Ohio Administrative Code › Title 3359 - University of Akron › Chapter 3359-47 - Policies and Statements on Alcohol, Property and Diseases on University Property › Section 3359-47-09 - Procedures for key pick-up. return, or requests and/or reporting lost or stolen keys

Current through all regulations passed and filed through July 1, 2024
(A)
								Key return. The
			 locking systems office is open from seven a.m. to three p.m.. Monday through
			 Friday, and is located in the physical facilities operations center. Keys must
			 be returned by the individual to whom they were issued.
(B)
								Key pick-up. Keys
			 may be picked up twenty-four hours a day at the dispatch window located
			 adjacent to the university police office in the physical facilities operations
			 center. Keys may be picked up by the person to whom they are issued only upon
			 presentation of an appropriate photo identification.
(C)
								Requesting/returning keys or reporting lost/stolen keys. To
			 protect the integrity of the university's master keying system as well as to
			 maintain the safety and protection of university students, employees, and
			 equipment, the following steps are to be taken when requesting keys, returning
			 keys, or reporting lost or stolen keys:
(1)
									To receive a key,
			 a university key card must be completed. Use one key card for each key
			 requested, using current key card format. The requesting individual's
			 university identification number is required. Key cards are available from
			 locking systems or. in some cases, from departmental offices. Full signature is
			 required (no initials)
(2)
									The appropriate department head and dean, when
			 applicable, must sign all key cards. Rubber-stamped signatures are not
			 acceptable. Full signature is required (no initials).
(3)
									All requests for
			 master and submaster keys must be approved by the appropriate vice president.
			 Requests for grand master keys require approval by the appropriate vice
			 president and the associate vice president for campus safety (AVPCS). Master
			 and submaster keys will not be issued to undergraduate or graduate
			 students.
(4)
									Double sets of keys will not be issued to university
			 keyholders.
(5)
									When students and employees transfer to another
			 department or leave the university's employ, they must personally return all
			 their keys to locking systems. Failure to do so may result in a charge to the
			 department as if the keys were lost or stolen and a financial hold may be
			 placed on the keyholder.
(6)
									All lost and/or stolen keys must be reported to locking
			 systems and the university police department.
(7)
									A graduated
			 monetary charge is hereby established to cover lost and/or stolen keys:
(a)
										Latch (office,
			 desk, file, lab), each
										twenty dollars
(b)
										Submaster -
										fifty
			 dollars
(c)
										Building master -
										seventy-five dollars
(d)
										Grand master
			 -
										one
			 hundred dollars
The loss or theft of a submaster.
				building master, or grand master key jeopardizes the security and protection of
				an area (dormitory, laboratory, office complex, or building! and the entire
				area may need to be re-cored and re-keyed. The department from which the key
				was lost or stolen will be charged for the total replacement
				costs.
If a keyholder disagrees with the
				charge imposed by locking systems for a lost/stolen key, the charge may be
				appealed to the AVPCS (see paragraph (CX14) of this
				rule.
(8)
									Payment for lost or stolen keys is the responsibility
			 of the department which authorized the issuance of said keys to the student or
			 faculty/staff employee.
(9)
									Locking systems personnel and the university police
			 officers have the authority to confiscate unauthorized or misauthorized keys in
			 the possession of any university keyholder so as to insure the integrity of the
			 university keying system.
(10)
									It is expressly
			 forbidden to loan, trade or reproduce university keys. It is the responsibility
			 of the keyholder or cardholder to safeguard these items at all times. If the
			 keyholder cannot account for the keys, loss of key or card privileges may
			 result and the keyholder may be subject to the charges imposed by the key
			 policy.
(11)
									Card access procedure. Locking systems key cards must
			 be filled out and sent to locking systems before access cards can be picked up
			 (similar to key requestsY The department requesting access cards will provide a
			 requisition to cover the cost of the encoded cards.
(12)
									Restocking
			 charge. After individual notification, key orders are cut and left for pick-up
			 at the police dispatch office for a period of sixty days, then returned to
			 locking systems and restocked. Departments requesting keys for individuals who
			 do not pick them up after sixty days will be assessed a ten dollar restocking
			 charge per key.
(13)
									Keyholder audits. Individual and/or departmental
			 keyholder audits may be requested by a department by submitting a requisition
			 for same to locking systems. When picking up keys, individuals may request a
			 report of their outstanding keys at no charge.
(14)
									Appeal
			 procedures.
(a)
										Form of appeal. The keyholder upon whom notice of a charge
			 has been served may appeal, in writing, said charge within ten business days
			 from the date notice is served.
Appeals will not be considered unless
				they comply with the following requirements:
(i)
											Appeals must be
			 in writing and submitted to the AVPCS and must contain the information required
			 by forms provided for that purpose. The AVPCS shall provide approved forms for
			 the submission of all appeals. Only those appeals which are submitted on the
			 aforementioned forms will be considered by the AVPCS or a designee thereof, for
			 further action.
(ii)
											The written appeal must indicate the specific reasons
			 and/or grounds for appeal.
(iii)
											The appeal must
			 be filed in a timely manner and must be signed by the person making the
			 appeal.
(b)
										Authority of the AVPCS or a designee thereof. Upon
			 proper appeal, the AVPCS, or a designee thereof, may void, reduce or compromise
			 a charge when any of the following circumstances exists:
(i)
											A police report
			 is on file with the university of Akron police department or the police
			 department in the municipality where the key(s) was lost or stolen.
			 Verification of this report must be obtained by the university of Akron police
			 department.
(ii)
											The charge is issued to a faculty or staff member, and
			 the person charged demonstrates to the satisfaction of the AVPCS or a designee
			 thereof, that the loss occurred during the performance of duties or
			 responsibilities to the university and that the loss could not reasonably be
			 avoided without materially interfering with such duties and
			 responsibilities.
(iii)
											Determination by the AVPCS or a designee thereof, that
			 the charge imposed is not consistent with the requisites of this key
			 policy.
(c)
										Failure to appear before the AVPCS or a designee
			 thereof, as requested may result in a charge being imposed in accordance with
			 the key policy.
(d)
										Upon receiving notice of the decision of the AVPCS or a
			 designee thereof, the department of locking systems shall implement the charge
			 determined appropriate by the AVPCS or designee thereof.
(e)
										All decisions
			 made or charges imposed by the AVPCS or designee thereof are
			 final.
(15)
									Ohio Revised Code. Section
			 3345.13 of the Revised Code
			 states: "No person shall knowingly make or cause to be made any key for any
			 building, laboratory, facility, or room of any college or university which is
			 supported wholly or in part by the state of Ohio." The code (section
			 3345.99 ) also sets the minimum
			 fine for such an offense at fifty dollars and the maximum at one hundred-fifty
			 dollars.
Section
				3345.99 of the Revised Code
				states: "Whoever violates section
				3345.13 of the Revised Code
				shall be fined not less than fifty nor more than one hundred-fifty
				dollars."
Replaces: 3359-47-09