Accounting and Safeguarding of Assets

40.05         Key Control                                                                                        Issued: May 15, 1998

1.     Key Inventory

        1.1   The Physical Plant Department maintains a master file of keys intended primarily for
                duplication purposes and to permit routine access to facilities by the custodial
                employees and maintenance personnel. The Department of Public Safety also
                maintains keys for emergency access to facilities in case of fire, threats to life, and/to
                property loss. These procedures cover all University facilities except the auxiliary
                buildings and dormitories which have their own key control procedures.

        1.2   Each Senior Building Occupant must maintain a log (Attachment 1) of all keys
                assigned to them and the employees to whom they are assigned.  

2.     Transfer of Keys to Senior Building Occupant

        By arrangement with the Office of the Vice Chancellor for Facilities Planning and
        Construction, keys for new buildings are delivered to the Construction Manager of the
        Physical Plant Department. Prior to issuance of keys to building occupants, they are
        numbered and recorded on a key control card which is kept in the Physical Plant
        Department files. Once the keys are delivered to the Senior Building Occupants or their
        designees, they are responsible for the security, issuance and control over the keys.

2.     Additional Keys  

        2.1   All keys are the property of Prairie View A&M University and the duplication of keys
                to University facilities by any person, agency or company other than the Physical Plant
                Department is prohibited.

        2.2   The responsibility for determining the need for keys furnished to building occupants
                rests with the Senior Building Occupant (Attachment 2). The Senior Building
                Occupant is defined as the person recognized by the Physical Plant Key Shop
                personnel as being the responsible party for authorizing additional keys.

        2.3    Requests for additional building keys, as well as requests for keys for departmental
                 equipment such as lockers, filing cabinets, desks and most padlock keys, must be
                 submitted on the Key Request Form (Attachment 3). In the event that a key cannot
                 be cut at the Physical Plant Department, authorization to go elsewhere to have the key
                 duplicated must be given by applicable vice president and the Director of Physical
                 Plant.

        2.4     Issuance of mechanical and custodial room keys will be limited to Physical Plant
                  Department personnel and must be approved by the Physical Plant Director.

        2.5    Requests for keys will be approved by the appropriate vice president or their
                designee.  

3.     Additional Locks or Lock Changes

        Requests for locks (including double-sided deadbolt or other alternative style of locks) or
        lock changes should be submitted on a Physical Plant Work Request Form.  

4.     Lock Maintenance

        In the event a lock malfunctions (i.e. keys become hard to operate or stick), the employee
        should notify the Physical Plant Department. Do not spray the lock with any oils or WD-40
        as this tends to correct the problem only temporarily and will promote dust build-up in the
        lock and ultimately create a more severe problem.

5.     Disposition of Unneeded Keys

        Keys must not be transferred between departments. Keys no longer needed should be
        returned to the Physical Plant Department. Old out-of-date keys should be provided to the
        Physical Plant Department for disposal.

6.     Lost or Stolen Keys

        In the event keys are lost or stolen, the employee should immediately notify their department
        head, the Physical Plant Department and the University Police Department by completing
        the Lost Key Notification Form (Attachment 4) and routing copies to the respective office.

7.     Emergency Access

        A lock box will be maintained in the office of the Department of Public Safety (University
        Police) to hold master keys for emergency use only. These keys may be accessed only in
        the event of an emergency and will require a police report.

8.     Forms

        Physical Plant Work Request Forms may be obtained from the Physical Plant Department.  

Contact:     Physical Plant Director