Date Adopted: 10/29/2010
Date Revised: 12/28/2015
Date Last Reviewed: 01/16/2024
References: BOR 1002.1
Issuing Office: Administration and Finance
Approved By: Vice Chancellor for Administration and Finance
The University of Montana Western maintains control and accountability for the issue and return of all keys that allow access to University buildings. Facilities Services is responsible for the administration of this policy.
The purpose of this policy is to assure the integrity of the University of Montana Western’s key system and thus security of all Montana Western facilities.
A. General Provision
1. All keys are issued by the UM Western’s Facilities Services and shall remain the property of UM Western.
2. All students and personnel living in residence halls, campus apartments, or campus dwellings will be covered by this policy, as well as by the provisions provided for in the Bulldog Life Office Key Policy.
3. The Bulldog Life Office manages the keys for resident students and for residence hall entry doors as well as rooms.
4. Campus Security and Facilities Services shall have access to all areas, to include special rooms keyed off of the building master, unless provided for by special provision.
5. The Facilities Services Lock Shop shall have access to all areas on campus and shall be the only department or individuals allowed access to the “Best System” cores, keys and data base system.
6. It is a violation of this policy to attempt or to have an UM Western “Best System” key duplicated by anyone other than the Facilities Services Lock Shop personnel. UM Western Security and Facilities Services personnel will have the authority to confiscate any unauthorized or duplicated key(s). Any persons in violation of this policy may have their key issuance privileges revoked.
7. It is a violation of this policy to change, add to, or alter any Campus approved and installed locking system by anyone other than Facilities Services personnel. This includes the installation of hasp and padlock or privately supplied locking devices. The devices will be removed and the department or individual responsible for the room will be charged for all incurred costs.
8. All special “high”security measures involving special security areas will be coordinated between the entity requesting special security, Campus Security, and Facilities Services.
B. Instructional Buildings
1. Other than during normal working hours, all buildings shall be locked in order to maintain the security of both buildings and their contents.
2. Keys are issued for entry to buildings for the purpose of conducting University business only.
3. An authorized individual entering or leaving a locked building may not permit any individual to enter who would not normally be permitted to the building during the hours it is locked. An authorized individual may have guests so long as the guest is in the proximity of the faculty or staff member having the assigned key and the individual assumes full responsibility for their presence.
4. An individual entering or leaving a locked building is responsible for securing the door and turning out the lights. That individual may be held responsible for any loss or damage to University property resulting from the failure to do so.
C. Residence Halls
1. The Bulldog Life Office manages the keys for resident students for residence hall entry doors and rooms.
2. Bulldog Life employees will be issued appropriate keys via the normal process.
3. Each student renting a room is issued one key. An outside door key is issued to resident students in Jordan, Davis, and Centennial Halls. Residents of Clark and Mathews Halls open the outside door with their room key.
4. Any student living in a residence hall who loses a key must report the loss to the Bulldog Life Office immediately.
5. If a lock must be changed for security reasons as a result of a lost key, the person that the key was issued to is responsible for the cost of lock changes and new key issuance as needed to maintain building and room security.
D. Lost, Stolen, Non-Returned Keys
1. Lost or stolen keys must be reported to the Security Officer immediately.
2. If a key is lost or stolen, it is the responsibility of the individual assigned the key to immediately notify Facilities Services and the department who authorized the key(s). Failure to do so may result in the loss of key privileges.
3. If an individual has two or more separate incidents of lost, stolen, or non-returned key violations, his/her key privileges may be revoked.
4. A serious security breach exists when either an outside door key or a building master key is not returned or is lost or stolen. It is mandatory to rekey/record the effected doors and the department will pay for all costs associated with re-securing the affected area(s).
5. When keys are identified an unaccountable on the key inventory, written notification from the dean or department head must be sent to the key holder requesting return of the key(s). A copy of that notification must be sent to Facilities Services.
6. Upon leaving UM Western, and until such time as all issued keys are returned and accounted for, the University may withhold the cost of re-keying from the employee’s final paycheck, or take other legal action.
7. Refusal to return a key upon request may result in arrest for theft of University/State property.
E. Controls
1. Key issuance outside of this policy requires the written and signed authorization of the Vice Chancellor for Administration and Finance.
2. The campus Security Officer is responsible for maintaining a database of all keys issued by keyway and/or individual.
3. Upon notification of lost key(s), the Security Officer will review the access provided by the lost key or keys and re-key where necessary. Loss of grand master or master keys will be reported to the Vice Chancellor for Administration and Finance. Locks affected by the loss of a grand master or master key will be replaced, and the grand master or master set will be retired for a period of at least five (5) years.
4. The key inventory will be reviewed on a bi-annual basis. If a review indicates the need to replace a grand master or master set, that set will be retired for a period of at least five (5) years.
F. Key Policy Violation
1. Persons in violation of this policy are subject to disciplinary action up to and including termination and may be assessed appropriate damage and/or replacement costs.
2. Facilities Services will provide education and training in adherence to the key policy and issuance of keys at no cost to departments.
G. Record Keeping and Audit Process
1. Facilities Services will maintain records of keys issued to all campus employees using a security software system that will record building key data and employee key records.
2. Facilities Services will perform physical inventories of keys bi-annually. Keys found missing at that time will be subject to charges listed above.
H. Additional Procedures
1. For instruction on additional procedures, see Appendix A (attached).
Vice Chancellor for Administration and Finance, Facilities Services Manager, Campus Security Officer.
