FS-01.04 – University Keys

Effective: January 01, 2026 | Last Revised: March 01, 2026

Purpose

The purpose of this policy is to establish the responsibilities, eligibility requirements, and approval processes governing the issuance, use, and return of Wichita State University (WSU) keys. University keys are the property of Wichita State University and are managed by Facilities Services.

The Vice President for Finance and Administration is responsible for all unassigned and general-use space. Department heads or designated administrators are responsible for the security of their assigned areas, including authorizing key issuance and retrieving keys from employees upon separation. Departments must limit key distribution to individuals with a legitimate need, ensuring the security of University buildings, resources, and property.

This policy defines the procedures required to request, receive, replace, and return University keys.

Policy Statement

1. Eligibility and Authorization

Eligibility to obtain a key is determined by the department head or designated administrator responsible for the assigned space.

  • All key requests require approval from the department head or authorized designee. Stamped signatures will not be accepted.
  • Certain key types may require additional approval from the Executive Director of Facilities Services.

2. Key Request Procedures

To obtain a University key, the following procedures must be followed:

  • Submit a Work Order Request through the Facilities Services website.
  • Provide all necessary department funding numbers for key purchases.
  • Request only one key per person per room; no individual may receive duplicate keys for the same area.
  • Key requests must be submitted in the name of the person directly responsible for the key.
  • Department heads must physically sign all Key Request Forms, along with the key recipient. (no signature stamps or e-signatures)
  • A department head may authorize another signer using the Key Release Authorization Form, available by emailing keyrequest@wichita.edu.
  • The WSU Key Request Form must be fully completed, typed or clearly printed, and signed.
  • Incomplete, illegible, or improperly signed forms will be denied.
  • Allow two business days after submitting a work order before picking up the key.
  • Keys must be picked up in person by the individual listed on the request.
  • A valid MyWSU ID Card is required.
  • Keys will not be mailed.

Parking Notice: Personal vehicles may not enter the gated Physical Plant area. Use the visitor parking lot east of the water tower.

3. Lost or Stolen Keys

  • Lost and/or Stolen keys must be reported immediately to the Facilities Services Lock Shop and to WSU Police Department.
  • A new Work Order Request is required to replace lost or stolen keys and must indicate the request is for a replacement.
  • Departments are financially responsible for replacement costs and any rekeying required for security.
  • If lost keys are returned within 10 calendar days, replacement fees will be refunded.

4. Returning University Keys

  • Keys must be returned to the Facilities Services Lock Shop when no longer needed or when the key holder separates from the University.
  • Students who fail to return keys will have a hold placed on their student records.
  • Keys may not be transferred or passed between individuals.

5. Hours and Location

  • Key pickup hours:
    8:00–9:00 a.m. and 3:00–4:00 p.m., Monday–Friday
  • Work Order Requests submitted after 3:00 p.m. will be ready on the second business day after submission.
  • Key pickup location:
    Gaddis Physical Plant Complex, east of the Wichita State water tower.