Key Request

If you have a key request please call x4255 and we will be happy to help.

Key Management and Distribution Policy

This policy is being established to maintain access to Wake Forest University facilities while safeguarding the personal safety of those who live and work on the campus, protecting the property of the University, complying with governmental laws such as the American Disabilities Act (ADA) and fire codes, and avoiding potentially significant costs because of theft, vandalism, or excessive rekeying of locks.

The consistent control of locks and keys is one of the most important components of any security program; otherwise there is little deterrence to illegal or unauthorized entry into a facility.

This policy requires the coordination of Facilities & Campus Services, and the cooperation of all departments. The policy encompasses all of the Reynolda campus. This policy also includes the access security doors and sidro doors on campus, the responsibility for which is shared with Residence Life & Housing.

Policy Details

1. Keys are and remain at all times the property of Wake Forest University.
2. The Facilities Management Department is responsible for developing and maintaining the key control system.
3. All lock and key work, including but not limited to, making and issuing keys, rekeying locks, replacing and/or repairing locks and related equipment, shall be done by or through the Facilities Management Department.
4. Departments are responsible and accountable, through the department head or chair, for all keys held which access buildings, classrooms, laboratories, study rooms, offices, file/storage rooms, or any other area for which a key is required, and for the issuance of keys held by departmental faculty, staff, and/or students.
5. Any and all key requests must be authorized and approved by the departmental head/chair prior to Facilities Management processing the request. The lowest level of key will be issued that provides the level of access needed as determined by Facilities Management based on the department head/chair's request.
6. As of the effective date of this policy, locks that are not on the master system established by Facilities Management will be placed on the master system as time and manpower permits. No locks or keys off the master system have been allowed since July 30, 2001 and will not be allowed in the future. Once an area is on the master system the department may not make changes and will be assessed for the cost of bringing the area back into the master system if they do not comply.
7. Keys may not be duplicated except by Facilities Management.
8. Neither double dead bolt locks nor the combination of dead bolt and knob lock will be allowed because this is a fire code violation. Those in existence will be removed and changed to proper fire code and ADA compliant hardware, as time and manpower permits.

Responsibilities

Facilities Management is responsible for:

1. Creating and maintaining the University's Lock and Key Control system, including software systems, service equipment, and product standards,
2. Maintaining the master and original keys and related hardware and documentation,
3. Complying with fire code and ADA standards and laws regarding keys and locks,
4. Issuing keys as requested and required by the departments on the Reynolda campus, and
5. Changing or replacing locks, opening locks, and stocking necessary hardware and supplies.

Departments are responsible for:

1. Requesting the issuance of keys by building name and room number from Facilities Management via established forms, providing a budget code, and this policy's guidelines for approval of such requests,
2. Requesting lock or key work from Facilities Management via established forms,
3. The processes of issuing keys to departmental personnel, collection of keys issued upon termination or end of the need for the key from departmental personnel,
4. Notifying Facilities Management of Department head/chair change,
5. Maintaining records of keys in department's possession,
6. The charge for making any new keys requested,
7. The charge for replacement keys,
8. The charge for replacing area master key, and
9. The charge for rekeying or recore of an area.

* Based on current fiscal year chargeback rates - to be adjusted as necessary for future increases