Body
Key Approval
University employees whose job duties require access to an area, as well as contractors and third-party vendors who require physical access to University of Arkansas facilities might need a physical key to access those areas. A key must be requested and approved and picked up at the Facilities Management Key Office.
A new hire might need a key to their work area, and a current employee might need a new key if their working location changes or if their job duties change to require access to a different area.
Mandatory security training may be required before a key is approved for certain areas.
The request will require approvals based on the requested access level.
- A General Building Key will require supervisor approval, which may take 1-2 business days.
- A Department Office Key will require supervisor approval and Department Head approval, which may take X business days.
- A key for Restricted/Secure Areas will require supervisor approval, Department Head approval, and Building Executive approval, which may take X business days.
Required justification for getting a key
Justification for needing a key
What is the policy for who gets a key?
Need Approval criteria list for supervisors, dept heads, and building execs with acceptable reasons why someone should be granted access to a particular area and would need a key.
Responsibilities of keyholders
Employees must keep keys secure, report lost or stolen keys immediately, and return all keys upon transfer or separation.
Keys are not transferable.
University Key Policy (who will be updating this to new process?)
Request a key
The individual who will be using the key or this person's supervisor can submit the request for the key. All key requests must be submitted through the request form. Click the Request a Physical Key button on the right to request a key.
You will indicate on the form whether you are requesting for yourself or as the supervisor of the person requiring a key.
The form will require the following information about the requestor:
- Key holder name
- Key holder department
- Key holder position
- Building(s) and room(s) requiring access
The form will require the following information about the building/room/area for which the key is requested:
- a valid reason [link to criteria] for requiring access to specific areas
- if the key opens multiple rooms or provides access to high-value/high-risk areas
What if they are unaware that the area is designated "high-risk"? Are high-risk areas designated somewhere so it is known if a specific key gives access to a high-risk area?
What should approver do if known high-risk area is not marked on form as a high-risk area? Can they update the form or should they deny it and state why?
You will be notified after your key request is approved and the key is available for pickup. If your request is denied, the reason for denial will be provided.
Picking up your key
After approval, the Facilities Management Key Office will prepare the key for pickup.
Keys must be picked up in person from the Facilities Management Key Office, 1486 Mitchell Street, Fayetteville, AR. A valid UARK ID card must be presented at the time of pickup.
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.
Key Return
If an employee has been terminated from their employment or is otherwise offboarded from the university, all keys in their possession must be returned to the Facilities Management Key Office.
If an employee is moved to a different area that does not require the key(s) they have requested or their job duties no longer require access to the area requiring the key, the keys that are no longer needed should be returned to the Facilities Management Key Office.