Facilities Management

Key Request Policy & Forms

The University of Southern Maine Key Policy can be found here.

In addition to the policy and in order to help ensure the safety and security of University buildings, equipment and most importantly, Faculty, Staff and Students, the following guidelines must be adhered to.

Key requests must be placed with Facilities Management by means of a Key Request Form. Facilities Management will contact requestor if there are any questions regarding the need for keys being requested. Any unresolved discrepancies will be brought to the attention of the appropriate member of the Provost / President's staff.

Keys are issued only to regular or full-time University employees. Students are not issued keys other than to their own residence halls and rooms, as determined by Residential Life. Students desiring access to rooms other than their residence rooms must follow the procedure established by USM Police. USM Police may issue Student Authorization Forms, which must be signed and returned to USM Police for issuance of requested keys.

Only one key to any given door will be issued to an individual. If an individual loses a key, they may obtain a replacement key at a cost of $15.00. Payment must accompany each replacement request.

A Key Return Form should accompany all key returns. As part of the exit interview procedure, all University keys must be returned to Facilities Management. Transferring of keys between employees is not allowed. When an employee transfers to a different department or moves to a new location, keys must be returned and a key for the new office must be requested.

An individual within each college, department or office should monitor a "Key Log". A "Key Log" should contain names of the person keys are issued to, date the keys were issued, and numbers on both sides of keys issued to an individual for accuracy. A copy of the completed Key Request Form may be used for this purpose. The Facilities Management Office maintains a similar log. Periodic audits by Facilities Management may be conducted.

*Please note that Facilities Management must have an ORIGINAL copy of the key request form with all required signatures prior to issuing keys.