Key Process Overview

General description of how the new physical key process will work

Building Key Approvals and Access Control

Overview

This article outlines the process for requesting, approving, and receiving keys for access to campus buildings, offices, and restricted areas. A structured approval process helps manage security, maintain an accurate key inventory, and ensure compliance with building access policies. 

Scope

This policy applies to all employees, contractors, and third-party vendors requiring physical access to University of Arkansas facilities. 

Request Procedure

  1. Submit a Request: All key requests must be submitted through the designated Key Request Form in TDX.
  2. Provide Justification: Requesters must provide a valid business reason for requiring access to specific areas.
  3. Required Information: The request form will prompt for:
    1. Key holder and Department
    2. Indicate whether you are requesting for yourself or as a supervisor
    3. Key holder Position
    4. Building(s) and Room(s) requiring access
    5. Indicate if the needed key opens multiple rooms or access to high-value/high-risk areas
    6. Justification for access

Approval Workflow

Requests are automatically routed based on the requested access level. 

Access Level

Approver(s)

Review Timeframe

General Building Key

Supervisor

1-2 business days

Department Office Key

Department Head

1-2 business days

Restricted/Secure Areas

Building Executive

1-2 business days
  • Approver Responsibility: Approvers are responsible for verifying the business need and ensuring the requester has completed any mandatory security training.
  • Approval Notification: The requester and the Facilities team will be notified once an approval is granted. If rejected, the approver will provide feedback. 

Key Issuance

Once approved, the Facilities Management team will coordinate the key issuance.

  • Pickup Location: Keys must be picked up in person from the Facilities Management Key Office, 1486 Mitchell Street, Fayetteville, AR.
  • Identification Required: A valid UARK ID must be presented at the time of pickup.
  • Acknowledgment Form in TDX: The key holder must provide a digital signature in TDX, agreeing to the responsibilities outlined in the University Key Policy. 
  • Keys must be picked up within 30 days or a new request will need to be submitted.

Responsibilities

  • Employees: Must keep keys secure, report lost or stolen keys immediately, and return all keys upon transfer or separation.
  • Supervisors: Ensure their team's key access is appropriate for their role and promptly notify Facilities when an employee's access needs to be revoked or changed.
  • Facilities Management: Maintain an accurate inventory of all keys, manage the approval process, and conduct periodic audits. 
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