PRINT DISCLAIMER: Official version of this document is accessible in the online policy library at https://policyoffice.ku.edu/. Printed copies may not reflect the most recent updates.
DOCUMENT TYPE:
Policy
PURPOSE:
To describe the University’s requirements for installation, maintenance, and replacement of access control devices and access control credentials and to describe the process for determining which access control devices and access control credentials should be used.
APPLIES TO:
Any building occupant utilizing space belonging to the University of Kansas. This also applies to any entity leasing space belonging to the University and affiliated units.
CAMPUS:
Edwards, Lawrence
DEFINITIONS:
Access Control Device: Means of controlling access to a location including an electronic card reader, keypad, or biometric reader and its infrastructure or mechanical door hardware, conduits, pathways, and connections.
Access Control Credential: Object issued to individuals for access to buildings. Examples include keys, cards, codes, and biometrics.
POLICY STATEMENT:
All University facilities must be secured utilizing University-approved access control devices and access control credentials. Operations has the responsibility for oversight of University access control device specification and implementation. No University access control device shall be installed, altered, or replaced without the approval of Operations. Unapproved access systems or devices may be removed by Operations at the cost to the University unit.
The University is migrating to electronic access control devices at building perimeters to minimize issuance of physical keys for exterior access and reviewing key issuance at internal locations.
All requests for access control devices or access control credentials must be submitted to Operations online via the Maximo work request form. Duplication of keys and storage of keys not assigned is prohibited. Duplication of keys and storage of keys not assigned is prohibited. No individual may transfer, share, or loan keys or access control credentials.
When an individual who has been issued any access control credential leaves University employment or moves to a different unit, the unit is responsible for ensuring that the individual promptly returns those items to Lock, Access & Security Technology Services (LASTS).
Any employee or contractor designated to install, program, maintain, or replace access control devices and access control credentials, including access programming managers, must successfully completed a background check through the KU Police Department (KUPD). KUPD reserves the right to review and/or request renewal of background checks at any time.
Units and affiliated corporations requesting access control devices and access control credentials under this policy are responsible for maintaining internal operating procedures to ensure appropriate access control credential tracking, maintenance reporting, and ensure that access control credentials are appropriately assigned and secured.
Individuals must safeguard their issued access control credentials at all times and may not share them or lend them to others. The individual who was last issued the credential must notify the LASTS unit as soon as possible, but within 24 hours, if keys, KU Cards, or access codes are lost, stolen, or compromised. Building Occupants must also follow KU Card Center protocol for lost or stolen cards to deactivate further permissions until the card is found or replaced.
Problems with an existing access control device or request for new access control device should be reported via the Maximo work request form.
EXCLUSIONS OR SPECIAL CIRCUMSTANCES:
This policy does not address keys to file cabinets, desk drawers, lockers, or cars.
Units or buildings requiring a higher level of oversight and responsibility for building access control devices may submit unit-specific operating procedures to be reviewed and approved by LASTS in consultation with the KUPD. Such procedures must address all relevant protocols for access control credentials and who will directly manage oversight internally, including how violations will be handled. The units or buildings for which unit-specific procedures have been approved must be prepared to retain these responsibilities and oversight even as staff responsible for such functions change.
In buildings with multiple user groups, LASTS will oversee building electronic door schedules, unless there is a designated building manager who has approval from LASTS to manage. Management authority of building managers may be revoked if used inappropriately.
CONSEQUENCES:
Loss or theft of access control credentials, such as keys, cards, and/or access codes may require rekeying or reprogramming of locks at the affected space. Consequences may include progressive disciplinary actions through Human Resources (HR) and/or assessment of other penalties.
Employees failing to safeguard access control credentials may be subject to disciplinary action in accordance with HR policies. Failure to return issued keys may result in the individual or their unit incurring the costs associated with rekeying or reissuing and reprogramming electronic access credentials; refusal to return keys or access control credentials upon request can result in a report of theft of University property.
CONTACT:
Operations Business Office
1246 W. Campus Rd. 306
Lawrence, KS 66045
kuoperations@ku.edu
785-864-4770
Lock, Access, & Security Technology Services
1246 W. Campus Rd. 322
Lawrence, KS 66045
LASTS@ku.edu
785-864-4987
RESPONSIBLE UNIT:
Campus Operations
APPROVED BY:
Chief Operating Officer and Senior Vice Chancellor
APPROVED ON:
Thursday, January 21, 2016
EFFECTIVE ON:
Thursday, January 21, 2016
REVIEW CYCLE:
2 year
RELATED RESOURCES:
Web Card Center
Facilities Planning & Development “Project Management Manual”
Key Issuance Agreement
Key Ring Issuance Agreement
CHANGE HISTORY:
11/03/2026: Substantively reviewed and revised to align with current practices and procedures.
10/22/2026: Fixed broken links.
10/23/2025: Technical edit. Updated Public Safety Office to KU Police Department.
10/06/2025: Updated formatting.
05/27/2025: Updated links.
03/27/2025: Migration to TeamDynamix from Drupal.
02/17/2025: Removed link to retired procedures.
11/01/2021:Updated Key Issuance Agreement and Keyring Issuance Agreement.
03/12/2019: VP for Administration and Finance no longer exists. Future approvals will be made by the Chief Financial Officer and Vice Provost for Finance.
02/14/2019: Added Key Inssuance Agreement links.
05/30/2017: Fixed broken link.
01/21/2016: Policy revised. Prior to receiving approval from the Provost, these changes were recommended by a collaborative working group to the Campus Safety and Security Committee. The CSSC recommended the changes to the Vice Provost for Administration and Finance who then recommended approval to the Provost.
02/11/2011: Approved by Provost and Executive Vice Chancellor.
This policy statement was developed by the Office of the Provost in consultation with the Office of Public Safety, Facilities Operations and Planning, the KU Card Center, and Information Technology. It reflects established practice.
TITLE:
Key and Electronic Lock Policy