Facilities Home

Key Issuance

• Clearances
• Key Cards
• Key Card Form
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• Key Policy
• Key/Code Issue Authorization
• Key/Code Issue Authorization Form
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• Locks and Rekeying
• Lost or Stolen Keys
• Online Student Key Renewal Information
• Online Student Key Renewal Instructions
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• Online Student Key Renewal Link
• Renew a Key
• Request a Key
• Student Key Renewal Notice sign
• Work Requests Online

Your key can be cut and waiting for you.

Keys are issued to faculty, staff and students who have obtained a completed Key Request Card. The following procedures are designed to conform to the campus key policy and will guide you to obtaining the key that you need.

To Request a Key

1. Notify your department. Complete a Key Request Card. The Key Request Card can be downloaded from our web page or purchased through campus stores (which is located in hte administrative services building). Be sure to obtain an authorizing signature (see key/code issue authorization), as well as provide full name, department, extension to call when key is ready, employee/student ID number, building and room the key will unlock (specify which door if applicable). Students requesting keys need to add their home address and quarter of issue.
2. Fax a copy of the "key card(s)" to x75904 (Attn: Facilities Services front office) or you may campus mail copies or originals to Facilities Services.
3. Please allow at least two days to process your request once we receive it. We will call you when your key is ready for pick up.
4. Bring your CSUSB picture ID and original completed Key Request Card(s) with you when you pick up your key(s) at Facilities Services (unless the original was already delivered to Facilities Services). Sign for receipt of keys when you come to Facilities Services. We will be glad to assist you during our front office window hours of 7:30 a.m. to 4:45 p.m.

To Renew a Key

(To renew student keys online, please see Online Student Key Renewal Information

1. Complete a Key Request Card. Please check the Renewal box or write "Renewal" at the top of the card. Please follow directions listed in "To Request a Key".
2. Bring your CSUSB keys, CSUSB picture ID, and original completed Key Request Card(s) with you when you renew your key(s) at Facilities Services (unless the original was already delivered to Facilities Services). The front office will need to see your CSUSB keys during renewal. Sign for receipt of keys when you come to Facilities Services.
   One Key Request Card is needed for every key requested.

KEY/CODE ISSUE AUTHORIZATION

Key/Code Issue Authorization at a given level can authorize the issuance or renewal of keys in the levels below. For instance, someone with Level 3 authorization can authorize Level 3, Level 2, and Level 1 requests made via the Key Authorization and Receipt card, but not Level 4.

Key holders cannot sign as their own authorizing signature, with the exception of the president and vice presidents.

Key Security Level Definitions

Level 1 Authorization

A person with Level 1 authorization can authorize keys or codes that only open a single area. These keys are also called "change" keys because they operate only one cylinder or one group of keyed alike cylinders in a keying system (such as exterior door keys). Persons with Level 1 authorization can not authorize any off-system access requests. Additionally, individuals with Level 1 Authorization can only authorize Level 1 student and part-time faculty key renewals.

Level 2 Authorization

A person with Level 2 authorization can sign for keys or codes that are of a department sub-master level. This means that the key opens more than one area within a single department. Usually, department chairs or directors have this level of authorization. Additionally, individuals with Level 2 authorization can only sign for Level 2 and Level 1 student and part-time faculty key renewals.

Level 3 Authorization

A person with Level 3 authorization can authorize keys or codes that are of a department master level. This means that the key or code operates all or most master-keyed locks of a given department. Usually, chairs, directors, college deans and/or vice presidents have this level of authorization. Additionally, individuals with Level 3 authorization can only authorize Level 2 and Level 1 student and part-time faculty key renewals.

Level 4 Authorization

A person with Level 4 authorization can authorize keys or codes that are of a building master level. This key may be a building master, a building sub-master, floor master, etc. This means that the key or code operates all or most master-keyed locks in a given building. Only vice presidents have this level of authorization. Additionally, individuals with Level 4 authorization can authorize all levels of student and part-time faculty key renewals.

Online Student Key Renewal Information

The Facilities Services Key Issuance staff invites you to participate in renewing student keys online. If you would like to participate in this program, we will need a current and completed Key/Code Issue Authorization Form from your area prior to setting up Online Student Key Renewal access. (The form can be downloaded by clicking “Signature Authorization Form.”) We ask that these forms be updated at the beginning of every fiscal year or whenever a change of staffing occurs that impacts who authorizes keys for your department. Authorizing staff will need a valid campus e-mail address. Please check the “Online Renewals ” box on the Key/Code Issue Authorization Form to indicate that an employee should be provided access to the online program. Once your request has been processed, you will be e-mailed a password. The online submission will trigger an e-mail to our office staff (at keys@csusb.edu) to check the renewal database. We will compare the submitted information to the information in our database. If there are no discrepancies, we will approve the request. If there are discrepancies, or if we have questions, we may place the status as “denied” with an explanation. The system will automatically e-mail you this reply. You are welcome and encouraged to download our instruction booklet that explains in detail how the process works.

Clearances

Inquiries regarding faculty and staff clearance by FS may be forwarded to keys@csusb.edu, x75167, or fax number 75904. We will check our key database to see if the clearing individual has any outstanding keys and reply to the requester. For security reasons, all clearance forms and any outstanding keys are required to be submitted to FS in order to obtain a Facilities Services Clearance stamp. If a position is going to be renewed, you may send Key Request Cards with the Clearance form. This will allow us to clear the individual as a past employee and issue them keys as a new employee. The employee will not be cleared until new cards are received or a replacement fee is paid for each outstanding key. (See "Lost or Stolen Keys" for more information.) If you have questions about this procedure, you are welcome to call x75167.

Lost or Stolen Keys

1. Inform University Police of the keys that were lost or stolen.
2. Pay the key replacement fee at the Bursars (SH-102) or at FM front office -- currently $10 per key.
3. Complete a Key Request Card for each key you need to replace. Read the section on how "To Request a Key".
4. Proof of payment of the replacement must be presented to Facilities Services to obtain the new key or receive University clearance.

When you come to get your key(s), bring with you the following

1. Original Key Request Card(s) for each key requested, signed by appropriate administrator (see Key/Code Issue Authorization).
2. Faculty/Staff/Student Photo Identification

When we review and approve your completed request, we will

1. Have the key prepared by our locksmith.
2. Notify you when the key(s) are ready.
3. Place your key in the Facilities Services front office for pick up by you.

Additional Information

• Key Request Procedure flow chart
• Students must renew or return their keys at the end of each quarter (-- during the first two weeks of December, March, June and September). If the key is not returned or renewed, a hold will be placed on their SIS record, restricting registration, transcripts, their diploma, and grades.
• The Vice President of your division must sign Master Key, Sub-master Key and Floor Sub-master Key requests.
• Signature Authorization form. This form should be renewed annually and each time there is a change to an authorized signature. This will allow us to know who is allowed to issue keys for particular areas. Please feel free to view and print/use the current Signature Authorization form. It should be completed and forwarded to the Facilities Services.
• Keys are the property of CSUSB and can be requested for return by your department or Facilities Services.
• Conditions of Issuance of a Key. Upon signing your "key card", you are agreeing to abide by the Conditions of Issuance.
  1. Only one (1) key of a kind issued per person.
  2. A fee will be charged for all keys that have been lost or stolen to cover the cost of replacement.
  3. Agreement to return the key to Facilities Services upon request, or at the end of your need to perform your duties at CSUSB.
  4. CSUSB keys are considered the property of CSUSB. These keys may not be loaned, misused, sold, duplicated or caused to be duplicated and must be surrendered upon request to the Facilities Services.
• In order to maintain stock, key(s) not picked up in 30 days will be returned to the lock shop and subject to a restock fee. The request will be discarded.

Locks and Rekeying

Although Facilities Services maintains locks, rekeying locks can not be performed as a maintenance function. Persons requesting lock rekeying may submit a request to work control and should include justification for the need. The work will be performed on a chargeback basis.

All locks (including padlocks -- though some exceptions apply) must be on the campus master key system. Unauthorized locks will not be installed and all such locks will be removed upon discovery and funded on a chargeback basis.