745  Building Access

Approved by President
Effective Date: June 5, 2017
Responsible Division: Business and Finance
Responsible Office:  Facilities Services
Responsible Officer:  Assistant Vice President, Facilities Services

I. Purpose

This policy establishes and maintains system integrity in the issuance and return, accountability, and record keeping of Middle Tennessee State University (MTSU or University) building access, thus providing for the security of, and access to, campus facilities.

II. Mechanical Access

A.  Employees may be issued keys to University buildings upon recommendation and approval of the proper authority. A Key Request Form must be completed by the employee requesting access.

B.  Keys may not be transferred from one individual to another (even within the same department), unless a Key Request Form has been filed with the Key Shop in Facilities Services.

C.  Duplication of University keys is the responsibility of the University locksmith. It is prohibited for individuals to duplicate University keys. 

D.  Individuals to whom University keys are issued are responsible for their physical security, and their use. The loss or theft of any key must be reported immediately to University Police and the Academic/Administrative Department Chair/Director, who, in turn, will notify the Key Shop in Facilities Services.

 E.  Lost keys, which have been found, should be forwarded immediately to the Key Shop in Facilities Services. The keys will be identified and returned to the owner or destroyed and removed from the records.

F.  Core changes will be made only upon the request of a person responsible for that area after they have evidence that security has been lost on an individual lock. Keys that can be accounted for must be returned when a core change is made before new keys are issued.

G.  Each Academic/Administrative Department Chair/Director will be required to certify the accuracy of an inventory list of keys issued for areas under his/her jurisdiction. In order to maintain current records and promote security, this certification should be performed annually at a minimum. 

H.  The Academic/Administrative Department Chair/Director is responsible for the inventory of all keys and the return of the keys to the Key Shop in Facilities Services when they are no longer approved for an individual’s use. This applies to transfers, change of status or other conditions where keys are no longer needed by the employee.

I.  The Academic/Administrative Department Chair/Director will issue written verification to the person returning keys, showing date and identification of keys returned.

J.  Employees who terminate their service with the University or transfer to other Departments are responsible for returning their keys to the Department Chair/Director.  Failure to return keys to clear all accounts could delay distribution of the employee’s final paycheck. See Policy 860 Exit Interview/Check-Out Procedures for Terminating Regular Employees.

III. Electronic Access Control

A.  Employees may be issued access to University buildings via the electronic access control system upon recommendation and approval of the proper authority. An electronic access control form must be completed by the employee requesting access.

B.  Individuals to whom University ID cards are issued are responsible for their physical security and their use. The loss or theft of any ID card must be reported immediately to the ID Office, who, in turn, will notify the Key Shop in Facilities Services.

C.  Students are issued electronic access to buildings, classrooms, and labs per written request by the department.

D.  Reporting lost ID cards is the responsibility of the card holder. A card holder may not permit any other person to use the card assigned to the card holder.

E.  If an employee terminates service with the University or transfers to another department, it is the responsibility of the department to notify the Key Shop to terminate card access.

IV. Process

Persons requiring access to buildings should go to the Facilities Services Building Access website

Forms:  

Electronic Access Request

Key Request

Key Return

Revisions: none.

References: Policy 860 Exit Interview/Check-Out Procedures for Terminating Regular Employees.