i.e., a mobile credential or ID card in lieu of a key fob).
Access Credential Issuance, Transfers, and Returns
1. Issuance
  1. All access credentials will be created, issued, and controlled by the Lock Shop. Duplication of access credentials other than by the Lock Shop is strictly prohibited by this Policy and Utah state law. The Lock Shop may use authorized external support for this function (e.g., access control integrators, the university IT department, the Student Success department, professional locksmiths, etc.).
  2. The proper use of any University-issued access credential is the responsibility of the employee to whom it has been issued. Sharing of access credentials is prohibited except as provided by this Policy.
2. Transfers and Returns
  1. When an employee’s need for access no longer exists, whether because of termination of employment, change of department/responsibility, or other reason, it is the responsibility of the employee and their supervisor to contact the Lock Shop to terminate their electronic credentials and arrange for the keys to be returned or picked up. Failure to do so will result in a lost key fee, as applicable.
  2. Access credentials may not be transferred to an employee’s replacement. Upon an employee’s departure, their access credentials must be returned to the Lock Shop. To obtain access credentials, the new employee must complete an Access Request Form, and credentials will be issued in accordance with section IV.D.1 of this Policy.
3. Student Access
  1. Students and student-employees are not to be issued copies of physical keys. On occasion, students, in their capacity as employees, will be assigned physical keys or granted access to them by their full-time supervisor. These keys will be issued to the full-time employee, who will maintain full responsibility for them and their proper use. Lock Shop student employees are the only exception to this rule.
  2. Students and student-employees needing access via electronic locks may be issued their own mobile credentials to track and audit access. If a student does not have a mobile device capable of using a mobile credential, a physical ID card with a proximity function may be issued to the student.
  3. Student and student-employee access credentials will expire at the end of every semester. It is the responsibility of students’ supervisors to submit to the Lock Shop a list of all students needing access before the new semester begins.
Damaged, Lost, Stolen, and Unreturned Keys
1. Damaged or Worn-Out Keys
  1. Keys that are damaged or worn out must be returned to the Lock Shop, where a replacement key may be issued.
2. Lost, Stolen, or Unreturned Credentials
  1. If an access credential is stolen, lost, or otherwise not returned to the Lock Shop, the individual responsible for the credential must contact the Lock Shop and file a report with SUUPD within 24 hours. At the Lock Shop's discretion, there will be a reasonable waiting period between the reporting of lost keys and their replacement. Lost key fees will be charged to the individual and/or department as determined by the individual’s supervisor.
  2. The manager of Facilities Security will determine whether to re-key an area due to lost, stolen, or unreturned keys. The department of the individual responsible for the lost keys will be financially responsible for the re-keying expenses.
Assistance for Locked Offices
1. An employee who is locked out of their office or workspace should first contact their supervisor, department chair, or administrative assistant for assistance. If none of these are available, the employee may contact SUU Police at 435-586-7793 or police@suu.edu, who will determine the appropriate course of action. Neither Building Supervisors, Custodians, nor the Lock Shop is authorized to unlock offices in these circumstances.
Key Declarations
1. SUU employees will be required to submit a Key Declaration annually to confirm that keys issued to them remain in their possession and are accounted for. This includes keys issued to the employee but checked out to students, contractors, or other individuals. The Key Declaration Form is available on the Facilities Management webpage and in Section VI of this Policy.
2. Annual Key Declarations are available for completion on August 1st and must be completed by October 1st.
3. Failure to submit a complete annual Key Declaration or to account for all keys issued to an employee will result in termination of an employee’s electronic access credential and the forfeiture of all future access requests until the Key Declaration is completed.
Doors, Locks, and Hardware
1. Any door lock or access control system to be installed, removed, changed, or repaired will be coordinated with and approved by the Lock Shop.
2. All areas of a building must be keyed to the University's master key system. Rare exceptions will require written approval by the Lock Shop Manager with a signature and written justification from the University President, Provost, or Vice President over that area.
3. Due to security requirements in some areas on campus, dual authentication via a PIN may be required for authorized users to access.
4. For the campus emergency lockdown system to work properly, it is prohibited to prop open electronic access doors. If a space with an electronic access door needs to be unlocked for a class or lab, contact the Lock Shop to schedule the unlock.
Termination/Forfeiture of Access
1. Violation of this or any other University policy may result in the termination of electronic access credentials and the confiscation of physical keys to property owned, leased, or controlled by the University. For more information on procedures addressing violations of University policies, see SUU policies 6.28, 8.3.5, and 11.2.
2. Access for any and all employees may also be terminated, and keys confiscated, in the interest of university security and safety.

V. RELEVANT FORMS/LINKS

Key Declaration Form

VI. QUESTIONS/RESPONSIBLE OFFICE

The responsible office for this Policy is the Vice President for Operations. For questions about this Policy, contact Facilities Management.

VII. POLICY ADOPTION AND AMENDMENT DATES

Date Approved: November 2, 1990

Amended: June 25, 2004; January 13, 2012; February 1, 2013; December 4, 2014; March 27, 2026

POLICY #5.17 SUBJECT: Campus Keys and Electronic Access