Faculty/Staff Key Requests
University keys to outside entrances and inner doors of University buildings and facilities will be issued to authorized faculty/staff by Public Safety. All faculty/staff must fill out an online key request to obtain keys and their request will be routed for approval. The approval process consists of the Employees Supervisor, Facilities Manager, Locksmith, Physical Plant, and Public Safety. After all approvals have been submitted the employee will receive an email letting them know their key(s) are ready for pickup at the Public Safety Office at 158 Crisp Hall. The employee will then need to sign the form electronically saying they agree to the key policy. They will then have to sign the form again in person upon pickup saying they have possession of the keys. When filling out an online key request you must use your main email not an alias or personal email.
Staff/Faculty must return keys prior to departure from the University.
Student Key Requests
For students needing university keys they will have to submit a key request form. It will route to their supervisor first for approval and then the student will be sent information on a background check. All students with university keys must first have a background check completed. The form will then be routed to the Facilities Manager and then to HR for them to sign off on the background check completion. The Locksmith, Physical Plant, and Public Safety will then complete the approval process. After all approvals have been submitted the student will receive an email letting them know their key(s) are ready for pickup at the Public Safety Office at 158 Crisp Hall. The student will then need to sign the form electronically saying they agree to the key policy. They will then have to sign the form again in person upon pickup saying they have possession of the keys. When filling out an online key request you must use your main email not an alias or personal email.
If students are going to be off campus for 30 days or more, they must return their keys to Public Safety.
Forms
Contact Person
If you have any questions regarding university keys, please contact Chad Worley from Public Safety at Office Phone: 731-881-7776 or Email: cworley@utm.edu
Key Pickup/Dropoff
Keys can be turned in anytime 24/7 at Public Safety, 158 Crisp Hall. Keys are available for pick-up at Public Safety, 158 Crisp Hall. Please call and make an appointment for pick up to ensure someone will be available to distribute your keys. Please make sure you bring a photo I.D. to pick up your keys. If you have any questions regarding university keys, please contact Chad Worley from Public Safety at 731-881-7776 or cworley@utm.edu
After Hours Building Access
After Hours Building Access
After-hours use of facilities is limited. Staff will not unlock doors for anyone after 10 p.m. unless they have prior written authorization from a department head. If a staff/faculty member needs access to a building between 10 p.m. and 6 a.m., the employee’s department head must email Public Safety in advance.
Emails may be sent to the Director, Michael O’Neill, at michael.oneill@utm.edu or to Lieutenant Chad Worley, at cworley@utm.edu.
The employee should then contact the Public Safety Dispatch Center at 731-881-7777, and the dispatcher will contact an officer or staff member to verify their identity and grant them access. Dispatch cannot grant this access without prior approval.
When leaving a building via a locked door, we are asking everyone to ensure that all doors are securely closed and locked behind them (not propped open), and if you see anyone tampering with a door, please contact Public Safety or the front desk when at a residence hall. In buildings with card access, please don’t hold the door open or let people in that you do not know.
Key Inventory
A campus-wide key inventory is done in the fall of every year and every department is asked to check their employees’ keys including all students on their payroll. It must have a department head’s signature showing all keys accounted for. A campus wide key inventory is done spring of every year for all students with keys, and they are required to bring their keys to Public Safety for visual verification and return keys prior to graduation or summer break.
Lost Key Report
If an employee/student loses a university key, they must notify the office of Public Safety immediately and make every effort possible to recover the key. After the lost key report is made Physical Plant will get with the department involved and Public Safety regarding the rekeying of the doors and the expenses. All rekeying from lost keys will be at the department’s expense.
Key Audits
Periodic key audits will be conducted on employees/students keys by Chad Worley from Public Safety throughout the year.
Building Access
Each building on campus has a master Key. Master Keys will only be issued to Building Managers, Maintenance personnel, and Public Safety staff. Submasters are given to department staff with approval from a department head. When a building or suite is occupied by two or more departments, the request for a submaster key must be authorized by all department heads who occupy the building.
Key Transfer Form
The Key Transfer form is used for Staff/Faculty only when an employee is leaving, and a new employee is taking that position and needs those exact keys. It works best when both employees are currently employed with the University when filling out the form.
Also, you can use the form if an employee leaves and their keys are locked in a key-box on a locked ring. Use this form to transfer the ring to another employee’s name until a new employee is selected for that job. After a new employee is hired then the form can be created again to transfer the keys to their name. This prevents the keys from having to be turned in and redistributed by a key request form. Also, multiple buildings can be selected on a single transfer form which can’t happen on a key request form.
After a transfer form is submitted and approvals are completed by the Supervisor, Public Safety, Locksmith, and Physical Plant the key holder and receiver will both get an email advising them to meet at 158 Crisp Hall, Public Safety to transfer/exchange the keys. Please call or email and make an appointment for the transfer to ensure availability and bring a photo I.D. when coming to Public Safety. The transfer must be done in the oversight of Chad Worley with verification of each key. If you have any questions concerning keys, please contact Chad Worley from Public Safety at 731-881-7776 or cworley@utm.edu.
FAQ
When should a NON-UTM key request form be completed?
Only if the person needing the keys does not have a UTM email. This occurs when the person works on campus but does not work for the University such as Sodexo or WLJT.
Which UTM email should be used when filling out a key request in dynamic forms?
The faculty/staff/student main email not an alias or personal email. If this occurs, it will not send it to their dynamic forms account.
Do you have to have a UTM ID# to fill out a key request?
Yes, a 960 number is required for the system to generate a profile to assign keys. If one does not have a 960 then a form needs to be filled out to make them a friend at the University.