Current through all regulations passed and filed through September 16, 2024
(A)
Key return. The
locking systems office is open from seven a.m. to three p.m.. Monday through
Friday, and is located in the physical facilities operations center. Keys must
be returned by the individual to whom they were issued.
(B)
Key pick-up. Keys
may be picked up twenty-four hours a day at the dispatch window located
adjacent to the university police office in the physical facilities operations
center. Keys may be picked up by the person to whom they are issued only upon
presentation of an appropriate photo identification.
(C)
Requesting/returning keys or reporting lost/stolen keys. To
protect the integrity of the university's master keying system as well as to
maintain the safety and protection of university students, employees, and
equipment, the following steps are to be taken when requesting keys, returning
keys, or reporting lost or stolen keys:
(1)
To receive a key,
a university key card must be completed. Use one key card for each key
requested, using current key card format. The requesting individual's
university identification number is required. Key cards are available from
locking systems or. in some cases, from departmental offices. Full signature is
required (no initials)
(2)
The appropriate department head and dean, when
applicable, must sign all key cards. Rubber-stamped signatures are not
acceptable. Full signature is required (no initials).
(3)
All requests for
master and submaster keys must be approved by the appropriate vice president.
Requests for grand master keys require approval by the appropriate vice
president and the associate vice president for campus safety (AVPCS). Master
and submaster keys will not be issued to undergraduate or graduate
students.
(4)
Double sets of keys will not be issued to university
keyholders.
(5)
When students and employees transfer to another
department or leave the university's employ, they must personally return all
their keys to locking systems. Failure to do so may result in a charge to the
department as if the keys were lost or stolen and a financial hold may be
placed on the keyholder.
(6)
All lost and/or stolen keys must be reported to locking
systems and the university police department.
(7)
A graduated
monetary charge is hereby established to cover lost and/or stolen keys:
(a)
Latch (office,
desk, file, lab), each
twenty dollars
(b)
Submaster -
fifty
dollars
(c)
Building master -
seventy-five dollars
(d)
Grand master
-
one
hundred dollars
The loss or theft of a submaster.
building master, or grand master key jeopardizes the security and protection of
an area (dormitory, laboratory, office complex, or building! and the entire
area may need to be re-cored and re-keyed. The department from which the key
was lost or stolen will be charged for the total replacement
costs.
If a keyholder disagrees with the
charge imposed by locking systems for a lost/stolen key, the charge may be
appealed to the AVPCS (see paragraph (CX14) of this
rule.
(8)
Payment for lost or stolen keys is the responsibility
of the department which authorized the issuance of said keys to the student or
faculty/staff employee.
(9)
Locking systems personnel and the university police
officers have the authority to confiscate unauthorized or misauthorized keys in
the possession of any university keyholder so as to insure the integrity of the
university keying system.
(10)
It is expressly
forbidden to loan, trade or reproduce university keys. It is the responsibility
of the keyholder or cardholder to safeguard these items at all times. If the
keyholder cannot account for the keys, loss of key or card privileges may
result and the keyholder may be subject to the charges imposed by the key
policy.
(11)
Card access procedure. Locking systems key cards must
be filled out and sent to locking systems before access cards can be picked up
(similar to key requestsY The department requesting access cards will provide a
requisition to cover the cost of the encoded cards.
(12)
Restocking
charge. After individual notification, key orders are cut and left for pick-up
at the police dispatch office for a period of sixty days, then returned to
locking systems and restocked. Departments requesting keys for individuals who
do not pick them up after sixty days will be assessed a ten dollar restocking
charge per key.
(13)
Keyholder audits. Individual and/or departmental
keyholder audits may be requested by a department by submitting a requisition
for same to locking systems. When picking up keys, individuals may request a
report of their outstanding keys at no charge.
(14)
Appeal
procedures.
(a)
Form of appeal. The keyholder upon whom notice of a charge
has been served may appeal, in writing, said charge within ten business days
from the date notice is served.
Appeals will not be considered unless
they comply with the following requirements:
(i)
Appeals must be
in writing and submitted to the AVPCS and must contain the information required
by forms provided for that purpose. The AVPCS shall provide approved forms for
the submission of all appeals. Only those appeals which are submitted on the
aforementioned forms will be considered by the AVPCS or a designee thereof, for
further action.
(ii)
The written appeal must indicate the specific reasons
and/or grounds for appeal.
(iii)
The appeal must
be filed in a timely manner and must be signed by the person making the
appeal.
(b)
Authority of the AVPCS or a designee thereof. Upon
proper appeal, the AVPCS, or a designee thereof, may void, reduce or compromise
a charge when any of the following circumstances exists:
(i)
A police report
is on file with the university of Akron police department or the police
department in the municipality where the key(s) was lost or stolen.
Verification of this report must be obtained by the university of Akron police
department.
(ii)
The charge is issued to a faculty or staff member, and
the person charged demonstrates to the satisfaction of the AVPCS or a designee
thereof, that the loss occurred during the performance of duties or
responsibilities to the university and that the loss could not reasonably be
avoided without materially interfering with such duties and
responsibilities.
(iii)
Determination by the AVPCS or a designee thereof, that
the charge imposed is not consistent with the requisites of this key
policy.
(c)
Failure to appear before the AVPCS or a designee
thereof, as requested may result in a charge being imposed in accordance with
the key policy.
(d)
Upon receiving notice of the decision of the AVPCS or a
designee thereof, the department of locking systems shall implement the charge
determined appropriate by the AVPCS or designee thereof.
(e)
All decisions
made or charges imposed by the AVPCS or designee thereof are
final.
(15)
Ohio Revised Code. Section
3345.13 of the Revised Code
states: "No person shall knowingly make or cause to be made any key for any
building, laboratory, facility, or room of any college or university which is
supported wholly or in part by the state of Ohio." The code (section
3345.99) also sets the minimum
fine for such an offense at fifty dollars and the maximum at one hundred-fifty
dollars.
Section
3345.99 of the Revised Code
states: "Whoever violates section
3345.13 of the Revised Code
shall be fined not less than fifty nor more than one hundred-fifty
dollars."
Replaces: 3359-47-09
