Key Control and Access Authorization Policy

  1. Purpose/Scope of the PolicyIt is the policy of the UIUC Library to promote the security of library personnel and patrons and provide appropriate access to Library facilities while ensuring the safety of its facilities and collections.  This policy describes the control of the use and possession of keys to Library facilities, including (A) general provisions, (B) design of keying systems, (C) fabrication, (D) Library responsibility for issuance, (E) eligibility for issuance – exterior keys, (F) eligibility for issuance – interior keys, (G) eligibility for access (issuance?) – high security spaces, (H) key and building security, and (I) responsibilities relating to lost keys.  This policy applies to all keys, including keys for all doors and cabinets keyed by the F&S Locksmith Shop in the following facilities: the Main Library Building, ACES, Grainger, and the Undergraduate Library.
  2. Definitions
    1. KeyIn this document , the term “key” or “keys” refers to the means by which one gains entry into a secured entry point. A “key” may be used in reference to traditional lock-and-key arrangements in doors, swipe cards or other non-mechanical keys, or access codes for spaces with additional security needs. In some cases, multiple types of keys may be required for single locations depending upon the operational needs of the unit.
    2. Key Control OfficerThe Key Control Officer is the individual within the Library given authority for authorizing, distributing, and collecting keys for all Library-managed spaces.
  3. Detailed Policy Statement
    1. General Provisions
      1. Unauthorized fabrication, duplication, possession, or use of keys to premises owned by the University of Illinois at Urbana-Champaign is a violation of University policies.
      2. University keys are the property of the University of Illinois and may be recovered at any time.
      3. Keys to Library facilities are authorized at the discretion of the Library and may be recovered at any time.
      4. Locks and access codes may be changed as appropriate to ensure the proper management and security of the Library, its facilities, and collections.
    2. Keying Systems
      1. UIUC F&S Locksmith Shop creates keying and access systems that will ensure security and reasonable convenience to units occupying buildings or facilities.
    3. Fabrication
      1. Unless otherwise authorized, the F&S Locksmith Shop fabricates and duplicates all authorized keys and performs all authorized lock work for campus facilities.
      2. Locks may not be changed by external locksmiths without the express permission of the F&S Locksmith Shop and authorization from the Library’s Office of Facilities.
      3. To ensure compliance with applicable fire and life safety codes, non-University locks or keys shall not be used on any Library facilities.
      4. Authorization for the fabrication of all keys is the responsibility of the Key Control Officer.
    4.   Library Responsibility – Key Issuance & Recovery  
      1. The Library is responsible for issue and control of keys to its spaces. Keys to Library facilities may only be issued in accordance with the Key Eligibility Criteria below.
      2. The Library must recover all keys from personnel who are separating from employment or transferring to another unit or activity within the Library or on campus at the time of separation.
      3. The Library shall document all key transactions in a database located on a restricted access, shared drive.
        1. The issuance of each key requires a form issued by the Business Office and signed by the Director of Facilities, or their designate. Issuance shall be documented in the database at this time.
        2. The return of each key at time of separation or transfer will be tracked by the Library’s Office of Facilities. Return shall be documented in the database at time of official separation.
        3. If all assigned keys are not returned, The University Library will withhold processing of benefit pay until the keys are returned.
      4. The Library Business Office shall maintain all paper records about key authorization.
      5. The Library shall manage a database of individuals holding keys to Library facilities. The database will permit searching by name, department, employment category (faculty, staff, GA, F&S, security, contractor, etc…), building code, key number, room numbers that the keys open, issue date, and return date.
      6. Keys shall only be issued to the assigned key holder.
    5. Eligibility for Issuance – Exterior Keys
      1. Eligibility for exterior building keys to Library buildings will be limited to the following categories of individual:
        1. Library Faculty and Academic Professionals
        2. Systems Office staff (excluding students and graduate assistants)
        3. Individuals on the Emergency Contact List
        4. Staff and graduate assistants with opening and closing duties or other responsibilities that require access during non-operating hours, i.e., emptying the bookdrop during breaks, etc….
        5. U.S. Post Office
        6. Lincoln Trails Delivery Service
        7. Appropriate F&S staff.
        8. Library Security
        9. CITES staff in UGX.
      2. Eligibility for exterior building keys to Library buildings will not be granted to the following categories of individuals:
        1. Staff and graduate assistants without opening or closing duties
        2. Library staff claiming need based upon flextime requirements.
        3. Non-library faculty.
    6. Eligibility for Issuance – Interior Keys
      1. Faculty and staff will only be provided with keys for their units, unless their position explicitly requires access for collection/facility security purposes, i.e., emergency and disaster response, facilities management.
      2. Keys shall not be issued to one individual for the use of others working within a unit on either a temporary or a permanent basis. Such practices may lead to revoking the access privileges of both the key holder and its user.
      3. Graduate assistants will only be issued keys if sufficient justification is provided, i.e., opening and closing responsibilities.
    7. Eligibility for Access – High-Security Spaces
      1. Library personnel shall be granted access to high-security spaces on a limited basis based upon job responsibility and security need.
      2. Authorization may be given by the Key Control Officer only after consultation with the director of said units
      3. The Library reserves the right to restrict authorization at its discretion.
    8. Key and Building Security
      1. Library keys shall not be left unattended.
        1. Keys to exhibit cases and other means of securing rare and/or valuable materials shall not be left unsecured (e.g., labeled in unsecured desk drawers local to the cases) or in areas that would facilitate unauthorized access to the cases.
      2. All students, faculty and staff are responsible for maintaining building security. Doors shall not be propped open or left in an unlocked position during hours when the building is normally closed to the public.
      3. Library faculty, staff, graduate assistants, and student employees shall not unlock buildings or rooms for unknown individuals nor distribute keys or access codes to unauthorized individuals.
      4. The Library will pursue a policy of re-keying exterior keys to Library buildings biennially.
      5. The Library will pursue a policy of re-keying areas with significant unmarked materials (Acquisitions, Asian, Binding, Cataloging, Gifts, Slavic, Rare Books, and Archives) annually.
      6. After an initial re-keying, other interior library facilities will be re-keyed a minimum of every four year or as needed.
    9. Key-holder Responsibilities – Lost Keys and Re-keying Library Facilities
      1. Individuals possessing keys to campus facilities are responsible for said keys.
      2. All lost Library keys must be reported immediately to the unit head and the Library’s Office of Facilities.
      3. If the loss of keys is discovered after business hours, the employee will report the event directly to the University Police Department and follow up with the Library’s Office of Facilities on the next business day.
      4. The Library accepts responsibility for any costs associated with re-keying due to loss of keys or other methods of access. However, key-holders will be assessed a fee of $25.00 per key lost with a cap of $200.00 in total fines.
      5. In the event of a key being lost, the Library’s Office of Facilities will determine if locks are to be replaced or keys changed.

Library Emergency Response and Security Task Force – March – April 2002 (rev. June – July 2002)
UIUC Operations and Maintenance Review – May – June 2002
UIUC Police Review – May 2002
Approved by UIUC Library’s Administrative Council – July 2002


Revised by ERSTF – March 2005