OP 61.15: Control and Issue of Keys to University Buildings

 

[Moderate revision–posted 6/24/26 (replaces 9/25/20 edition)]

 

Operating Policy and Procedure

OP 61.15: Control and Issue of Keys to University Buildings

DATE: June 24, 2026

PURPOSE: The purpose of this Operating Policy/Procedure (OP) is to provide increased security of university facilities, establish guidelines for key use, and provide for the central administration, control, and issuance of all university keys. Key control and key issuance for housing and several other Auxiliary services are not included in this OP.

REVIEW: This OP will be reviewed every two years after publication by the Associate Vice President for Operations, the Assistant Vice President for Support Services for Operations, and the Chief of Police with substantive revisions forwarded to the Senior Vice President for Administration & Finance and Chief Financial Officer.

POLICY/PROCEDURE

1.  General Policy

a.    This OP provides a standard key control system common to the entire university for the management and issuance of all keys to university facilities. It is administered by the Associate Managing Director of Technology Services for Operations through the university’s security systems manager within the Texas Tech University Building Access Service Center (TTUBASC), with university keys and key records issued and maintained by the TTUBASC.

b.    A university key is identified as any key that allows access to a campus building or space within a building issued to an individual by the TTUBASC and approved by the designated department. Each key is state property entrusted to the individual for their exclusive use. Defacing, marking, altering, duplicating, loaning, or selling any university key is prohibited.

c.    Department heads will maintain control of keys for department equipment, files, desks, etc. The TTUBASC will control only building keys but will respond to service requests for any repair necessary on a departmental charge basis.

d.    An individual key holder will be authorized only one key per room or space.

2.  Central Key Control

a.    The following responsibilities are assigned to the TTUBASC:

(1)    Program, develop, and assign all keyway systems, codes, and schedules for university facilities.

(2)    Maintain a central key control file and up-to-date records of all keying systems. Identify all keys assigned to individuals through the Key Management System (KMS).

(3)    Process all key requests and receive, cut, and issue all keys. The TTUBASC will receive all keys to new facilities or locks from contractors or vendors. Distribution will be made via the KMS.

(4)    Secure all unassigned keys.

(5)    Authorize short-term key issuance for Physical Plant personnel or other service providers as required.

(6)    Perform or coordinate all lock work.

(7)    Coordinate and report all re-keying and lost key reports with the Texas Tech Police Department (TTPD) and department heads concerned.

(8)    Receive, record, and issue receipts for keys from separating or transferring personnel.

(9)    If known, inform the departments, including the TTPD, of any separating employee or student who fails to return any key.

b.    The following responsibilities are assigned to department heads:

(1)    Authorize or approve the issue of departmental keys to assigned personnel by using the Key Management System (KMS).

(2)    Department head additions/removals can be completed on the KMS information site or through an email to the TTUBASC. Additions will need to be approved by the department chair.

(3)    At the discretion of the department head, a specific person may be authorized to coordinate departmental key issuance. The department will be responsible for notifying the TTUBASC of this authorization and submitting the signature for file records.

(4)    Withdraw authorization of key issuance and request the return of all keys.

(5)    Report to the TTUBASC all key holders who are separated or transferred to another department or activity, in accordance with OP 70.19, Employee Exit Procedures.

(6)    Report lost keys to the TTUBASC and the TTPD.

c.    The following responsibilities are assigned to individual key holders:

(1)    Obtain authorization from the department head for the issuance of specified keys. Key requests are to be made through the KMS.

(2)    Personally pick up authorized keys from the TTUBASC with proof of ID and electronically sign for keys issued through the KMS.

(3)    Maintain security of all keys issued. University keys are state property and are not to be defaced, marked, altered, duplicated, loaned, borrowed, reassigned, or sold.

(4)    Report lost keys to the department head, who is responsible for notifying the TTUBASC

(5)    Return keys to the TTUBASC when separating or transferring to another department. Keys should not be turned in to the department head. The TTUBASC will issue return of the keys through the KMS.

3.  Request for Special Keying or Key Changes

a.    Special security keying of specified rooms may be permitted with the written request of the department head. Such special keying will remain within the coding of the building keying system and will be set up by the TTUBASC. Any request to remove a room or area from the building master key system must be approved by the Assistant Vice President for Support Services for Operations Division. Keys for such areas will be available to the TTPD. Areas removed from the master key will not receive custodial or maintenance services except by special arrangements. The cost of specialty re-keying will be the responsibility of the requesting department.

b.    Private locks, individually or departmentally owned, will not be installed on building facilities. TTUBASC personnel will remove, install, change, or repair any lock used for space control. Any unauthorized locks, including padlocks installed for space control, will be removed and confiscated by the TTUBASC. The cost of a new lock and any repairs to doors, door frames, etc., made necessary by any such lock installation will be charged to the individual or department responsible for the installation of the unauthorized lock.

c.    The cost of re-keying a room, area, or building will be the responsibility of the requesting department when the re-keying is a result of lost keys, the lack of proper key control by an individual or department, theft by persons known or unknown, or simply the approved business need to change locks.

d.    Normal maintenance on existing lock or keying systems will not result in a departmental charge. A few examples include new construction, renovation projects, or scheduled work by Facilities Maintenance or Engineering & Construction to meet the requirements of a new program.

4.  Eligibility and Key Levels

a.    Keys will be issued through the KMS for requests that have been approved by the department head to individuals with a valid form of identification.

b.    The building master key is the highest-level key available for issue. It will operate all groups of locks within a building. The building master is available for issuance only when one department occupies the entire building and, then, only to the department head who has the primary responsibility for the operation of the department occupying the building. The department head may authorize a maximum of five master keys. Master key issuance must have the approval of the Assistant Vice President for Support Services for Operations and written justification. All requests will be checked against departmental records for the maximum number issued. Additional master keys will require written justification from the department head and approval of the Assistant Vice President for Support Services for Operations. Master keys will be available to the TTPD and Custodial Services for permanent issue. Temporary checkout may be made to certain Physical Plant personnel or other service providers as required. The keys issued will be recorded on the Temporary Key Issue Record (see Attachment B) of the TTUBASC.

c.    The departmental master key is the highest-level key available for issue when more than one department occupies a building. The departmental master will operate all locks to spaces assigned to a department within that building and are classified on the same level as a building master. The department head may authorize up to five departmental master keys, each requiring written justification. Requests for additional master keys must include written justification from the department head and require approval by the Assistant Vice President for Support Services.

d.    The departmental sub-masters are medium/high-level keys available for issue in a department. The sub-master will operate a certain group of locks within a department. The department head may authorize a maximum of 15 sub-master keys of each series available to department personnel. The issuance of all available sub-master series to one individual will not be allowed. All requests for sub-master keys will be checked against departmental records for the maximum number issued and series identification.

e.    Individual keys are those that will operate individual locks, two or more locks keyed alike, or areas cross-keyed for departmental functions. Keys may be issued to department personnel at the request and approval of the department head.

f.    Building access doors (outside doors) are keyed to a separate key. The outside doors will not be on the building keying system or the building master. The issue of keys for outside doors will be made to those individuals who must work or have access to a building at other than normal working hours. Approval by the department head is required for key issuance.

g.    The campus is divided into zones for keying systems. Outside doors to buildings will be the first to be keyed to zones, and each building within each zone will have its own outside door key. An outside door zone master will be available only on written approval of the Assistant Vice President for Support Services to employees with a demonstrated need for access to the entire zone after normal work hours (e.g., the Fire Marshal and TTPD). There is no grand master key for all buildings within a zone; only the outside doors of buildings within a zone will be master keyed.

h.    The tunnels, mechanical equipment rooms, and custodial rooms are keyed to specific keyways not on the building system and are not available for departmental use. These areas are the assigned responsibility of the Senior Managing Director of Facilities Maintenance (FM) and the Managing Director of Services. Building occupants normally will not have access to these areas. Any request for keys must be fully justified in writing by the department head and approved by the Senior Managing Director of FM (tunnels and mechanical rooms) or the Managing Director of Services (custodial rooms).

i.    Keys will be issued to students at the discretion and approval of each department head. The student and the department head share joint responsibility to ensure that all keys are returned to the TTUBASC when the student has concluded all departmental activities (see section 5.e).

j.    Keys will be issued to contractors/vendors through the TTUBASC using the Temporary Key Issue Record (Attachment B).

k.    TTUBASC must be notified of restricted areas with clear procedures for key issuance. Department heads are responsible for providing and maintaining this information with TTUBASC, who will coordinate with TTPD.

5.  Procedures for Receiving and Returning Keys

a.    New key requests will be submitted through the KMS website. The KMS can also be used to track the status of specific requests and requires two levels of approval, including the department head and security manager.

b.    Keys will be returned to the TTUBASC by the person to whom they were issued by providing proof of identity by logging onto the KMS at the TTUBASC.

c.    No charge or deposit is required for the issuance of keys; however, the department may be charged for any re-keying required if a separating employee fails to return keys. Also, keys requested and not picked up after 90 days will incur a charge.

d.    If a department is occupying new facilities or if a large area has been re-keyed and a large quantity of keys is required for issue, the TTUBASC may make special arrangements with the department to deliver and issue keys at a specified time and place. The department head must enter a KMS request for each person that includes the requested rooms. A minimum of 24 hours should be allowed for processing the requested keys, and the magnitude of the work required will be a determining factor. When the keys are ready, the TTUBASC personnel will deliver and issue them at the arranged time. Individuals must be present to sign for and provide identification to receive said key(s). Those not present at the time of this special issuance will be required to pick up keys at the TTUBASC shop with the Physical Plant at the corner of Main and Flint. Picking up keys will require the individual’s electronic signature within the KMS.

e.    Keys issued to students will be at the discretion of the department head but should follow the guidelines as set forth below:

(1)   Long-term issuance (six weeks or more) is normally reserved for graduate students, student assistants employed by the department, and for some student projects. Keys issued to these students will be through normal channels, approved by the department head. The TTUBASC will be responsible for issuing keys to the individual.

(2)    Short-term issuance (less than six weeks) is sometimes required for student projects. The department head may appoint a faculty/staff member as supervisor or project manager for such activities, and this supervisor may issue keys to students for short-term use. The TTUBASC will issue the specified keys to the supervisor, who will be fully responsible for the security and control of the keys. The supervisor will check out and retrieve the keys from the students as the activity dictates and will maintain a comprehensive key issue/return record at all times. Should the supervisor change, all keys will be returned to the TTUBASC for reissue to the new supervisor. If the student activity is discontinued and key issuance to students is no longer required, all keys issued for this purpose will be returned to the TTUBASC. The supervisor will return all keys to the TTUBASC at the end of the spring semester.

The intent of this section is to allow department-controlled flexibility in working with students. It is not to be construed as a means by which departments can request extra keys assigned at random for the convenience of the faculty and staff. Keys will be issued to contractors/vendors at the discretion of the department head. Temporary keys may be checked out at the TTUBASC via the Temporary Key Issue Record (Attachment B).

6.  Transfer of Keys

Under no circumstances will any key be transferred from one person to another. All keys will be returned to the TTUBASC, with reissues made only by the TTUBASC and proper approval of the department head.

7.  Recovery of Keys from Key Holders

a.    The department head will be responsible for notifying the TTUBASC of the separation or transfer of any staff or faculty member to whom keys have been issued and will instruct the individual to return key(s) to the TTUBASC.

b.    Upon the return of all keys to the TTUBASC, the individual will log on to the KMS, and TTUBASC personnel will verify receipt of said key(s). Any space re-keying required by an individual’s failure to turn in keys will be at departmental cost.

8.  Loss or Theft of University Keys

a.    The loss or theft of keys should be reported immediately to the TTUBASC and the TTPD. The TTUBASC will record and identify the locks affected by the lost key and notify the respective department head.

b.    The department head will determine whether re-keying the affected area is necessary. The department responsible will be charged for any required re-keying, but charging the person responsible for the lost key will be at the discretion of the department head.

9.  Re-keying

All requests for re-keying of a space, area, or building will be made by the department head and at that department’s expense. The request should be submitted on a work order through iServiceDesk, by email at operations@ttu.edu, or by phone at 806.742.4OPS (4677).

10.  Transfer of Existing Key Control Records and Unissued Keys

a.    All university building keys are to be issued from the TTUBASC. Department heads will retain and secure all unissued keys until picked up by TTUBASC personnel and entered into the KMS via the Operations Division website.

b.    Existing keys issued to department personnel will not be transferred. As keying systems in campus buildings are changed to the new restricted keyways, old keys should be returned and new keys issued. This step will promote updating the individual’s key inventory.

11.  Annual Access Assignment Certification

Department heads will be asked to certify access assignments annually using KMS. The certification will include validating assigned keys, validating terminated employees’ key returns, and reporting lost keys. Key assignment information can be monitored at any time using the KMS.

 

Attachment A: KMS Key Request

Attachment B: Temporary Key Issue Record

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