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Handbook of Operating Procedures
Chapter 8 - Facilities and University Services
Publication Date: July 7, 2011
Responsible Executive: VP for Business Affairs


8.04 Keys and UTSA Card Access to University Facilities


POLICY STATEMENT


Access to The University of Texas at San Antonio (UTSA) buildings, offices and other facilities is strictly controlled to ensure that only authorized UTSA affiliates are issued keys or UTSA Cards that allow access to facilities.

Facility access will be granted only upon the authorization of the appropriate administrative official as referenced in the “Responsibilities” section. The University Police Department is responsible for issuance of keys, programming of UTSA card access and associated records, with limited exceptions as specified in this policy.


RATIONALE


The objective of this policy is to ensure the safety and security of UTSA buildings by strictly regulating the issuance and use of keys and UTSA Card access. This policy also serves to communicate applicable procedures and responsibilities. 


SCOPE


This policy is effective for all UTSA facilities, leased or owned, that are accessed by mechanical keys or electronic cards.


WEBSITE ADDRESS FOR THIS POLICY


http://www.utsa.edu/hop/chapter8/8-4.html


RELATED STATUTES, POLICIES, REQUIREMENTS OR STANDARDS


UTSA HOP policy 4.14, Separation of Employment for UTSA Personnel
http://www.utsa.edu/hop/chapter4/4-14.html

UTSA HOP policy 8.06, Use of Campus Facilities Other than for Regular Classroom Instruction
http://www.utsa.edu/hop/chapter8/8-6.html


CONTACTS


If you have any questions about HOP policy 8.04, Keys and UTSA Card Access to University Facilities, contact the following office:

UTSA Police Department Access Services
210-458-6486 or 210-458-6780


DEFINITIONS


Administrative Official
The head of a divisional unit, college or department, and/or his/her authorized delegate with administrative responsibilities and oversight authority.

UTSA Key
A mechanical metal key issued by UTSA Police Department Access Services that opens a lock to allow access to any UTSA building, office, classroom, lab, workroom or other facility.

UTSA Card
The UTSA identification card that has been programmed to open electronic access controlled doors at any UTSA building, office, classroom, lab, workroom or other facility.

UTSA Affiliate
A current UTSA or University of Texas System (UT System) employee, a current UTSA student, or a contracted service provider is considered a UTSA affiliate for purposes of this policy.


RESPONSIBILITIES


  1. UTSA Police Department Director of Security Systems
    1. Manages the creation and issuance of all keys and electronic card access programming for all UTSA Affiliates, with the sole exception of University Housing residents. 
    2. Ensures department administrators are notified of a lost or stolen key or UTSA Card when a police report has been completed.
    3. Creates and maintains all records associated with key issuance and UTSA Card access to UTSA facilities with the exception of University Housing residents.
    4. Maintains a secure computerized database that manages and supports key issuance records and UTSA Card access programming for UTSA facilities.
    5. Provides UTSA Card/key access records to each academic and administrative department for the purpose of verifying access, and to assist in the completion of the annual inventory of key/card access as required by this policy.
  2. Director of University Housing and Residence Life
    1. Manages the issuance of key and card access for UTSA Housing residents, except as noted under 7.b. in Procedures.
  3. Key and UTSA Card Access Recipient
    1. Assumes responsibility for the security and proper use of issued keys or access to facilities via the UTSA Card.
    2. Will not permit a key or UTSA Card to be out of their personal possession unless the key or card is secured in a locked drawer, cabinet or key box. This includes loaning issued keys or cards to anyone, including other UTSA affiliates.
    3. Will not permit a key to be duplicated.
    4. Upon discovery, must immediately report the loss or theft of any key or UTSA Card to the UTSA Police Department and to their immediate supervisor or appropriate administrative official as soon as possible.  
    5. Non UTSA employees must return the issued key(s) to Access Services upon terminating their affiliation with UTSA. Students are not required to return their issued UTSA Card.  Employees must return keys or cards in accordance with HOP policy 4.14, Separation of Employment for UTSA Personnel
  4. Administrative Official
    1. Assures that a physical accounting for keys and cards issued to UTSA affiliates is documented by completion of an annual key inventory.
    2. Approves key or UTSA Card access for UTSA affiliates within their organization.
    3. Administrative officials have approval authority to grant access to facilities as follows:
      1. Academic classroom, lab, office, work room, room or building – Academic department head, Dean of the appropriate college, Provost, President
      2. Non-academic office, work room, lab, room or building – Administrative department head, Associate Vice President, Vice President, President
      3. UTSA facilities under construction, renovation or requiring service or maintenance work – Associate Vice President for Facilities
      4. Master key/card access:
        1. Building or Campus - Vice President for Business Affairs
        2. Residential Housing Facilities - Vice President for Student Affairs

PROCEDURES


    1. General Information
      1. Failure to comply with provisions of this policy and its associated procedures may subject the violator to adverse action in accordance with all applicable rules, policies, procedures as set forth by The University of Texas System Regents Rules and Regulations, the UTSA Handbook of Operating Procedures and or the UTSA Student Code of Conduct, or applicable contractual provisions or terms and conditions that apply to service providers.
      2. The Access Services Office has sole authority for the creation and issuance of all keys and electronic card access programming with the exception of University Housing residents.
    2. Keys or UTSA Card access are issued only in accordance with the following guidelines:
      1. Keys and UTSA Card access to UTSA buildings will be issued only to authorized UTSA affiliates in accordance with this policy.
      2. Duplication of a UTSA key is strictly prohibited.
      3. Transferring keys from one UTSA affiliate to another is strictly prohibited.
    3. Requesting a Key or UTSA Card Access
      1. Keys or UTSA Card access is requested by submitting a Request for Mechanical Key or Card Access Request form (available at the UTSA Police Department, Access Services website: http://www.utsa.edu/access/).  The form must be approved by the appropriate administrative official who will certify the affiliation and access authorization of the individual for whom the key or card access is requested.
      2. The University Police Access Services office will notify the requesting academic or administrative department when the key or UTSA Card access programming request has been completed and to arrange for pickup or delivery of keys.
    4. Lost or Stolen Keys or UTSA Cards
      1. The loss or theft of a key or UTSA Card must immediately be reported to the UTSA Police Department and to the immediate supervisor or administrative official with responsibility for the facility. (Note: Residential students should immediately report a lost card to the residential facility staff.)
      2. A police report will be completed and a police investigation conducted.  Based on the results of the investigation, the Chief of Police in consultation with the Vice President for Business Affairs will make a determination whether it is necessary to re-key the facility for the lost or stolen key.
      3. Replacement of lost or stolen keys requires a completed UTSA Access Services “Request for Mechanical Keys” form with an authorized account number.
      4. If a facility must be re-keyed to restore security to the facility, academic and administrative departments will only be charged for new keys.
    5. Procedures for Returning Keys and UTSA Card
      1. Keys shall not be transferred from one UTSA affiliate to another.
      2. When a non UTSA employee terminates their affiliation with UTSA, they must return the issued key(s) and or card to the University Police Access Services upon terminating their affiliation with UTSA. Students are not required to return their UTSA Card.
      3. When a UTSA or UT System employee terminates employment, they must return keys or card in accordance with HOP policy 4.14, Separation of Employment for UTSA Personnel, and follow all required procedures.  Keys should be returned to Access Services by the terminating employee’s supervisor.
      4. Keys that are issued by the University Housing must be returned directly to the designated University Housing official. University Housing staff are responsible for terminating card access for all residents.
      5. All UTSA Card access that is controlled by the University Police Access Services office is terminated and deleted by the Access Services' office staff.
      6. Keys may not to be sent through campus or postal mail service.
    6. Daily or Temporary Use Keys or UTSA Card Access
      1. Daily or temporary use keys or UTSA card access issued by the Access Services Office
        1. Daily or temporary issue keys or UTSA Card access provided by the Access Services Office for access assigned to UTSA affiliates for service work, maintenance, construction or similar services may only be approved by the Associate Vice President for Facilities.
        2. Access to facilities will begin and end on the authorized date and time provided and approved by the Associate Vice President for Facilities.
        3. UTSA employees that are provided with daily or temporary issue keys issued by the Access Services Office must present a current UTSA Card to sign-out keys.
        4. UTSA affiliates who are not UTSA employees must present valid government-issued identification and employment identification to sign-out keys issued by the Access Services Office.
        5. Daily issue keys must not be transferred or loaned from one person to another.
        6. It is the Associate Vice President for Facilities, or his/her designee’s, responsibility to ensure that daily and temporary issued keys are returned to the Access Services Office by the end of the business day at 5:00 p.m., except as provided by 6.a.7 below. 
        7. Certain projects may require the use of daily issue keys beyond the 5:00 p.m. deadline. For those projects, the Associate Vice President for Facilities or his/her designee can authorize an exception allowing such keys/cards to be returned after 5:00 p.m. Keys returned after 5:00 pm must be returned to the UTSA Police Communications Center, Physical Plant Building Rm. 1.106, which is open 24 hours.
        8. Access Services will inventory daily use keys and notify the Director of Security Systems if any issued keys have not been returned.
        9. The Director of Security Systems or designee will notify the Associate Vice President for Facilities or his/her designee when daily or temporary use keys have not been returned.
      2. Daily use keys issued by electronic key dispensers
        1. Designated daily use keys are available for use by the Office of Facilities staff via UTSA electronic key dispensers located at the Main, Downtown, and Hemisfair Park campuses.
        2. Requests for access to an electronic key dispenser must be submitted and approved as a mechanical key request through normal procedures.
        3. Keys checked out via the electronic key dispenser are only available to authorized staff whose UTSA Card has been programmed into the system.
        4. Daily issue keys must not be transferred or loaned from one person to another.
        5. If a key is not returned to the key dispenser by the end of the business day, 5:00 p.m., Access Services will be notified. The Director of Security Systems or his/her designee will notify the appropriate Office of Facilities department ead when daily use keys have not been returned.
      3. Daily use keys for building operations or custodial services issued by building managers, department heads or supervisors
        1. Keys assigned to building managers, department heads, or supervisors for operations, custodial services within individual campus buildings are controlled by the building manager, department head, or supervisor to conduct daily operations as authorized and approved under 4.c. in the "Responsibilities" section of this policy.
        2. Building managers, department heads, and supervisors must ensure that keys issued to employees for daily use are returned to them at the end of the work day.
        3. Building managers, department heads, and supervisors must ensure that daily use keys are monitored and tracked via a signature checkout log maintained by the manager, department head or supervisor. An approved checkout log form is available through the Access Services Office.
    7. UTSA Housing
      1. The UTSA Office of Housing and Residence Life is responsible for all access for UTSA Housing residents.
      2. Housing and Residence Life engages Access Services to key all non-residential rooms within UTSA residential housing facilities.

    8. Key and UTSA Card Inventory
      1. On or before October 15 of each year, the Access Services Office will provide each administrative official with a current list of authorized UTSA affiliates who have been issued key(s) and or access by UTSA Card to university facilities within their area.
      2. The administrative official is required to verify the necessity and authorization of each individual’s electronic card access and conduct a physical inventory of keys issued to UTSA affiliates. 
      3. The physical inventory of keys requires a visual inspection of the issued key by the administrative official or their designee and verification of the key number and name of the UTSA affiliate. A record of the key physical inventory will be recorded on the Annual Key Inventory form provided by the Access Services Office.
      4. The inventory shall be completed on an annual basis with results to Access Services by December 15th.
      5. Upon return of the verified access list, the Access Services Office will reconcile approved access with the official records/data base.
      6. Keys that are unaccounted for or are missing will require the department to file a lost key report with the UTSA Police Department as required by this policy.

    FORMS AND TOOLS/ONLINE PROCESSES


    Access Services Website
    http://www.utsa.edu/access/

    Mechanical Key Request Form
    http://www.utsa.edu/access/UPD%20Access%20Request.pdf

    Electronic Card Access Request
    http://www.utsa.edu/access/buildings.cfm