Policy on Key and Access Issuance

Effective: June, 2015
Revised: April 20 2026
Policy No. D-18

Responsible Official (Title): Facilities Management, Director of Operations & Services
Responsible Office: Facilities Management
Responsible Division: Administration and Finance

1. Policy Statement

1.1. Purpose:

The policy on key and access issuance supports a regulated system of access to provide security for University facilities, assets, as well as the safety of all those on campus. The policy establishes responsibility for all campus employees including student employees, students and others issued keys, as well as outlining the responsibilities of managers in approving and regulating access to University facilities.

1.2. Background:

1.2.1. The policy on key and access establishes security and access requirements for University facilities. The policy addresses all facility locking systems currently on campus and will extend to new locking systems and technologies as appropriate. This policy establishes a system that assures regulated access with regard to securing University assets, and assures a system for control of state keys and electronic access to University facilities.

1.2.2. Access to facilities is essential to the smooth operation of the University. This need, however, must be balanced by an equally critical concern for the security and integrity of the facilities and their contents. It is the policy of California State University, Fresno to only grant access to its facilities when a University business purpose exists.

1.2.3. Facilities Management maintains University buildings and grounds to ensure a safe and secure environment for our campus community. Campus Facilities and grounds are regularly inspected to ensure that broken windows, non-working locks and other necessary repairs are made in an expeditious manner.

2. Authority

Sections of Title 5, Division V, Chapter 1, Subchapter 5 of the California Education Code and amendments and additions to Article 9, related to the use of State University buildings and grounds. Per Executive Order 847 authority and responsibility for this policy has been delegated to the Facilities Management Director of Operations and Services.

3. Scope/Applicability

This policy applies to all campus employees including student employees, students, and others issued keys, as well as outlining the responsibilities of managers in approving and regulating access to University facilities.

4. Exclusions

None

5. Supersedes

5.1 Key Control – Campus Lockbox Procedures (Policy No. G-55.1, May 2003)

5.2 Key Control - Campus Keys (Policy No. G-22.1, March 1999)

6. Definitions

6.1. Employee – A person employed by California State University, Fresno or one of its recognized auxiliary organizations. This individual has a PeopleSoft ID number.

6.2. Volunteer – An individual registered with the Department of Human Resources or Faculty Affairs as an official university volunteer. If this individual needs access to campus spaces, then a campus ID number will be issued. This individual is expected to comply with all relevant aspects of this policy.

6.3. Non-Employee – Any individual affiliated with the campus in some way, but does not possess a campus ID number. Examples include, but are not limited to, vendors, contractors and visiting scholars.

6.4. Person of Interest – An individual who is not an employee or student, but is issued a PeopleSoft ID number for the purpose of using campus services. Examples include vendors, volunteers, visiting scholars, and others.

6.5. Student – An individual who is matriculated in classes at the university and not employed by the university or one of its auxiliary organizations.

6.6. Student Employee – An individual who is matriculated in classes at the university and is employed by the university or a recognized auxiliary organization in the student assistant, graduate assistant, teaching associate, or instructional student assistant job classifications.

6.7. Access – Method of entry to a physical space on campus that is restricted to certain individuals either on a permanent basis or during certain hours of the day.

6.8. Electronic Access, Electronic Key, Bulldog Card, Key Card, Card Access – Entry to spaces on campus using an employee’s Bulldog Card or campus mobile credentials.

6.9. Electronic Key Box- A permanently affixed electronic box installed and maintained by Facilities Management that may be mounted within a building entry vestibule near a card reader door and will house State Keys.

6.10. Key holder – An individual issued a physical key.

6.11. Card holder – An individual that has been issued a Fresno State ID card or Bulldog Card.

6.12. Student Housing – Housing located on the Fresno State campus.

6.14 Housing Personnel – Employees of the California State University, Fresno Association, Inc. that operate and manage Fresno State Student Housing and provide services to the residents that live in the facilities.

6.15 Door Key- Either metal or electronic, a “door” level of access specifies access to a single door.

6.16 Submaster- Metal keys - “submaster” level of access specifies access to a small group of doors. For example, a grouping of rooms with the same security level function such as computer labs; mechanical rooms, etc

6.17 Building Master- Metal keys - a “building master” level of access specifies access to an entire building. This may exclude mechanical, custodial, and telecom rooms.

6.18 Critical Use- First responders and campus-wide emergencies.

6.19 State Key- A metal key issued by the Fresno State Facilities Management Lock Shop. This key is authorized by an approval structure, and is not issued unless the 469 PC form is also signed by the key holder (see section 7.4.3). It is considered State of California Property and accesses physical space on the Fresno State campus. This may exclude desk, filing cabinet, display, or electronic cart keys. A state key improperly used (See 7.4.3.), or improperly secured (see 7.4.7) can be confiscated by Fresno State Facilities Management to avoid unauthorized possession or use.

7. Policy Procedures

7.1. Building Hours and Facility Access

For those who do not have authorized access, a written request should be sent in advance to the Fresno State Police Department from the appropriate department chair or supervisor naming the person to be allowed in the specified building/room with requested dates and times. The Police Department will request a photo ID when responding to requests to open spaces.

7.1.1. Academic buildings are generally unlocked on weekdays between 6:00 AM and 10:00 PM to accommodate instruction.

7.1.2. Administration buildings are generally unlocked on weekdays between 7:00 AM and 5:00 PM to serve general administrative needs.

7.1.3. Access Control schedule exceptions: For events, performances, workshops, or other department-approved after-hours activities scheduled in the buildings outside of the normal building hours, a notice must be sent to the Supervising Locksmith to request that the electronic access doors be kept unlocked for a longer duration.

7.1.4. The Facilities Management Lock Shop is only able to program electronic doors that require a campus ID card, or other campus credential. For all doors operated exclusively by a state key, a written request must be submitted to the Fresno State Police Department to send personnel to unlock and lock the doors during the after-hours event.

7.1.5. Changes to the campus building schedules may be impacted by the 7:00 AM - 3:30 PM summer schedule, campus closure days, or campus outages.

7.1.6. Access to centrally allocated instructional spaces are unlocked by Public Safety or programmed on an electronic schedule designated by Academic Scheduling, and state keys will not be issued to individual faculty, staff, or students.

7.1.7. State keys will not be issued to any exterior entrances on buildings with electronic access on one or more exterior doors. Access to buildings with electronic access on one or more exterior doors will occur via electronic access only.

7.2. Approval Structure

Each manager or department chair is responsible for determining and approving access needs for individual staff, faculty, students, student employees, or volunteers.

Access to University facilities is determined by the employee’s manager based on an evaluation of the employee’s business purpose for access to a particular building, facility, or space. In addition to the employee’s manager, requests for space may require multiple levels of approval, including the department that “owns” each particular space.

7.2.1. Building, or grand master access

If a building master or grand master is requested, additional approvals are required along with a justification statement explaining why access is needed. The following approval structure is in place in the online key request process:

7.2.2. Required approvals by entry access

7.2.2.1. Door State Key and sub master: employee’s manager or department chair

7.2.2.2. Entry Electronic Key: employee’s manager or department chair

7.2.2.3. Building Master: can only be checked out of an electronic key box installed on the other side of a keycard door. Access to this electronic key box will be authorized by the Vice President for Administration and CFO.

7.2.2.4. Grand Master: Grand master keys are issued to specific personnel, only in Critical Use (as defined by section 6. 18) circumstances and require the approvals of the employee’s manager or department chair, and the written approval of the Vice President for Administration and CFO.

7.3. Issuance, Usage and Return of Keys and Bulldog Card Access by Employees and Volunteers

7.3.1. Employees and volunteers shall request keys and Bulldog Card access using the online access request form. Access levels are determined by the individual’s manager or department chair as described in section 7.2.

7.3.1.1. Key Request and Issuance is available and managed by the Facilities Management Facilities Link platform.

7.3.1.2. An employee can request a key or Bulldog Card access for themselves or on behalf of another employee.

7.3.2. Manager or department chair approval is required for all electronic and state key requests.

7.3.3. An employee or volunteer shall not be issued more than one key to a specific space.

7.3.4. State keys must be retrieved and electronically signed for by the individual to whom the keys are issued.

7.3.5. All keys in an individual’s possession will be listed on their individual inventory.

7.3.6. Departments are responsible for ensuring that state keys are returned to the Facilities Management Lock Shop and that the lock shop is notified via email to remove any electronic access (including electronic key boxes) immediately.

7.3.7. The department is responsible for any associated costs of re-keying if determined necessary by Facilities Management and the Police Department in the event that state keys are not returned and electronic access is not deactivated in a timely manner.

7.4. Responsibilities of Key Holder

7.4.1. Keys are the responsibility of the individual to whom they are issued and shall not be shared with any other person. Loaning and lending of keys to another person (both physical keys and electronic) is strictly prohibited.

7.4.2. Possession of unauthorized keys or sharing of such with unauthorized persons is strictly prohibited.

7.4.3. Comply with California Penal Code 469 [presented herein]. Any person who knowingly makes, duplicates, causes to be duplicated, or uses, or attempts to make, duplicate, cause to be duplicated, or use, or has in his possession any key to a building or other area owned, operated, or controlled by the State of California, any state agency, board, or commission, a county, city, or any public school or community college district without authorization from the person in charge of such building or area or his designated representative and with knowledge of the lack of such authorization is guilty of a misdemeanor. (The university president and his designees are the authorizing bodies, his designees being the Facilities Management department per EO 847).

7.4.4. An employee, student, or volunteer may have others return keys on their behalf, but the responsibility for the keys remains with the employee to which the keys were issued until the keys are successfully returned.

7.4.5. Employees, students and/or volunteers shall not “exchange” keys when changing duties on campus.

7.4.6. Individuals separating from the University or one of its auxiliary organizations must return any issued keys to Facilities Management or the Lockshop. The department or Human Resources must notify the Lockshop to deactivate electronic access, including access to electronic key boxes, for separating employees.

7.4.7. State keys left unattended may be secured at the discretion of Facilities Management. Keys should not be left abandoned and available for unauthorized use. This includes but is not limited to: hanging engaged in door locks, surfaces, or in parked vehicles. Facilities Management will make best efforts to communicate with the division, school, or college thought to be responsible for the keys so that they can be safely returned.

7.5. Issuance of Keys and Bulldog Card Access to Students and Student Employees

7.5.1. Departments are strongly encouraged, whenever possible to avoid issuing state keys to students, and instead pursue securing spaces used by students with electronic locks.

7.5.2. Facilities Management reserves the right to upgrade or modify access control if the current hardware is insufficient to support the security needs of the area.

7.5.3. Facilities Management reserves the right to upgrade or modify access control if any area is highly restricted and requires an audit trail or chain of custody.

7.5.4. State keys and electronic access for students and student employees must be requested by a university employee.

7.5.5. Managers and department chairs are responsible for requesting an audit report each semester of all students issued keys or access of any kind.

7.5.6. All requests for electronic or state key access for students must include a justification explaining why the student needs key access to the area(s).

7.5.7. It is the department’s responsibility to notify the Facilities Management Lock Shop when a student with access privileges no longer requires such privileges.

7.5.8. If state keys were issued to the student it is the department’s responsibility to collect and return the keys to Facilities Management. If state keys are not returned, a registration/graduation hold will be placed on the student’s account. The hold will be removed when state keys are returned. Students are also subject to the penal code outlined in section 7.4.3.

7.5.9. It is the responsibility of the department to provide the Facilities Management Lock Shop with an appointment “end” date for students and temporary employees at the time when access is requested. On that date, electronic access will be automatically revoked. Supervisors are responsible to inform and ensure student employees return state keys to the Facilities Management Lock Shop.

7.5.10. Students and student employees are not to be issued state keys of a submaster level access or above. If a student requires access to a large quantity of doors for department-approved business purposes, they are to use an electronic key box outlined in section 7.9 or the department will need to explore electronic access options to ensure access control is maintained.

7.6. Issuance of Keys and Bulldog Card Access to Non-Employees

7.6.1. Departments are strongly discouraged from issuing electronic access or state keys to those who are not employees, students, or student employees.

7.6.2. Departments are encouraged to utilize an electronic key box (installed and maintained by Facilities Management Lock Shop) in order to issue non-employees access to an area.

7.6.3. If there is a university business purpose, and the non-employee must have individualized access where they have exclusive possession of the state key or utilize their own Bulldog Card, the department must request to have a “Person of Interest” created by Human Resources. Once this is complete and the individual has a campus ID number, an access request may be submitted.

7.6.4. Persons of Interest automatically have an appointment “end” date created. On that date, electronic access will be automatically revoked for Bulldog Card access. If there is a university business purpose that requires the individual to need extended access, , the Person of Interest’s access may be extended by the Facilities Management Lock Shop at the request of the department.

7.7. Lost or Stolen State Keys

7.7.1. In the event of a lost or stolen key, the key holder must immediately report the loss to Facilities Management Lock Shop and to their immediate supervisor or manager. The lost key report must be completed even when a new key is not requested.

7.7.2. Before a new key will be issued, the key holder must pay the $10.00 per key replacement fee, with the total fee not to exceed $100.00. This fee will be waived if a police report has been filed with University Police and a copy is provided. The fee may be refunded if the lost key is returned within 5 days.

7.7.3. In the event of a lost key, and at the direction of Facilities Management and the Chief of Police, rekeying of spaces or an entire building may be required and such cost will be the responsibility of the department that initially approved the issuance of the key that was lost.

7.8. Lost or Stolen Bulldog Cards (see also Bulldog Card Terms and Conditions)

7.8.1. In the event of a lost or stolen Bulldog Card, the card holder must immediately report the loss. (This can be done by calling the Facilities Management Lockshop).

7.8.2. Per the Bulldog Card office, a lost or Bulldog Card has a replacement fee of $10.

7.9. Electronic Key Boxes

7.9.1. Electronic key boxes may be installed in order to house state keys for those who require this level of access in order to complete their duties.

7.9.2. Electronic key boxes are installed by Facilities Management in a vestibule or inside a building near an electronic access-controlled door.

7.9.3. The electronic key boxes may be audited at any time remotely by the Facilities Management Lock Shop.

7.9.4. Individuals requiring access to electronic key boxes must be authorized per the approval structure or by their dean or division head, and the Vice President for Administration and CFO. The Facilities Management Lock Shop will be exclusively responsible for activating their credentials to operate the electronic key box.

7.9.5. Keys within the electronic key box may only be used by authorized individuals. If an individual authorized to utilize the electronic key box separates from the university or adjoined department, then it must be reported to the Facilities Management Lock Shop to facilitate their deactivation from the electronic key box.

7.9.6. Keys checked out from the electronic key box must only be carried or used by the individual who checked them out. The keys must be returned daily by the individual who checked them out and must not be removed from the Fresno State campus.

7.9.7. Individual lock boxes not authorized or maintained by Facilities Management for purposes of state keys (as defined in section 6. 19) are strictly prohibited. Facilities Management reserves the right to confiscate any state keys left in an unauthorized department lockbox. Furniture (cabinet, desk, or display) keys can be kept in a mounted lockbox overseen by individual departments.

7.9.8. Labeling state keys by specifying room numbers or areas that can be easily interpreted by an unauthorized individual is strictly prohibited.

7.10. Fresno State Student Housing

Fresno State Student Housing is responsible for the programming and issuance of student housing electronic keys. Electronic keys are programmed so that residents have 24 hour access to exterior entrances to their respective buildings along with their individual assigned rooms. The Atrium is open 24 hours a day during the academic year and has a 24-hour staffed customer service desk. For residents’ safety, exterior doors and gates are locked from 5:00pm - 7:00am daily, with a resident’s electronic key providing access during those times.

8. Related Policies, Procedures, Information, Forms – None.

9. Contact Information

If you have any questions regarding this policy, please contact the Lockshop at 559.278.2373.

10. Key Search Words

Key, lockshop, grand master, key card, bulldog card, lock box

11. History/Revision Dates:

Reviewed by President’s Cabinet: April 6, 2015
Approved by President: June 8, 2015
Revised September 3, 2019
Revised February 6 2026
Minor revisions April 20 2026

12. Next Evaluation Date: April 2031

The official version of this information is maintained only on the Fresno State Policies & Procedures Website. Please make certain to review the material on Policy Website before placing reliance on any printed version or any other online source.