Key Control Policy

Policy Owned By: UW Bothell Cascadia College Facilities Services & Campus Operations
Effective Date: September 2026
Applies To: All faculty, staff, students, contractors, and other authorized individuals requiring access to UWB/CC facilities and spaces

Purpose

This policy establishes campus-wide requirements and controls for the authorization, issuance, custody, use, tracking, return, and disposal of physical keys for facilities and spaces at the University of Washington Bothell and Cascadia College.

Physical keys are a critical security asset. Consistent controls are required to protect people, property, and institutional operations while ensuring appropriate access to campus facilities.

Scope

This policy applies to:

  • All physical keys providing access to UWB/CC buildings, rooms, spaces, equipment, and storage.
  • All individuals issued or requesting campus keys, including faculty, staff, students, contractors, and other authorized personnel.
  • All departments and units responsible for spaces on the UWB/CC campus.

Authority & Ownership

  • All campus keys are the property of UWB/CC Facilities Services.
  • Facilities Services has sole authority over the creation, duplication, assignment, rekeying, tracking, and disposal of campus keys.
  • Keys may be issued only through Facilities Services and only in accordance with this policy and associated standards and procedures.

Definitions

Key(s): Any device used to lock or unlock a mechanical locking system, including but not limited to building doors, lockers, desks, file cabinets, and secured storage.

Key Types:

  • Grand Master: Operates all locks within a key system
  • Master: Operates all locks within a specific building
  • Sub-Master: Operates all locks within a defined area or suite
  • Operating Key: Operates a single lock
  • Construction Core Key: Temporary key used during construction activities

Key Holder: Individual authorized to possess and use campus keys in support of official university business. All Key Holders must comply with this policy and must sign a Key Holder Agreement prior to the issuance of any key(s).

Key Requestor: The individual submitting a key request. This may differ from the key holder.

Key Holder Agreement: A required agreement outlining responsibilities, security requirements, and conditions for holding a campus key, signed at the time of issuance.

Building Coordinator: A designated employee responsible for coordinating building operations and access for a facility.

Roles & Responsibilities

Facilities Services

Facilities Services is responsible for:

  • Administering the campus key control program
  • Establishing and maintaining key control standards and procedures
  • Issuing, tracking, auditing, rekeying, and disposing of keys
  • Investigating lost, stolen, or compromised keys and determining corrective actions

Departments & Supervisors

Departments and supervisors are responsible for:

  • Ensuring key access is requested only when necessary for official duties
  • Approving key requests and access needs for their staff
  • Notifying Facilities Services when an individual’s access is no longer required
  • Cooperating with audits and key recovery efforts

Key Holders

Key Holders are responsible for:

  • Using keys only as authorized and in accordance with university policy
  • Complying with all key custody, use, return, and reporting requirements established in this policy
  • Safeguarding issued keys and promptly reporting loss, damage, or theft
  • Returning keys as required upon separation, reassignment, or when access is no longer needed

Key Issuance & Access Authorization

  • Keys are issued only after appropriate approvals by supervisors and building coordinators.
  • Keys are issued only to individuals with a legitimate business need.
  • Only the authorized key holder may take possession of issued keys.
  • Identification is required at key pickup, and a Key Holder Agreement must be signed prior to issuance.

Key Custody & Use Requirements

All key holders must adhere to the following requirements:

  • Keys must be used only for official university purposes.
  • Keys must remain in the personal possession of the key holder or stored securely.
  • Keys may not be loaned, shared, or transferred to another individual.
  • Duplication of keys is strictly prohibited.
  • Keys must be safeguarded at all times to prevent unauthorized access.

Loss, Theft, Damage, & Rekeying

  • Lost, stolen, or damaged keys must be reported to Facilities Services immediately.
  • Facilities Services will assess security risk and determine whether rekeying or other corrective actions are required.
  • Departments may be held financially responsible for costs associated with lost or compromised keys when resulting from negligence or policy violations.

Return of Keys

  • All keys remain university property at all times.
  • Keys must be returned upon separation, reassignment, or when access is no longer required.
  • Facilities Services may initiate recovery or rekeying actions if keys are not returned in a timely manner.

Compliance & Enforcement

Failure to comply with this policy may result in:

  • Revocation of key access
  • Rekeying of affected spaces
  • Financial responsibility for rekeying or lock replacement
  • Disciplinary action in accordance with applicable university policies

Facilities Services is authorized to enforce this policy and supporting procedures.