Procedures for Lost Keys

This memorandum is intended to provide guidance to individuals who find themselves locked out of an office, classroom or a building.

The Department of Facilities Planning and Management (FP&M) has the responsibility for the maintenance of locks, lock hardware, issuing keys, record keeping, coding and storing of keys, and similar devices. To ensure the smooth operation of the University, each morning our staff unlock the entrance doors to each building on campus starting at 6:30 AM Monday through Friday. The buildings are locked each evening between 10:00 PM – 11:00 PM. No locking or unlocking service is provided on weekends or holidays unless prearranged for an event.

Keys are issued by our Facilities staff to individuals who have been approved by their Dean or Department Head to receive them. When keys are issued, a photo ID is required to insure that the key is issued to the appropriate person. If a key is lost or stolen, key holders are required to notify their Dean or Department Head and provide a lost/stolen key report to the Facilities Department before a new key is issued.

In order to maintain the integrity of the key control system for the campus, Facilities staff will not routinely open an office for someone who is locked out. College/Department Office personnel are in the best position to open offices for their faculty and staff if someone is locked out. Master keys are issued to appropriate individuals in the College/Department Office. Faculty members are issued keys to their classrooms and occasionally may need immediate assistance. In these rare situations during business hours from 8:00 AM – 5:00 PM Monday through Friday, Facilities Planning and Management will send a staff member over to unlock a classroom. For assistance after business hours, weekends and holidays, contact Campus Police at 869-3070.

The aforementioned procedures were established to conform to University Policy Number 3.2 titled University Key Issuance and Control. The policy describes the roles and responsibilities of individuals with regard to the issuance and control of keys on campus. It also states that Cal Poly Pomona is committed to assuring access to its buildings and facilities to promote the smooth operation and educational mission of the university while maintaining the security of its buildings and facilities and their contents and other university property and records and to protect the safety of all members of the University community.

For questions regarding key requests or lost keys please call x3030 or visit: www.cpp.edu/fpm/key-issuance-requests.shtml

Michael J. Sylvester 
Associate Vice President
Facilities Planning and Management