Access Control Policies and Procedures

Purpose

The purpose of this policy is to provide optimal physical security and safety for building occupants and to protect the assets of the University of Hawai‘i – West O‘ahu (the University).

Scope

This policy applies to all faculty, staff, students, visitors, vendors and contractors requesting access to any University facility or area/room located therein.

Definitions

  1. Key: Any object that allows access to a secured or locked area. This includes, but is not limited to, a mechanical key, key FOB, or key card.
  2. Key Holder: Any person or persons to whom a key has been issued. This includes, but is not limited to, full- or part-time employees, and may also include non-employees such as contractors, vendors or any other persons authorized to access a University space or facility.  Students are NOT eligible key holders and will not be issued keys.

Key Holder and Department Agreements and Responsibilities

  1. All key holders are responsible for maintaining building security.
  2. Key holders for any University space and/or facility assume responsibility for the safekeeping of the key and its use.
  3. Key holders agree that the University keys are the property of the University.
  4. Key holders shall NOT loan or transfer their keys to any other individual.
  5. Key holders understand that should a loss occur due to a loaned key, the key holder will be responsible for the financial impacts of the lost and/or stolen key and replacement of any fixtures, cores, and hardware. In an effort to minimize the loss and/or misuse of keys, all key holders are strongly encouraged to leave University keys in a secure location during non-working periods.
  6. Key holders shall NOT unlock a building or room for another individual.
  7. Key holders shall NOT duplicate keys. Duplication or possession of unauthorized keys is strictly prohibited and additional sanctions may result.  Possession of unauthorized keys will result in the immediate confiscation of the unauthorized keys and access for the authorized key holder may be revoked.
  8. Keys shall be returned immediately to Auxiliary Services when an employee’s employment with the University has ended or a contractor’s work has been completed.  Departments will be billed for any unreturned keys.
  9. Any found University keys shall be turned in to Auxiliary Services.
  10. Keys shall be returned in the same condition that they were issued in.  Any alteration of the key (marks, stickers, guards, etc.) shall be removed prior to return.  If a key has been permanently defaced, the key holder will be billed for a replacement.

Key Request Procedures and Guidelines

All key requests must be authorized by at least one of the following.  Some situations may require more than one authorizer.  Access to spaces can only be authorized by the Chancellor/Vice Chancellor in charge of that space.  Requests authorized by the Chancellor or Vice Chancellors do not guarantee access–security and safety will be taken into consideration for all requests.

  1. Chancellor
  2. Vice Chancellor for Academic Affairs
  3. Vice Chancellor for Administration
  4. Vice Chancellor for Student Affairs
  5. Auxiliary Services

An Employee Key Request Form must be submitted when requesting keys and/or FOBs.

Forms shall be processed as follows:

  1. Requester completes and submits the Employee Key Request Form for the intended Key Holder.  Note:  Requesters must have a UH username and password to access the form and intended Key Holders must meet the requirements listed in the Key Holder definition above.
  2. Auxiliary Services performs an initial review of the submitted form and if approved, forwards to the appropriate authorizer.
  3. Authorizer reviews the submitted form and approves or denies the request.
  4. Auxiliary Services performs a final review of the authorized form.
  5. Auxiliary Services will contact the intended Key Holder to schedule a pick up day/time for approved requests.  Submitters will be automatically notified if a request has been denied.

Employee Key Request Forms must be submitted at least 5 business days in advance. Last minute requests will not be accepted.  If immediate access is needed, please contact Campus Security.

Requests to access space(s) occupied by other departments/divisions must be approved by the authorizer in charge of that department/division/space.

Employees must present a valid photo ID at time of pickup.

Auxiliary Services reserves the right to deny entry to campus spaces or areas.

Returning Keys

All keys/FOBs must be returned to Auxiliary upon any or all of the following

  1. Key Holder’s employment at the University has been terminated/ended
  2. Contract and/or affiliation with the University has been terminated/ended
  3. Access to the designated spaces is no longer required or has been revoked
  4. Access to the designated space has been deemed a security and/or safety risk

Auxiliary Services reserves the right to request the return of keys/FOBs at any time.

In the event that keys are not returned, it is the responsibility of the each department to contact the key holder(s) to retrieve any outstanding keys. Any related fees for outstanding keys are the responsibility of the Key Holder’s sponsor/department.

Lost or Stolen Keys

Lost and/or stolen keys must be reported immediately by submitting a Lost Key Form. Stolen keys must be reported immediately to Campus Security  A Campus Security Report must be filled out prior to a replacement key being issued. Key replacements will be issued as soon as possible. Auxiliary Services will determine if a lock needs to be re-keyed. A fee will be charged for lost or stolen keys, and/or to re-key the spaces accessible by the lost key. This may include the cost of replacing the lock cylinders and the keys associated with that particular lock.

  1. Replacement Key Charge:  $35.00 per mechanical key
  2. Replacement FOB Charge:  $50.00 per FOB
  3. Replacement Lock Cylinder: $150.00 per cylinder

For security reasons, lost and/or stolen keys may require a lock cylinder to be changed.  In the event that a lock requires replacement/re-keying, the key holder responsible will be charged for the replacement lock as well as any keys that required replacement due to the change.  Example:  an office key is lost and there are 4 keys for that office, the key holder would be charged $35.00 for the key that they lost, an additional $150.00 for a new cylinder, and $105.00 to replace the 3 additional keys for a total charge of $290.00.

Broken or Damaged Keys/FOBs

Broken or damaged keys and/or FOBs should be immediately turned in to Auxiliary Services for a replacement. Broken or damaged keys will be replaced at no charge.  Note:  Replacement keys/FOBs may not be available for immediate replacement.

Lockouts

Key Holders who have locked their keys in the office should contact Campus Security  Do NOT contact auxiliary services for lockouts.

These policies subject to change without notice.

Auxiliary Services may conduct occasional key audits to confirm that key holders are still in possession of the keys that have been issued to them.  In the event that a key cannot be presented during a key audit, key holders may be charged for missing keys and other related costs (lock replacements, etc.).  Failure to report missing keys/FOBs may result in the forfeiture of all University issued keys/FOBs.

Employee Key Request Form
Lost Key Form