Key Issue Policy

Op11.11 Key Issue Policy

The Office of Facilities Management, in consultation with the Office of University Safety, will create and maintain a system to issue and track the physical keys covered by this policy. This policy covers all keys except for residence hall keys, which are issued and maintained by Residence Life, Housing and Dining Services.

Purpose:

Physical keys play a critical role in maintaining the security and accessibility of facilities at Missouri State University. As tangible instruments of access control, keys ensure only authorized individuals can enter specific areas, safeguarding sensitive information, equipment, and campus resources. Implementing a robust process for issuing, tracking, and monitoring key usage is essential to prevent unauthorized access, mitigate security risks, and maintain accountability. Such a system enhances operational efficiency, ensures compliance with university policies, and provides a clear audit trail for resolving discrepancies or addressing security concerns. By prioritizing the management of physical keys, Missouri State University fosters a safe and secure environment for students, faculty, and staff.

Definitions:

High-Security Key: Master, Grand Master, and Great Grand Master keys are considered High-Security Keys.

Key Levels:

• Change Key – opens a single door (e.g. a key for an individual office
• Submaster Key – opens groups of doors with different Change Keys (e.g. a key that opens the doors within an office suite)
• Master Key – opens groups of doors with different Submaster Keys (e.g. a key that opens doors within a building)
• Grand Master Key – opens groups of doors with different Master Keys (e.g. a key that opens doors within a group of affiliated buildings)
• Great Grand Master Key – opens groups of doors with different Grand Master Keys (e.g. a key that opens doors across a large number of buildings across campus)

The Office of Facilities Management will create procedures to ensure a reasonable balance of physical security and convenience to persons authorized to possess keys to university facilities.

Individuals and departments will follow the Key Control Procedures established to support this policy. Supervisor approval is required prior to the issuance of any key. Dean/Division Head approval is required prior to the issuance of any High Security Key.

Every person assigned a university key

• Will take reasonable care to prevent the loss or theft of any university key and failure to do so may result in disciplinary action and suspension or revocation of key privileges and/or associated charges.
• Will immediately notify Key Control and file a Lost/Stolen Key Report with the Office of University Safety if a key is lost or stolen.
• Will complete key auditing requests within 7 calendar days.
• Will return all keys to Key Control when leaving Missouri State University in accordance with G7.02-3 Employment Policies and Procedures, section 3.20.1 Property Clearance, or when a key is no longer required due to a change in position or duties.

Every department approving an individual’s request for keys

• Will provide employees with the lowest level access required, while maintaining operational efficiency.
• Will take reasonable steps to reduce the risk of loss or theft of any university key.
• Will complete key auditing requests within 21 calendar days and provide assistance to ensure employee compliance with the auditing of keys.
• Will ensure keys are returned to Key Control no later than the last day of employment, when the key holder changes departments, and when a key is no longer required by the key holder due to a change in position or duties.
• Failure of employees to return keys will result in the assessment of the Lost/Stolen Key fee to the department, and when required, will cover the associated cost to rekey.

Every college/division approving High-Security Key requests

• Will take reasonable steps to reduce the risk of loss or theft of university High-Security Keys and failure to do so will result in the assessment of the Lost/Stolen Key fee outlined in the annual fee study, and when required, will cover the associated cost to rekey.