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Administrative Policy and Procedures Manual
Section 900: Physical Plant
903.3 Property and Capital Equipment, Keys to University Buildings
Effective: June 21, 1994
Revised: September 9, 2009; September 2011
Review Date: September 2011; September 2013
Responsible Party: Provost


It is the policy of Montana State University-Northern that other than during normal working hours, all buildings shall be locked in order to maintain the security of both the buildings and their contents.

Building coordinators have primary authority to approve issuance of keys to building occupants and approve transfer of keys between individuals. However, building coordinators should limit the number of keys issued to the minimum required by regular work assignments. The building coordinator should establish a system of key control to cover infrequent requirements. Building coordinators are:

Building Coordinator
Auto Mechanics, Auto Diagnostics, and Electronics Dean, COTS
Brockmann Center Dean, COTS
Cowan Hall Director of Business Services
Donaldson Hall Director of Business Services
Gym and PE Classrooms Director of Athletics
Hagener Science Center Dean, CEASN
Metals Tech Dean, COTS
Pershing Hall Dean, CEASN
Physical Plant Building Director, Facilities Services
Residence Halls, Faculty Housing and Student Family Housing Director of Housing
Vande Bogart Library Director of Library
Student Union and Food Service Director of Food Service


Staff members may be issued keys to university buildings upon the recommendation of the department chair, dean or administrative head and approval of the building coordinator, or his/her designee, in accordance with established procedures. For example, the Director of Information Technology Services would recommend to the Dean of the College of Technical Sciences that a key be issued to the lab monitor of the CAD Center.

Keys are issued for entry to university buildings for the purpose of conducting university business only.

Special assignment of keys, where required (such as to contractors, etc.), may be authorized by the campus Facilities Services Director.

All keys issued remain the property of the university and shall be returned under the following conditions:

It is the responsibility of the appropriate department chair, dean or administrative head and building coordinator, to ensure that all keys are returned. All supervisors should alert their employees that the charge is $25 per key for keys lost or not returned.

Facilities Services personnel are the only authorized entity to duplicate keys and perform lock repair and replacement for any campus buildings. Facilities Services has allowed Information Technology Services to maintain the electronic locks.

A file copy of all facility keys for all facilities on the Montana State University-Northern campus will be retained at the Facilities Services Department.