PURPOSE OF THIS POLICY

This policy helps keep university buildings safe and secure while making sure people can still get where they need to go. It explains who gets keys or access cards, how to use them, and what to do when they are no longer needed.

APPLICATION OF THIS POLICY

This Policy applies to all parts of the university unless stated otherwise. It replaces the old rules in the Building Proctor Manual.

EXEMPTIONS FROM THIS POLICY

None.

DEFINITIONS USED IN THIS POLICY

Access Device: A key or key card used to open a door or lock.

Building Master Key: A key that opens most doors in a building, but not all.

Key Desk: The office that gives out and keeps track of keys and cards.

Key Manager: The person authorized by a department to manage and distribute keys and access cards for specific areas.

RamCard: The CSU ID card that can also be used as a key card.

Sub-Master Key: A key or card that opens several doors but not all.

University Master Key: A key or card that opens almost everything on campus

POLICY STATEMENT

CSU controls all keys and access cards to keep everyone safe. Only approved offices can give out keys. If someone no longer needs access, key holders must return their key and/or RamCard.

CSU owns all keys, cards, and access codes. Only certain authorized individuals can approve adding or changing locks, e.g. Building Proctors, Key Managers, etc.

Electronic cards may keep a log of who entered or exited a room. These logs can be used by approved staff or police to help with safety and system maintenance. People should not expect privacy in these logs. See related University policies referenced below

POLICY PROVISIONS

CSU may establish procedures, approval processes, training requirements, and compliance standards related to building access, security, and the use of keys and key cards. These requirements are maintained outside this Policy, are linked in the Policy Library, and may be updated as needed.

• Centralized control: Access devices (such as RamCards) are issued and retired only through designated issuing offices (Key Desks and other approved offices).
• Prohibited conduct: Do not copy, share, transfer, or misuse keys or cards.
• Reporting duty: Report lost, stolen, or unauthorized possession/use right away, as the procedures describe.
• Master access approval: Master, sub-master, or building-master access needs approval from roles designated by the Vice President for University Operations.
• System governance: Facilities Management must approve buying, installing, changing, or removing any access control system.
• Cost responsibility: Departments are responsible for costs that result from missing keys issued to their people.
• Annual verification: Departments must verify their key, and card records each year as described in the procedures.

For more information, review the Procedures attached.

COMPLIANCE WITH THIS POLICY

Compliance with this policy is required. If you have questions, contact the Key Desk or your Building Proctor.

REFERENCES

Building Access, Security, and Keys – Procedures (CSU Main)
Building Access, Security, and Keys – Procedures (LSC)
Building Access, Security, and Keys – Procedures (H&D)
Building Access, Security, and Keys – Procedures (SPUR)
Building Proctor Manual, Section 3
CSU Policy: Security Camera Systems

FORMS AND TOOLS

Assetworks
Building Proctor Identifier
Microsoft Team – CSU Key Managers

APPROVALS

Approved by Anthony Frank, July 28, 2011

Approved by Lynn Johnson, Vice President for University Operations on February 8, 2019

Revision approved by Brendan Hanlon, Vice President for University Operations, on April 17, 2026