KEYS & AREA ACCESS



There is an institutional commitment to faculty and staff to have convenient access to their work areas with as little restriction as possible, while at the same time maintaining institutional safety\security and preventing unauthorized access to buildings and rooms within the campus.

Authority

The Vice President for Administration and Finance shall, with appropriate administrative approval, develop and post the necessary rules, regulations and procedures to implement this policy.

Building and Area Access

Campus Security is on duty after hours, weekends and holidays and may be called for access at 962-3911.

Campus Security will not open an office door to anyone without proper identification.

If buildings or areas are locked, students are required to have signed, written permission to gain access from the person in charge of the building or area.

Residence Life

The office of Residence Life has an in-house Key Policy that states

  1. Key requests are not required for room or apartment keys.

  2. When a key is lost or stolen to student housing, room or an apartment, the occupant is charged $25.00 to re-key the lock.

  3. Student housing master and outside door keys fall under the general polices.

  4. Cost to re-key is paid to the Office of Residence Life.

  5. Residence Life maintains key records to student housing.

General Policies

The following rules apply to the issuance and use of keys:

  1. All campus keys are the property of Eastern Oregon University.
  2. Facilities and Planning shall issue campus keys and will keep an updated comprehensive key file listing name, key, key code, date of issue, date of return and area of access.
  3. Campus keys will only be authorized to faculty, staff and students with a recurring need for access outside of normal working hours.
  4. Eastern Oregon University will charge a $25.00 penalty for each unreturned key. The penalty is due and payable immediately. Failure to pay will result in having the penalty turned over to Accounts Receivable for collection. In the case of a student, a hold will be put on transcripts and grades until the debt is paid in full. Students are required to return all campus keys to Facilities and Planning on or before June 15th of each school year.
  5. Building masters and outside door keys generally will not be issued unless approved by Vice President or Provost.
  6. Facilities and Planning will call when key is available.
  7. The individual receiving the key must show picture I.D., sign the key request form for his/her keys when they are picked up and assume all responsibility as defined in this policy. Keys may only be picked up by the person to whom the key is assigned.
  8. Keys will be issued to an individual only. Duplicate keys to the same area will not be issued.
  9. Campus keys should be kept under the control of the person to whom they are issued at all times.
  10. Lost/Stolen keys must be reported immediately to the Dean, Director or Unit Head in order to preserve the safety of the individuals and the security of property.
  11. The key holder will complete a lost/stolen key report with the Dean, Director or Unit Heads signature and send it to Facilities and Planning within 48 hours.
  12. Employees leaving Eastern Oregon University, or persons who will be off work thirty (30) days or more due to leave or an on-the-job injury will turn in their keys to Facilities and Planning until such time as they return to work.


Key Request Forms

  1. Keys are only issued upon submission of a completed "KEY REQUEST FORM". All requests submitted must have the following information;
  2. The signature of the Dean, Director or Unit Head of the building or area.
  3. The name and social security number of the person who will receive the key.
  4. The reason the key is being requested.
  5. The building and room or space number for each key needed.
  6. All requests for building masters and outside door keys shall be made through the Dean, Director or Unit Head and approved by the Provost, Vice President for Administration and Finance or the Vice President for Student Affairs on the key request form.
  7. Requests for temporary keys will follow the same procedure, but must include the date the key will be returned.
  8. If the department or the key holder wishes to have a duplicate copy of the completed form it is their responsibility to photocopy the request.
  9. Original key request forms are available from Facilities and Planning or on-line.

[Responsible for Accuracy: Matt Graves, Facilities and Planning Director - Last Verified: 9/1/00]





From Faculty/Staff Handbook