Key Policies, Procedures and Requests

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 Hawaiʻi – West Oʻahu (UHWO).

1. Keys refers to any instruments used to access university facilities including fobs and cards.
2. This policy applies to all faculty, staff, students, visitors, vendors and contractors requesting access to any UHWO facility or area/room located therein.
3. On-Campus Property, as defined in 34 CRF 668.46(a):
   1. Any building or property owned or controlled by an institution within the same reasonably contiguous geographic area and used by the institution in direct support of, or in a manner related to, the institution’s educational purposes, including residence halls; and
   2. Any building or property that is within or reasonably contiguous to the area identified in paragraph (1) of this definition, that is owned by the institution but controlled by another person, is frequently used by students, and supports institutional purposes (such as a food or other retail vendor).

1. Key Holder and Department Agreements and Responsibilities
   1. All key holders are responsible for maintaining building security.
   2. The holder of keys to any UHWO space or facility assumes responsibility for the safekeeping of the key and its use.
   3. Key holders agree that the UHWO keys are the property of this 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 or stolen key. In an effort to minimize the loss and/or misuse of keys, all key holders are strongly encouraged to leave UHWO 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.
      Keys will be returned immediately to Auxiliary Services or Campus Security Department when an employee’s employment with the UHWO has terminated. Departments will be billed for any unreturned keys.
   8. Any found University keys shall be turned in to Campus Security and/or Auxiliary Services.
2. Key Request Procedures and Guidelines
   1. All key requests must be authorized by one of the following:
      1. Chancellor
      2. Vice Chancellor for Academic Affairs
      3. Vice Chancellor for Administration
      4. Vice Chancellor for Student Affairs
      5. Auxiliary Services
   2. An AiM request accompanied by a completed Employee Key Request Form must be submitted when requesting keys and/or Fobs.
   3. Employee Key Request Forms must be filled out completely. Note: AUXILIARY SERVICES WILL NOT ISSUE KEYS WITHOUT A FULLY COMPLETED FORM.
      AiM requests and Employee Key Request Forms must be submitted at least 5 business days in advance. Last minute requests will not be accepted.
   4. Requests to access space(s) occupied by other departments/divisions must be authorized by the person in charge of that department/division/space.
   5. Auxiliary Services reserves the right to deny entry to campus spaces or areas.
   6. After Auxiliary Services receives the authorized form, the requesting department will be notified when the keys are ready. It is up to the requesting department to notify the employee that their key is ready to be picked up. Note: Having the employee contact Auxiliary Services to schedule their pickup day and time is recommended.
   7. Employees must present a valid photo ID at time of pickup.
3. Key Fees
   There are no costs for keys upon initial issuance or for damaged or broken keys. See the section below pertaining to fees related to lost or stolen keys.
4. Temporary Keys
   1. In certain cases, temporary keys may be issued. Keys that are not returned on time will be subject to replacement fees.
   2. Requests for temporary keys must be submitted via AiM and include a completed and signature-authorized Employee Key Request Form.
5. Returning Keys
   1. Upon leaving the UHWO or when requested, individuals shall return their key to Auxiliary Services.
   2. Auxiliary Services reserves the right to request the return of keys at any time.
   3. In the event that keys are not returned, it is the responsibility of each department to contact the key holder(s) to retrieve any outstanding keys.
6. Lost or Stolen Keys
   1. Lost and/or stolen keys shall be reported immediately. For lost keys, please submit a Lost Key Form. Stolen keys should be reported immediately to Campus Security by calling (808) 689-2911. 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.
   2. Replacement Key Charge: $16.00 per key
   3. Replacement Fob Charge: $4.50 per fob
   4. Replacement Lock Cylinder: $90.50 per cylinder
   5. All replacements include a $75.00 per hour labor charge for each job (e.g., key replacement is $16 + $75/hour labor = $91 total charge)
7. Damaged Keys
   Broken or damaged keys should be immediately turned in to Auxiliary Services for a replacement. Broken or damaged keys will be replaced at no charge.
8. Lockout/Access
   Key Holders who have locked their keys in the office should contact Campus Security by calling (808) 689-2911.
9. Forms
   1. Key Request Form
   2. Lost Key Form
10. These policies subject to change without notice.
11. Key audits may be performed occasionally at the discretion of the Auxiliary Services and/or Campus Security department(s).

Authority to assign keys is delegated to the Director of Auxiliary Services.

Auxiliary Services Office via Food Service & Events (FSE), 689-2528 or by email at uhwofse@hawaii.edu.

None.

None.