THE UNIVERSITY OF TEXAS AT EL PASO

KEY REQUEST

Revised 08/17/2010

TO: FACILITIES SERVICES

KEY SHOP

1808 HAWTHORNE (CORNER OF RIM ROAD)

1. Date: ______

2. Department Requesting Key: ______3. Ext. No. ______

4. Building: ______Room No. ______

5. Printed Name and Original Signature of

Dean/ Dir./ Chairperson/ Adm. Officer ______

6. Printed Name and Original Signature of Dept. Representative Responsible for Return of Keys

Assigned to Teaching and Research Assistants ______

7. Name / 9. Building / 10. Room No /

For Facilities Services Use Only

File #

/

Key #

/

Record #

Last:
First:
Middle Initial:
8. ID Number

11. Justification for Issuance of Keys:

Certification of Issuee:

I am responsible for the safe keeping of all keys issued to me and agree not to exchange keys with anyone; to return all keys to the Key Shop when they are no longer necessary; and to notify the Campus Police and the Key Shop immediately upon discovery that any of the keys are lost or stolen. In the event that any key issued to me is unreturned, there will be a $5.00 charge per key and I may be held responsible for the cost of any re-keying of locks necessitated by such loss or theft.

I have read and understand the above excerpt from the University’s Administrative Policies and Procedures Manual.

12. Date Issued: ______Issuee Signature: ______

Date Key Delivered: ______Person Receiving Key(s): ______

Printed Name

______

Signature

Note: Please allow 36 hours from receipt of key request at Facilities Services for processing of request of keys to be issued. Keys can be picked up at the Key Shop, located at 1808 Hawthorne (corner of Rim Road) anytime between 8:00 AM and 4:00 PM Monday through Friday (excluding holidays). Please call ext. 7110 (Key Shop) to confirm if keys are ready for pickup. The requestor may have their keys picked up by a department representative with written authorization and proper identification (Only if Certification of Issuee has been signed by person requesting keys).

·  The approval of the appropriate Vice President is normally required for the issuance of Building Master keys unless the building houses only programs within a single academic college or administrative unit, in which case, the approval of the Dean or an equivalent administrative official is necessary.

·  Sub Master and entrance keys may be issued upon authorization of a Department Chairman or Director unless the area or building also houses other academic departments, programs, or administrative units, in which case, a Dean’s approval is required.

·  Room keys for offices, labs, and other rooms under the control of a department or office may be issued upon the approval of the department Chairman or Director.

See reverse side for Instructions

Key Request Form Instructions

Please note: the Key Shop is located at 1808 Hawthorne, at the corner of Hawthorne and Rim Roads, where the children's daycare center and information technology offices used to be housed.

Key request forms are to be properly filled out by the department requesting issuance of keys and forwarded to the key shop by campus mail, department representative, or person requesting keys. Once Key Request orders are processed, keys will be available for pick up a maximum of 7 days, after which the order will be cancelled and the keys will become available to be issued to other persons. Key requests with erroneous or missing information will be returned to the department for corrections. To prevent falsification, copies or faxes of key request forms are not allowed.

Please follow the instructions below when filling out key request forms:

1.  Date of request.

2.  Official Department Title.

3.  Telephone number/extension of department.

4.  Department office building name and room number (building and room number where department is located).

5.  *Original name and signature of department head authorized to approve issuance of keys.

6.  *Original name and signature of department representative who shall be held responsible for the return of all keys issued to Teaching & Research Assistants, as well as those issued to Graduate and Undergraduate students. This person shall be responsible for payment and/or collection of all charges related to the loss of these keys.

7.  Name of person to whom keys are authorized to be issued (only one name per key request form).

8.  Faculty/Staff/Student identification number assigned by the University from I.D. card (including their current status number: 1 for Undergraduate students, 2 for Graduate students and Research/Teaching Assistants, 3 for Faculty and Staff).

9.  Building for which key(s) is/are to be issued (one item per line).

10.  Room Number(s) for which key(s) is/are to be issued (one item per line).

11.  Written justification for authorization of key issuance, to be completed for all Teaching/Research Assistants, as well as issuance not specifically authorized by University Key Policy.

12.  Date and Signature of person to whom key(s) is/are being issued acknowledging the reading of ‘Certification of Issuee’ statement and agreement with its contents.

*Note.- Signature cards are to be filled out and kept on file at the Facilities Services Key Shop to validate signatures of those individuals authorized to sign on key request forms (signature cards may be obtained from the key shop per request).