Control is a service of the Physical Plant Department.
Request for services should be directed to Key Control,
Physical Plant Office by telephone 753-1215 or through
Key Control is an administrative
service to the Dean, Director, or Chairman of a department.
This service provides security and a record system consistently
uniform throughout the university. The Dean, Director,
or Chairman of a department decides who shall have access
to space in a building on the basis of individual responsibilities
when approving key requests submitted by his staff. Only
those persons duly authorized shall possess keys. Department
Heads are invited to contact the Key Control Office of
any continuing security problem that might affect a departmental
system of locks. When existing facilities are keyed into
the key control system, each person authorized to possess
a key or keys shall be required to sign for the keys on
Request Form. All keys are to be returned to Key
Control when the need of the key for university purposes
ceases or when requested to do so by an authorized representative
of the university, including chairmen, Deans, or directors
or departments and the University Policy. When facilities
come into the system, the use of any key which has been
procured other than through the approved procedure of
Northern Illinois University will be considered to be
illegal. Possession of another blank with a university
combination cut on it, cutting such a key on a university
blank by outside agencies, or entry with any such key
is in violation of the State of Illinois statutes.
Academic and service
departments must realize that effective key control requires
rooms be kept locked. Individuals should be instructed
not to tag keys with room numbers, etc. as this increases
the practical hazard of mislaid keys. Included in the
danger of uncontrolled distribution of keys is the loaning
of authorized keys to unauthorized personnel. This practice
is tantamount to allowing authorized keys to be copied.
Spare keys should not be kept in an office desk, file
cabinet, or other areas in a given room.
Key Issuing Procedure
A separate key request
shall be initiated by the requesting department for each
key desired and shall be approved by the departmental
chair or representative authorized by the chair. More
than one key may be requested on a single Key Request
providing all the keys have the same key code and are
to be issued to one individual. The key request with all
required approval complete shall be submitted to the Key
Control Office. All keys will be made or purchased by
Key Control. Key Control will deliver the key or keys
when completed to the Department Head, or the authorized
representative, to be issued to the individual requesting
the key. It is the responsibility of the Department Head
to get the signature of the person receiving the key on
the Key Request Form accompanying the key or keys, and
to return Part One of the form to the Key Control Office.
The Key Request is a four-part form. The original (Part
One), Key Control copy, is to be returned to the Key Control
Office after is has been signed by the individual receiving
Part Two (yellow copy)
shall be retained by the Keyholder for their records.
Part Three (pink copy) is retained in Key Control for
WIP (work in progress) until signed white copy (copy one)
is returned. Part Four (gold) is to be retained by the
Department Heads, secretaries,
or staff should not sign for keys to be issued to an individual
in their absence. Keys, generally, are not issued to undergraduate
students. If it is desired that undergraduate students
have keys within the department concerned, the Department
Chair may desire to issue the key to a faculty or staff
member and re-issue to the student on a departmental receipt.
Keys should not be transferred from one individual to
another unless an approval has been made by the Department
Chair and the Key Control Office notified of the transfer.
A new Key Request must be sent to Key Control with the
name of the person to receive the key listed, and on the
bottom of Key Request the name of who the key was transferred
from. Any building master or grand master key must be
approved by the President of the University or his authorized
When outside contractors need access to
NIU facilities, they should obtain keys directly from
Key Control rather than through departmental personnel.
A refundable deposit is charged.
Key Return Procedure
All keys shall be returned
to Department Heads so they can tape that key to their
gold (copy four) of the Key Request. That should then
be returned to Key Control. All key records must be cleared
before final clearance from the university can be completed.
In the event that the key or keys are not returned to
the department, the Dean, Department Head, or chair shall
take further action to see that the keys are returned.
Key and Lock Maintenance
Key Control has a standard
code for making of all keys to insure that each individual
key is numbered (die stamp marked thereon). Broken or
damaged keys will be replaced when all parts of such keys
are returned to Key Control Office by the person to whom
they are issued originally. All lock picking will be done
only by the Key Control Office and shall be done with
the approval of a Department Head. All maintenance work
on locks and cores shall be done only by personnel from
the Physical Plant Department. Periodic audits shall be
taken to include physical verification that the assigned
keys are in the hands of designated employees and have
not been lost or mislaid.
Key Request Form
Shown is a copy of the
Request form. Copy One Key Control Copy, Copy Two
Keyholder copy, Copy Three retained in Key Control WIP
(work in progress) and Copy Four Department Head Copy.