Formerly Executive Memorandum 93-104
Initially approved August 1, 1993
Revised January 8, 2001
Administering Office: Physical Plant and University Police
It is desirable to have campus facilities open and available to serve their intended
purposes. At the same time, the University has important responsibilities for the
safety of persons and the safekeeping of property within its buildings. Consequently,
a responsible balance must be drawn between concerns for accessibility and security.
To that end, the following policies shall apply: Monday through Friday, with the exception
of faculty and staff who maintain permanent office assignment in the building, academic
buildings are to be vacated and locked by Physical Plant custodians when custodial
services are completed, generally between 11 p.m. and midnight; they are to remain
locked until Physical Plant housekeeping personnel open the buildings at approximately
7 a.m. the following morning. On Saturday, housekeeping personnel will unlock the
academic buildings by 8 a.m.; they will be re-locked at approximately 5 p.m. on Saturday
and remain locked until Monday morning.
Exceptions to the standard schedule will be considered if satisfactory provision can
be made for monitored use during hours when a building would otherwise be secured.
The Director of University Police and the Director of Physical Plant should be consulted
during the planning process for proposed exceptions. Exceptions must be approved by
the Vice Chancellor for Academic Affairs and the Vice Chancellor for Administration
Other campus buildings will open and close according to the schedule of staffed operations
in each building. Responsibility for recommending opening and closing hours for each
campus building is assigned to the building coordinator. Proposals should specify
who will lock and unlock exterior doors, when and where staff or monitors will be
present, and the kind of uses to be accommodated. The Vice Chancellor for Administration
and Finance will receive these proposals, coordinate necessary review, and forward
them to the Chancellor for action.
Control of and accountability for keys are essential elements in the balance between
building accessibility and security. Keys should be issued only to University personnel
with clear and recurring need for them. Faculty members and administrative officers
generally will have exterior door keys for the building in which they work. Building
coordinators will commonly have master keys for an entire building. Department heads
may be authorized to possess submaster keys. (Policy #13 specifies persons who are
authorized to have master and submaster keys.) Keys, especially master keys, should
be kept on the authorized holder's person or in a secured location. Department heads
and building coordinators should maintain current records of persons to whom keys
are issued and should act to recover keys when faculty and staff members leave University
employment or no longer have valid need for the keys issued to them.
To re-key an entire building is expensive and time-consuming. Key-holders, therefore,
are urged to guard against unauthorized access to their keys, to relock secured doors
when they enter and leave a building, and to report observations of unauthorized entry
to University Police.