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Lock Services
Lock Services
Lock Services repairs and maintains locks, repairs panic hardware, and makes keys (up to 3 per employee) at no charge. Lock Services will re-key and change tumblers (when locks are functionally sound), change safe combinations, and make additional keys for a fee.
The President, Vice Presidents, Deans, Directors, Departments Heads/Chairs, or their designees are authorized to control the issuance of keys to individuals within their assigned areas. This authority is recognized by the signature on New Key Request cards. No key will be issued by Key Control without a proper authorizing signature on the card.
Vendor and Contractor Key Request (MS Word)
ASU Key Control Policy
The ASU Police Department and Facilities Planning & Management have different responsibilities associated with keys. Broadly, ASU Police Department, through Key Control, is responsible for campus key control, and Facilities Planning & Management is responsible, through Lock Services and the Key Shop, for performing all maintenance and repair of locking systems. The authorizing department or unit and the key recipients have certain responsibilities for keys also.
ASU Police Department
- Approve all key requests
- Issue keys to individuals or departmental designees assigned to control keys
- Conduct periodic surveys and audits of campus departments and units to determine compliance with policy
- Approve all new access control systems and modifications to existing systems, in consultation with Facilities Management
Facilities Management
- Maintain current, accurate key control records
- Create and maintain a keying system that provides security and convenience to departments occupying campus facilities
- Fabricate all keys and combinate cylinders
- Maintain a secure file for original key furnished with all new buildings, additions and renovations
- Issue periodic reports as required
- Perform all maintenance and repair of locking systems
- Consult with ASU DPS concerning records of lost or stolen keys and decisions to re-key
Authorizing Department or Unit
- Initiate requests for all keys issued to their faculty, staff or students
- Return keys to Key Control when individuals no longer need assigned keys, when they terminate employment with the University or transfer to another department within the University
- Be responsible for the proper assignment of keys and the prompt completion and return of New Key Request cards to Key Control in instances where keys are issued by the department rather than Key Control
- Assign to an individual all keys issued to the department
- Report lost or stolen keys to ASU DPS within 24 hours of discovery of theft or loss
- Bear the cost of non-returned keys by paying the lost key charge and re keying costs when faculty, staff or students do not return issued keys upon termination or transfer
- Maintain current, accurate records and adopt procedures to maintain adequate security within the assigned departmental or unit areas, if allowed to assign keys or make key transfers
Key Recipients
- Use keys issued to gain access to the assigned work area and to maintain security
- Ensure that the door to the assigned work area is locked when leaving the area or at the conclusion of work
- Return to Key Control all issued keys that are no longer needed due to reassignment to different space or to termination of employment
- Do not exchange or lend keys
- Report lost or stolen keys to ASU DPS within discovery of loss or theft (Individuals responsible for lost or stolen keys shall pay lost key charges and re keying costs if re keying is deemed necessary to maintaining building security)
Penalty for Unauthorized Key Use
Any person who knowingly makes, duplicates, possesses or uses access control keys to University premises, without authorization from ASU DPS, is punishable under Arizona Revised Statutes 13-3715 and is additionally subject to administrative disciplinary action by the University.
Requests for Re-keying
Where circumstances warrant, departments may request re-keying of locks. These requests may result from new access needs, lost keys, etc. Requests for re-keying should be submitted in writing to Key Control for review and determination of appropriate action. Requests for re-keying are not considered routine maintenance, and departments requesting re-keying will be charged for the work.
Keys off of the Master System
When it is deemed necessary to remove an area from the master system, the requesting department will send a written request, with appropriate justification through the responsible Vice President to the Director of Public Safety for review. Once the request is approved by the Vice President and ASU DPS, the Lock Shop will combinate the necessary cylinders and cut the keys requested. No extra keys will be kept, nor will any be cut except with a properly authorized New Key Request card.
If the request is approved, the department must furnish ASU DPS with the name and phone numbers of two people who will be available for after hours call-out should an emergency arise in the area. In the event that the police are unable to reach these individuals and the safety of the building and/or occupants makes it necessary to force entrance, the authorizing department will be liable for the cost of repairs.
Special Door Locks
Under most circumstances, the University will not allow the installation of any door locks which do not conform to the standard lock systems in use on the campus. Any request for special door locks must be approved by the appropriate Vice President and sent to the Director of Public Safety with written justification. The Director of Public Safety will determine if there is a demonstrated need that cannot be met by the existing keying systems. Departments may not order and/or install any locking device on any door without the written approval of ASU DPS.
Departmental Keys
Departmental keys are keys that will be used by several people within a department. They will remain, secured at the University after working hours. These keys are for use during normal working hours and are not to be taken home by the individuals using them.
A member of the department will have custody of the these keys and will be responsible for them. Keys must be kept at all times in a secure cabinet approved by Key Control.
Classroom Media Cabinet Key Zones
Keys commonly used for classroom media cabinets and podiums. View the Classroom Media Cabinet Key Zones Map.
Key Transfers
Where deemed necessary and authorized by the responsible Vice President, departments may be authorized to handle key transfers and check out keys. Authorized departments must agree to initiate the appropriate paper work and keep it current. authorized New Key Request cards must be sent to Key Control and the Issue-Return form must be signed at Key Control. Returns will be credited to the individual returning the keys.
No charges will be made for key transfers.
This service will continue as long as the departments and individuals maintain accurate, current records and inform Key Control of all transactions. Departments will be held accountable for all keys issued to them.
As a general rule, the loss of keys through key transfers will require that locks be changes when keys are lost or cannot be accounted for.
Vendor and Contractor Keys
Vendors and contractors needing access to portions of University property (telephone installation/service, elevator service, vending, etc.) will be issued keys through Key Control. Vendors and contractors will be responsible for all re-keying costs in facilities affected should the key be lost or not returned on time. Before keys are issued to them, all vendors and contractors will be required to sign an agreement to pay re-keying costs for areas affected by lost or non-returned keys.
Lost or Stolen Keys
Lost or stolen keys must be reported to ASU DPS within 24 hours of discovery of loss or theft.
Any individual issued a university key is responsible for its safekeeping and for any charges associated with its loss or theft. Locked filing cabinets or desks are not considered to be secure storage for University keys. Keys reported missing or stolen from desks, cabinets, lockers, etc. will be assessed as indicated below. Keys that must be stored, must be locked in an approved storage cabinet.
Replacement keys will be issued only after submission of a completed New Key Request card to Key Control and payment of lost key charges and re keying charges where applicable.
Lost or stolen key charges shall be set by Key Control and approved by the Vice President for Administrative Services. Charges shall be reviewed annually for adequacy and changed as deemed necessary. Charges will be assessed as indicated below.
As a general rule, this policy requires the re-keying of rooms, areas or buildings whenever keys are lost or stolen.
A review of each instance of lost or stolen keys shall be conducted by ASU DPS. The mandatory re-keying policy can only be waived by written request of the department head/chair and concurrence by the responsible Dean and Vice President who agree that re-keying will not be necessary to maintain security and that they accept responsibility for the decision and consequences of not re-keying.
Lost or Stolen Key Charges
| Individual door | $10 | Outside door | $20 |
| Sub-master | $50 | Building Master | $100 |
Regardless of the number of keys involved, when keys are lost or stolen, no individual will be required to pay more than $500 and no department more than $10,000 per occurrence.
