Missouri State University

Authorized Signature Policy

Policy

Only College Deans, Department Heads, Directors or Vice Presidents are approving authorities for key issuance and will determine those individuals whose duties and responsibilities require possession of keys; or deem such privileges necessary. At any time these privileges may be suspended or revoked by the approving authority or the Director of Safety and Transportation or his designee. The approving authority must provide reasonable notice in writing for both the key holder and Key Control if such privileges are suspended or revoked.

The approving authority can only approve keys for areas under his/her supervision (building, area or department). Any faculty, staff, student or graduate assistant needing access to keys for an area under the supervision of another approving authority other than his own, must have the key request form approved by the approving authority for that area.

Only the approving authority of an area or the Director of Safety and Transportation can authorize access to master keys. No students or graduate assistants will be issued master keys of any type.

  • A list of departments and the approving authorities, along with the signatures of each, must be provided to Key Control prior to the beginning of each fall semester and any time there is a change in the position of the approving authority.
  • The approving authority or his/her designee must notify Key Control when any faculty, staff or student is terminated, graduates, or leaves the university for a period of more than two weeks. Notice must be received in writing to Key Control within one week of their departure.
  • No key request transactions may be processed without the proper/current Signature Authorizations on file.

Procedure

The Authorized Signature Form is completed and submitted prior to the beginning of each academic year. Primary authorized officials from the prior year will receive an email from the Key Control Office reminding them about this annual process for the current year. The form expires on August 1st of the following year.

Additional forms will be available with the policy on the Key Control web pages, located at Safety and Transportation, Key Issue Procedures (or http://www.missouristate.edu/safetran/11259.htm).

Please submit the forms to Facilities Management, Key Control, Room 112 STMA, Missouri State University.  Once you have submitted the Authorized Signature Form, you will receive an email to confirm the names of those who are authorized to sign for your Organization.

Download the Authorized Key Signatures Form .