007-11: Building Key Rules and Regulations

Campus Facilities and Grounds
Section 007: Campus Facilities and Grounds Policies and Procedures

Effective: 04/20/2010

Updated 4/20/2025

These rules govern the control of keys for the Oregon State University Corvallis campus.

These rules apply to all Education and General use buildings, except:

  1. University Housing and Dining Services buildings (dorms and dining halls)
  2. Memorial Union, Student Experience Center and Cultural Centers
  3. Departmentally owned buildings not supported by the Access Lock and Key Shop

These rules do not apply to locks on:

  1. Office furniture (departmental responsibility)
  2. Lockers (department or individual responsibility)
  3. Personal or departmental locks such as bike locks etc.

The basis of issuing a key is a demonstrated, continual, ongoing need to access the space requested. The requester’s department head or supervisor determines each individual’s needs and works through the department's Key Authorizer to submit an online Key Request.  

If a building has exterior card access, no exterior door keys will be issued. 

  1. See  007-10: Physical Building Security and Access Control Rules and Regulations

Key Authorizer:

Department heads have Key Authorizer authority and can delegate this authority to departmental Key Authorizers, giving them the ability to make online card/key requests.

Department heads may request and be issued a set of keys for all the rooms assigned to their department.

Department head and Key Authorizer responsibilities:

  1. All key requests must be submitted via the online key request portal by an approved Key Authorizer.
  2. After key requests are submitted and then approved, a confirmation email with the key rules and instructions will be sent to the Key Authorizer and Key Borrower (formally assignee). When the keys are made available, they can be picked up by the borrower at the ID center located in the Memorial Union. ID is required.
  3. No duplicate keys will be issued to a single individual. Damaged keys must be returned to the Access Lock and Key Shop for replacement. 
  4. Ensure all keys are returned for any borrower who no longer has a business need, including but not limited to job changes, transfers or individuals who are no longer associated with the University.
  5. Maintain a current key authorization list with the Access Lock and Key Shop.
  6. Prohibit shared assets such as shared keys or duplicate keys issued to the same individual.
  7. Assist Access Lock and Key Shop with compliance requirements.
    1. Quarterly key audits 
    2. Key Authorizer update and audits
    3. Request and complete quarterly electronic access audits where applicable

Building Managers:

Building Managers may request, via the Key Authorizer, and be issued one set of keys for their assigned building(s) of responsibility. Keys issued to the building manager will not include access to custodial spaces, roof access, mechanical rooms, electrical room, elevator rooms or IT closets.

  1. In the event a Building Manager changes, previous Building Managers must surrender their keys to the Access Lock and Key Shop. New Building Managers will need to submit a new online key request for Building Master keys.
  2. Building Master keys will only be issued to current Building Managers.
  3. Building Master keys cannot be shared or transferred between individuals.

Key Borrower:

All Key borrowers in possession of an Oregon State University building key shall:

  1. Keep the key in a secure location anytime the key is not in use.
  2. Report lost or stolen keys to the issuing department, the Access Lock and Key shop and the Department of Public Safety immediately.
  3. Authorizing departments may be charged costs associated with re-keying the building spaces due to keys being lost or not returned by individual borrowers.
  4. Return any key no longer applicable to job duties or space usage.
  5. It is not permitted for a key borrower to transfer possession of a key to another individual.  All keys must be returned to the Access Lock and Key Shop to be reassigned to the appropriate person.
  6. All keys are required to be assigned to an individual, not a department, organization, or committee, etc. Keys are to remain in the possession of the borrower and not to be loaned or given to another to use temporarily or as a shared asset.

Campus Master Key Sets:

Campus master sets are only issued to employees for essential duties, within the Department of Public Safety, Facilities Services or Environmental Health and Safety and must be approved by the Director of Facilities Services.

  1. For campus safety and security, building or Campus master sets will not be issued or accessible to students or student employees.
  2. Building or Campus master sets must not leave campus.
  3. Building or Campus master sets are to be physically with the individual assigned or secured when not in use, within a monitored key box provided by the Access Lock and Key Department.

Keys can be returned to the Access Lock and Key Shop via

  1. ID center located in the Memorial Union
  2. Campus Mail
  3. Facilities Services at the Western Shops Building

 Building Key Return:

  1. All key borrowers are responsible for returning keys to the Access Lock and Key Shop when there is no longer a business need for the keys.
  2. Building Managers in possession of building keys are responsible for returning those keys at the end of their appointment as a building manager.
  3. The Department Head and Key Authorizer are responsible for ensuring all keys are returned for any borrower who no longer has a business need.
  4. All borrowers are responsible for returning keys at the end of their employment/enrollment at Oregon State University.