Lock and Key Policy
University Facilities employed locksmiths, or University Residence Halls and Apartments employees, (or contractors specifically authorized by the office of University Residence Halls and Apartments for dormitory facilities or by University Facilities for all other buildings) are the only personnel allowed to install or change locks and/or cut and issue keys or access cards for any University building.
For security reasons, do NOT duplicate keys off campus. If it is found that security has been compromised by a key that was made off campus, the cost of re-keying will be charged to the individual involved. Door locking systems that are not compatible with the keying systems provided by the University, and that were not authorized by University Facilities or University Residence Halls and Apartments, will be removed and replaced at the expense of the epartment installing the unauthorized hardware. An exception to this policy is any department with a card access system that issues and updates its own access cards.
There are compelling life safety issues that support the need of this policy. The first is to assure that maintenance personnel are to respond to emergency conditions such as fires, flooding due to water line breaks, electrical component failures, fire alarm equipment failures, etc. It is necessary that maintenance personnel have unobstructed access to our facilities 24 hours a day, year round. This is necessary in order to minimize damages and to effect repairs.
The second issue involves the need to assure that locking hardware satisfies legal requirements. In the past, unauthorized lock changes have resulted in violations of the NYS Uniform Fire Prevention and Building Code. For example, legally required exit doors (those fitted with panic hardware) have been fitted with hardware that obstructs egress. Common sense dictates that the University should not create unnecessary liability.
The third issue involves doors on campus which contain asbestos material. Many doors on both campuses of The State University of New York at Buffalo may contain asbestos fireproof materials. Therefore, it is unsafe for anyone to cut, drill or make any alterations or remove any hardware on any doors on campus. Before any work can be started by University trades or an outside contractor, each door should be tested for asbestos containing material. Before requesting any alteration to doors and locks on campus, please contact Customer Service (71). Customer Service will take the necessary information and contact a certified asbestos supervisor. Certified asbestos supervisor will schedule, issue permits, and take necessary action to perform the modifications requested.
When a department has a concern about limiting access to their facilities, they should contact the appropriate department (University Facilities or University Residence Halls and Apartments) and request that their specific needs be reviewed by the locksmith or designated employee. Improved security could simply be a hardware issue that is easily resolved. When improved key control is desired, the University can install lock hardware on a unique key, commonly referred to as "off master." Off master keys (or cards) in academic and administrative areas will be issued only after being approved by the cognizant Dean or Associate Vice President, respectively; a copy of the off master key (or card) will be issued to the Dean's or Associate Vice President's office. If this option is selected, the department can request that only they be given a key (thus cleaning activities will cease and it will be up to the user of the space to clean it). The department may authorize that a key be made available for the Custodial staff.
In cases of lock changes or installations, access must be provided to University Facilities or University Residence Halls and Apartments so that maintenance personnel and Public Safety are provided with a means of access in the event of an emergency condition. In exceptional circumstances, University Facilities or University Residence Halls and Apartments may agree to a different protocol for emergency access.
February 19, 2004 11:19 AM