Facilities Office

Duke Key and Access Card Policy

Purpose

This statement of University policy is intended to provide appropriate security for campus facilities in order to protect life, property, patient confidentiality, and research integrity. The associated procedures provide for the administration and control of keys and access cards.

General Key Policies

Ownership of Keys

All keys to Duke University facilities are the property of the University. The Facilities Management Department is the authorized custodian for all keys.

Administration of the Key System

The Facilities Management Department is responsible for the overall administration of the campus key system. It is responsible for the following:

  1. Installation and maintenance of all interior and exterior door locks.
  2. The manufacture and issue of all keys.
  3. Maintenance of accurate controls and records to provide accountability for all keys issued.
  4. Establishment of procedures to govern issue and control of keys.

Department Responsibility

Each University department is responsible for designating a Key Control Manager. These managers should implement procedures and maintain secondary records to control and account for keys that they have been issued by Facilities Management Department. Key Control Managers are responsible for collecting keys from individuals upon their departure from the University or if transferring from one department to another and for reporting lost keys.

If it becomes necessary to replace one or more locks either because of a lost master key or the loss of a significant number of sub-master (group) or individual keys, the expense of re-keying will be the responsibility of the Department who issued the lost key. The Arts and Science Facilities Office is the key control manager for all Trinity College Arts and Science Departments and Programs (See TCA&S Key Policy).     

Individual Responsibility

Individuals may use keys only in their official capacity for the University. All keys will be returned to the departmental Key Control Manager upon termination or departure from the University.

Duplication

Reproduction of keys by anyone other than the Facilities Management Department is prohibited.

Grand Master Keys

Grand Master Keys will be issued only with the written authorization of the President or the Vice President (or their designated representatives).

Building Master Keys

Building Master Keys will be issued only with the authorization of the Assistant Director of Facilities Management Department or the Director of Medical Center Engineering and Operations.

Responsibilities of Housing Management

Keys which access the student residences are governed by Housing Management policy.

General Access Card Policies 

Ownership of Access Cards

Duke University is the owner of access cards.  Student cards are made and activated at the Registrar's Office. Faculty, staff and non-Duke employees must obtain building access cards from the Duke Card Office or Medical Center Engineering and Operations. Faculty and staff may obtain parking access cards from the Duke Card Office, or Medical Center Engineering and Operations. Faculty and Staff may obtain parking access cards from the Duke Card Office, the Duke University Parking Services Office, or the Medical Center Parking Office.

Administration of the Card System

The Duke Card System is administered by the Duke Card Office.  A separate card system is administered by Medical Center Engineering and Operations. The Duke University Parking Services Office and the Medical Center Parking Office administer card systems for parking lot access. 

The responsibilities of administration include:

  1. Maintenance of accurate controls and records to provide accountability for all cards issued.
  2. Activating cards to allow access (upon receipt of appropriate written authorization).
  3. Deactivating cards upon receipt of notification of loss, theft, termination or change in status.

Responsibilities of Registrar's Office

The Registrar's Office makes Duke Cards for students. Student validations are handled through the Registrar's Office. It is the responsibility of the Registrar to send updates to the Duke Card Office regarding any change in the status of students. In addition, there will be regular exchange of database information at least once a semester between the Registrar and the Duke Card Office.

Responsibilities of Housing Management

Housing Management will determine residence hall access for residence and facility maintenance needs.  Changes in authorization for access to residence halls will be handled by Housing Management.  Housing Management will maintain procedures which govern card access to student residences.   Other individuals will be allowed access to residence halls as approved by Student Affairs and Housing Management.

Campus Parking Responsibility

The Campus Parking Office is responsible for determining card access to parking lots.  Campus Parking will authorize parking access to campus lots and issue the appropriate card or, if a Duke card is needed, will notify the Duke Card Office. The Duke Card Office will activate the cards upon proper notification.

Medical Center Parking Responsibility

The Medical Center Parking Office is responsible for determining card access to Medical Center parking lots.   Medical Center Parking will authorize parking access to Medical Center lots and issue the appropriate card.

Department Responsibility

Key Control Managers may authorize faculty and staff access to buildings with card access capability.  Key Control Managers are also responsible for reporting all changes in status of faculty and staff to the Duke Card Office or Medical Center Engineering and Operations.   In addition, there will be a regular exchange of database information between Human Resources and the issuing card offices.

Individual Responsibility

Students must have their cards made at the Registrar's Office.  Faculty, staff, and non-Duke employees must obtain the Duke Card from the Duke Card Office.
Faculty, staff, and non-Duke employees needing Medical Center building access cards must obtain them from Medical Center Engineering and Operations.  Faculty and staff needing parking lot access cards must obtain them from Duke University Parking Services or the Medical Center Parking Office.  Reporting lost/stolen cards is the responsibility of the card holder.  Replacement cards will be issued by the Duke Card Office, Medical Center Engineering and Operations, Duke University Parking Services or the Medical Center Parking Office.  There will be a charge for replacement cards.

Duke University Key and Access Card Procedures

General Procedures for University Keys

Requests for University Keys

Keys will be made by the Facilities Management Department upon receipt of a Key Request Form. This request can be submitted by campus mail or hand delivered. There will be no charge for new keys.

Authorization of Keys

Keys for department use will require the authorization of the responsible Dean or Department Chairman, or the Key Control Manager for that particular department. The Dean or Department Chairman must designate that the Key Control Manager is eligible to approve key requests before the Facilities Management Department will honor that signature. This notification must be in writing with a sample of the Key Control Manager's signature. The Arts and Science Facilities Office is the key control manager for all Trinity College Arts and Science Departments and Programs (See TCA&S Key Policy).

Manufacture of Keys

The Key/Lock Shop will make all keys once a completed form has been received. The key will be issued in the name of the department with the Key Control Manager listed as the custodian for the key.

Primary Records

The Key/Lock Shop will maintain the primary records for all keys issued. Records, at a minimum, will include the following information for each key issued:

  • Key Number
  • Building(s)
  • Room(s)
  • Department
  • Key Control Manager
  • Date
  • Signature of person receiving key

On an annual basis, the Key/Lock Shop will prepare a list of those keys issued to all departments on campus. This list will be distributed to the Key Control Managers for verification of the records. Any corrections to the primary records will be made by the Key/Lock Shop based on the information provided by Key Control Managers. While this must be done on an annual basis, an individual department can request a list of all keys issued in its name at any time.

Secondary Records

Each Key Control Manager will have the responsibility for those keys which have been issued to a particular department. This responsibility includes proper maintenance of the Key Assignment Forms, which are provided with each key. These forms will allow keys issued to a particular department to be transferred among individuals in that department without involvement of the Key/Lock Shop and will include the following information:

  • Department
  • Key Number
  • Building(s)
  • Room(s)
  • Issue Date
  • Issued to
  • Issue date
  • Received by KCM
  • Return date
  • Returned by KCM

These records or their computerized adaptation will be subject to review by the Internal Audit Department during both routine and surprise audits of departmental procedures.

Return of Campus Keys

Key Control Managers are responsible for collecting keys from individuals upon their departure from the University. Excess keys should be monitored and returned to the Key/Lock Shop when no longer needed. Excess and unnecessary keys in circulation create a liability to the individual departments.

Lost Keys

In the event that a key is lost, the Key Control Manager should report the loss immediately to the  Key/Lock Shop. The Key Control Manager must make individuals in his/her department aware that lost keys should be reported immediately. To obtain a replacement key, a new Key Request/Record Form must be completed. There will be a charge for lost keys.

Worn or Broken Key

A replacement for a worn or broken key will be provided by exchange for the defective key.  The Key Control Manager should simply notify the Key/Lock Shop of the problem and turn in the defective key when picking up the replacement.

Key Duplication

All keys are marked "Duke University, Do Not Duplicate" It is strictly prohibited to attempt to have any University key duplicated.

Keys for Service Personnel

Tagged rings of keys will be assigned to the Housekeeping Office for daily issue to employees. At the end of each shift, the keys will be secured in a locked cabinet in the Housekeeping Office. The procedure for issue and control of these housekeeping key sets will be according to a written internal policy on file in the Housekeeping Department.

Keys for Maintenance Services employees are to be issued on an individual basis. At the end of the work day, each employee's ring of keys will be secured in a locked key cabinet. The security procedure for these key rings will be according to a written internal policy on file in the Facilities Management Department or Medical Center Engineering and Operations.

Department Use Keys

Groups of keys may be provided to a Key Control Manager for local issue to students and other temporary uses provided the department supplies Facilities Management Department with evidence of an acceptable key record/retrieval system in the form of a written procedure and policy.  Keys are to be requested using the standard Key Request/Record Form. The name on the request should be the administrative department and the card must be signed and approved by the appropriate Key Control Manager.

The administrative department is responsible for individual record keeping of the issued keys. The department records plus keys on hand should always match the record of the number of keys issued by Facilities Management Department.

Procedures for Duke Card Access System

Issuing Access Cards

  1. Cards for Duke students will be issued by the Registrar's Office.
  2. Cards for faculty and staff will be issued by the Duke Card Office, Medical Center Engineering and Operations, Duke University Parking Services or the Medical Center Parking Office upon departmental request.
  3. Conference participants' request for cards for guests visiting the University as participants in conference programs will be coordinated through the Conference Services Office. Approved requests will be forwarded to the Duke Card Office for issue of cards.

Building Access

Students with valid Duke Cards will be admitted to all academic buildings at all times.  Students will be admitted to residence halls as determined by Housing Management.

Faculty and staff with a current Duke Card will be admitted to designated buildings on the Duke Card system upon proper completion of a Security System Access Request Form and submission to the Duke Card Office.  Faculty and staff without a current Duke Card must first obtain a card from the Duke Card Office and must submit a Security System Access Request Form.

Faculty and staff needing access to Medical Center buildings must obtain an access card from Medical Center Engineering and Operations upon submission of a written request for access.

Lost/Stolen Cards

Reporting lost/stolen cards is the responsibility of the card holder.  A card holder may not permit any other person to use the card assigned to the card holder. Replacement cards will be issued by the Duke Card Office, Medical Center Engineering and Operations, Duke University Parking Services, or the Medical Center Parking Office. There will be a charge for replacement cards.

Primary Records

The issuing office (Duke Card Office or Medical Center Engineering and Operations) will maintain the primary records for all cards issued.  Records, at a minimum, will include the following information for each card issued:

  • Card Number
  • Issued to (name and SSN)
  • Duke Mailing Address
  • Duke Telephone Number
  • Building Access (building, days, hours)
  • Authorizing department
  • Date

On an annual basis, the issuing office will prepare a list of those cards issued to all faculty, staff, and non-Duke employees on campus.  This list will be distributed to the departmental Key Control Managers for verification of the records.  Any corrections to the primary records will be made by the issuing office based on the information provided by the departments.  While this must be done on an annual basis, an individual department can request a list of all cards issued in its name at any time.

Secondary Records

Each departmental Key Control Manager will have the responsibility for maintaining records of those building access cards which have been issued to a particular department.  This responsibility includes proper maintenance of access request forms.  These records will be subject to review by the Internal Audit Department during both routine and surprise audits of the departmental procedures.

Deactivation of Card

The Key Control Manager of the authorizing department is responsible for collecting access cards and notifying the issuing office (the Duke Card Office, Medical Center Engineering and Operations, Duke University Parking Services, or the Medical Center Parking Office) when there is a change in status of faculty, staff, or non-Duke employees.  The Registrar's Office is responsible for collecting and deactivating a student’s card if there is a status change.