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Key and Electronic Lock Procedures

Procedure
Purpose: 

To articulate the procedures for installation, maintenance, and replacement of conventional locks and electronic locks. These procedures address door keys, including PX and SKD (special use keys); the procedures does not address keys to file cabinets, desk drawers, lockers, or car keys.

Applies to: 

All facilities of the University of Kansas Lawrence. This also includes any facilities leased by University departments. Affiliated units subject to this policy include the Kansas Memorial Unions, KU Alumni Association and Kansas Athletics, Inc.

Campus: 
Lawrence
Edwards
Yoder
Policy Statement: 

Funding Obligations
The University has an obligation to fund security access to a minimum standard as set by the University.

In most cases, funding for additional department security requirements will be funded by the department. The unit is responsible for providing the information necessary to program all electronic locks (networked and non-networked).  Units are also responsible for costs associated with all electronic locks.  If an electronic lock system ceases to function properly once outside of the manufacturer’s warranty, it will be repaired or replaced at the unit’s expense.

Keys

When circumstances warrant, units may request re-keying of locks. All requests for re-keying due to lost or stolen keys, departmental changes, or programmatic changes are billable work. Re-keying a centrally-scheduled classroom requires approval from the Vice Provost for Administration and Finance in consultation with the Senior Vice Provost for Academic Affairs.

Requesting a Key

  • Requestor completes online Work Request at facilities.ku.edu.
  • Work Management notifies Public Safety Office.
  • Public Safety Office reviews criteria and notifies requestor of approval/denial and provides requestor a cost estimate.
  • Public Safety Office/Security Device Services (SDS) produces keys for approved requests.
  • Requestor is notified by Public Safety Office that keys are ready for pick-up.
  • The requestor and/or the recipient sign and date the key receipt and retain one copy, the original signed receipt remains with Public Safety Office. 

Suspension of Access

  • Department is responsible for retrieving employees key(s) and returning keys to Public Safety Office/Security Device Services (SDS). 
  • Department is responsible for notifying Public Safety Office/Security Device Services (SDS) within two working days of suspension of access.  In addition, Human Resources is responsible for notifying Public Safety Office/Security Device Services (SDS) of suspension or terminations of employees.Public Safety Office is responsible for picking up key(s) and returned key receipt(s).

Lost or Stolen Employee Key

  • Follow the “requesting a key” process.
  • ​Re-keying charge is assessed to department.

Damaged Keys

  • Follow the “requesting a key” process.
  • Damaged keys will be replaced without charge. 

Issuance of Keys to Contractors/Vendors

  • Contractor/Vendor contacts Security Device Services (SDS).
  • Contractor/Vendor assessed fee.

Issuance of Keys to Affiliates

  • Follow the “requesting a key” process.

Electronic Access Control

Electronic locks currently in use will be maintained until the lock’s condition requires total replacement.  Replacement of any existing electronic locks and installation of all new electronic locks will be subject to the Key and Electronic Lock policy.

Only the currently approved card-access electronic lock system will be installed. External doors will be equipped with University-approved conventional key locks or online card readers.

Electronic locks will have the University-approved key over-ride lock cylinder. The key over-ride will be keyed separately from the existing building system keyways.  Keys to over-ride locks will be maintained as follows; SDS will hold one for its maintenance purposes, one will be issued to the University Fire Marshal Authority to be loaded in the Knox box at each facility, one will be secured by Facilities Services as back up to the SDS key, and University Student Housing will receive one for each housing facility.

Non-Network Electronic Locks
The unit requesting installation of a non-network electronic lock (stand-alone device) will be responsible for the cost of the lock and installation and for providing a computer, hand-held device, and/or any accessories required for programming the lock.  The software and access list must use the included password protection and should be stored only on a highly access-limited system drive or secured computer.

Requesting Electronic Access Control

  • New Buildings, Major Renovations and Major Expansions – Add hyperlink to Capital Security Device Projects workflow.
  • Existing Buildings/Initial, Expansion or Replacement Card Access – Add hyperlink to Non-Capital Security Device Projects workflow.

Security Assessment

  • Client completes the online Security Assessment Form.
  • Public Safety Office engages stakeholders to complete an on-site security assessment within 1-2 weeks of request.
  • Public Safety Office completes a Security Assessment Report within 1-2 weeks after the on-site security assessment.  The report includes, but is not limited to, the following:
    • Verification of locations of requested or existing devices on building plans
    • On-campus versus off-campus; State versus privately owned location
    • Types of devices and level of security needed
    • Verification of room/lab equipment, usage purpose, individual users/groups
    • Verification of contents > hazardous materials
    • Exterior or perimeter entry doors and windows
    • Interior entry doors and windows
    • Hours of operation; building scheduling
    • Other doors secured/locked
    • Key accountability
    • Alarms (intrusion/armed robbery/panic/anti-theft)
  • Public Safety Office will send a copy of the Security Assessment Report to DCM for notification before sending to the client.
  • The Security Assessment Report will be sent to the client for review.  If the client has questions regarding the report, the Public Safety Office will meet with the client to provide clarification.

Costs

  • New Buildings, Existing Buildings/Initial, Expansion or Replacement:  Design and Construction Management prepares a Feasibility Study, which includes estimated costs from each of the Security Device Work Group units, vendors and other units or agencies involved in the project.
  • Information Technology will provide infrastructure and monthly costs upfront on project-by-project basis.
  • Re-keying of other interior/exterior doors (billable to the Client)
  • KU Card Center will provide costs upfront on a project-by-project basis.
  • Public Safety Office will provide costs upfront on a project-by-project basis.
  • Installer will provide costs upfront on a project-by-project basis.

Installation for Major (DCM Managed) Projects

  • Construction documents and specifications with locations of devices and device types – Design and Construction Management or contracted Consultant or General Contractor/Construction. Manager will provide construction documents to the contracted vendor(s) or KUC. Prior to ordering devices on a capital project, the contracted vendor(s) shall provide shop drawings to the DCM for review and approval.  Quantity of shop drawings will be outlined in specifications.  If not listed, three sets will be provided.
  • Wiring diagrams for Information Technology – contracted vendor(s) supplies to Information Technology
  • Any other diagrams or permits – Design and Construction Management, Public Safety Office, contracted vendor
  • Utility locates (CCTV) –Installer submits Kansas One-Call ticket.
  • On-going updates – Software and equipment (contracted vendor); Programming (KU Card Center/Public Safety Office)
  • Wiring/code inspections - Design and Construction Management, Information Technology
  • Testing of newly installed security devices – Contracted vendor, KU Card Center, Public Safety Office
  • Site review – Design and Construction Management, Public Safety Office, KU Card Center, Information Technology
  • Site clean-up – contracted vendor
  • Project closeout – Contracted vendor(s) shall provide to DCM electronic as-built drawings and Operation and Maintenance manuals through the General Contractor or directly for distribution to appropriate parties at KU. 

Installation for Minor (PSO Managed) Projects: details depend on the scope of the project

Maintenance
The concept of this maintenance protocol is to establish the process through the existing CMMS (Maximo) system for client request for maintenance of any/all types of electronic access locks to be handled in a quick and efficient manner.  These locking systems, like many other systems on campus, do have critical impact and judgments and corrective action must be taken immediately.

1. All requests for SERVICE due to a failing electronic lock of any type (standalone or networked) will be routed into the campus CMMS (Maximo) system.

2. Campus operations (Work Management) will route all such requests to the Public Safety work group (610).  This includes both academic and housing units.

3. Public Safety will review all requests and expedite a response. 

a) Client will be contacted and specifics about needs, failure and access risks will be evaluated

b) Appropriate zone manager OR SDS personnel will be queried about availability and timely response for evaluation

c) KU Card center will be conferenced in on the work order and needs

d) Decision will be made which unit (zone, Card Center, or vendor) will be sent to expedite repair or replacement

4. CMMS (Maximo) system will be updated to reflect zone assignment or vendor contact.

5. Client will be contacted if estimates are required, but the majority of these will be billable responses.

6. After hour requests will continue to be routed as they are now, via telephone through the on-call FS manager.  That individual will then decide which group will respond (lock shops or zone maintenance); and make the appropriate contacts.  After hours calls from clients directly to the assigned Housing locksmith is also a possible pathway.

Exclusions or Special Circumstances: 

See Exclusions or Special Circumstances of the Key and Electronic Lock Policy.

Consequences: 

See Consequences of the Key and Electronic Lock Policy

Contact: 

Office of Public Safety
1501 Crestline Drive, Suite 120
Lawrence, KS 66049
kupso@ku.edu
785 864-5900

Facilities Services
1503 Sunflower Road
Lawrence, KS 66045-7617
(785) 864-4770

Work Management

Security device Services (SDS)

Card Center

Design and Construction Management (DCM)

Approved by: 
Vice Provost for Finance and Administration
Approved on: 
Thursday, January 21, 2016
Effective on: 
Thursday, January 21, 2016
Review Cycle: 
Annual (As Needed)
Definitions: 

Access Control Systems: Key and electronic lock systems and associated equipment (this includes both networked and non-networked electronic locks).

Building Grand Master: Key that provides complete access to all space within a specific building except for spaces that are designated as high security and those that are accessible via a keypad or KU Card access.  Only security and maintenance personnel who require unrestricted access for safety, security, health, and maintenance reasons will be issued building grand master keys.

Building Sub-Master Key: Key that provides access to a group of rooms within a unit in a building as determined by the occupants to whom the space is assigned.

Centrally-scheduled classrooms: Instructional space such as auditoriums, classrooms, labs which are scheduled centrally by the University.

Client: Unit requesting and using access control.

Commissioning inspection: Final inspection for acceptance of project.

Individual Room Key: Key that provides access to an individual room or office within a building.

Knox-Box: A secure lock box located near the main entrance of every building to which the Lawrence fire department and university fire marshal have access. Each Knox-Box contains a set of master keys in both hard and electronic swipe cards for every key way in the building in which it is located.

Outside Door Key: Key that provides building access through exterior doors and usually provides access to centrally scheduled instructional space within the building.

Oversight: Includes the approval and issuance of any type of security device including, but not limited to, keys, KU Cards, biometric readers and passcodes.

Requestor: Chancellors, Provosts, Deans, Directors and Chairs or their designee.

Security Device Work Group: Refers to the University units involved in project management for card access control. Those units include the KU Card Center; Design and Construction Management; Facilities Services; Information Technology and the Office of Public Safety. The Office of Environment, Health and Safety will serve as an ad hoc member of the work group.

Suspension of Access: Revoking the use of keys or electronic access devices from an individual.

Keywords: 
Keys, electronic locks, card access, card readers, security devices, KU Card, ID Card
Review, Approval & Change History: 

05/30/2017: Fixed broken link. 

01/21/2016: procedures developed during the process of revising the Key and Electronic Lock Policy. 

Operational Categories: 
Facilities

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