Manual of Business Procedures - Keys and lock service, Section 225

POLICY NAME: Keys and Lock Service – MBP Section 225, POLICY NUMBER: UW-04-03 
The complete and official policy is available on the policy website. Information below is for reference and additional information. 

The Key Shop, located in the Infrastructure Planning and Facilities Building at 1147 Chestnut Road, room 147, is responsible for issuing all original and duplicate keys for Michigan State University facilities.

I. General

This policy outlines procedures to obtain original and duplicate keys to Michigan State University buildings and to obtain various other lock services to help ensure the safety and security of university facilities. The complete policy is available on the policy website.

Emergency service is available after regular business hours and on weekends and holidays by calling Contact MSU (517) 353-1760. Contact MSU Police to request after-hours building access.

II. Authorized signatures

A. Authorized Key Requester is a designated unit representative that controls the distribution and duplication of keys for their assigned areas.

B. This authority is recognized by pre-submitted and approved Key Authorization signature cards. No key will be issued by the Key Shop without the written approval and a WO from an authorized key requestor such as a unit administrator.

C. Each department or college is responsible for periodic reviews of the master list of authorized key requestors and must submit revised authorized signatures to reflect staff changes.

III. Key duplication procedure

A. Original keys for a building and major building alterations are charged against the construction costs. Duplicate keys are charged to departmental accounts.

B. Duplicate keys are obtained by completing the online service request form. A separate form must be completed for each type (code) requested (i.e., master, submaster, room key, misc. key).

C. The Request for Keys must be submitted from an authorized key requestor.

D. The person receiving the keys signs both copies of the Request for Keys. The original is returned to the department and the duplicate is retained by the Key Shop.

IV. Key assignment

A. Each college, department, or division issues keys to its personnel and is responsible for keeping records to assure building security and control.

B. The form Assignment of Keys by Departments, (available at the Key Shop to be purchased) assists in this record keeping. One completed copy should be filed in key number sequence and one copy alphabetically by name.

C. All keys should be returned to the department when an employee transfers or leaves the University. If any key is not returned, the department should complete a Collection Advice form requesting the Accounts Receivable Division of the Controller's Office to collect an appropriate amount. The amount may vary substantially, based on the type of keys, security needs and the cost of reestablishing security.