Master Key Policy FAQs

The general purpose for the Master Key Policy is the protection of lives and property of the campus community.

• To ensure that users requesting keys are authorized to do so
• To ensure individuals requesting a key(s) receive the correct tier of key
• Ensure that the lowest tier of key that is effective is provided to the requester
• Ensure a process of accountability for the return of keys
• To resolve problems resulting from a lack of key control
• To ensure accountability when Departments have a key control breach
• To ensure compliance with federal, state, or other agencies’ guidelines

Access Control is divided into three categories:

1. Non-restricted keyways
2. High security keyways
3. Card access

Master-level keys (Great Grand Master, Grand Master, and Master Keys) are the focus of our partnership between UWPD, the Lockshop, and key users.

Deans and directors (or their designees) of each school are responsible for the full implementation of this policy.

The Department Access Key Controller is an individual who makes formal requests for master-level keys and maintains accurate records of those receiving master-level keys.

The Dean or Department Chair is responsible for assigning the access key controller for the particular building, department, or unit.

Your supervisor should contact the Dean or Department Chair as they will know who has been designated Access Key Controller for your specific site.

Remember, Access Key Controllers are only needed when requesting Master, Grand Master, or Great Grand Master keys. Other key requests are still supported through FP&M’s original key request portal.

More information »

The UWPD Chief of Police is the designated overall authority.

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1. Ensures the Department Access Key Controller completes and maintains a master key inventory process.
2. Directs the Department Access Key Controller to conduct a key control record audit as needed
3. Directs designated UWPD employees to audit departmental mechanical and automated access control systems and to assist departments with maintaining effective key control.

Deans, directors, or designees of each school/college are responsible for the full implementation of this policy.

The dean, director, or designee must determine the level of key control for their school, college, or division. They are also responsible for advising and keeping current role assignments regarding Access Key Controller and their alternate.

The contact information should include the Access Key Controller’s and alternate’s work address, telephone number, building/department/unit designee, and signature (for future verifications).

• Report theft of keys to the UW-Madison Police Department immediately upon discovery.
• Maintain accurate records of all keys provided and retains a key inventory.
• Recover UW keys from personnel, including students whose employment or appointment is terminated or transferred to another department.
• Report any failure to recover high-security keys to the UW-Madison Police Department Access Control unit.
• Report loss of keys to the Physical Plant Lock Shop within 24 hours of discovery.
• Retain spare keys in an approved, recessed (recommended), tamper-resistant lock box. (Physical Plant Lockshop will provide specifications for approved lockboxes).
• Ensure that spare keys are not overtly labeled or identified.
• Participate in key control record audits.

This policy only affects Master keys and above (Great Grand Master, Grand Master, and Master). The request process hasn’t changed for other University keys.

More information about key requests other than the listed higher-tiered keys can be found here.

All requests for the installation of special security locks must be submitted in writing by the dean, director, or their designee to the Physical Plant Lock Shop.

Once approved by the dean or department chair, Access Key Controllers are granted access to the Key Portal Administration. User rights are approved by UWPD and granted through AIMS.

Lost or stolen keys must be immediately reported to the UW-Madison Police Department by calling our dispatch center at (608) 264-2677. A case should be opened and details shared concerning the theft or loss.

• Maintain the key control filing system and records regarding all key systems. These records are accessible to the UW-Madison Police Department as well.
• Fabricate all keys. The Physical Plant Lock Shop creates all original keys furnished for new buildings or remodels.
• Issue all mechanical access control keys to Department Access Key Controllers.
• Conduct all maintenance and repair work regarding mechanical locking systems.
• Consult with the UWPD’s Access Control staff and UW-Madison Risk Management concerning high-security keys that are lost or stolen. Decisions to rekey or duplicate keys are based on consultation between the UWPD, the Facility Manager, the Lockshop Supervisor, the respective dean/department chair/director, and UW-Madison Risk Management. All re-keying will be administered through the Physical Plant Lock Shop. The affected department bears the cost of re-keying and key cutting.

• Schools and colleges at UW-Madison vary widely in terms of departmental structure, number of buildings, etc. The dean/director or designee must determine the level of key control for their school, college, or division that is appropriate for their unit. The dean/director or designee is responsible for notifying the UW-Madison Police Department and UW-Madison Physical Plant Lock Shop of the individual(s) assigned to the responsibility of Access Key Controller and their alternate(s). The Access Key Controller can be housed at the school, college, division, department, unit, or by building.
• The notification should include the Access Key Controller’s and alternate’s work address, telephone number, and signature (for future verifications). The Access Key Controller will oversee all aspects of key distribution to ensure key control integrity.

Access Key Controllers are granted authority to request master keys and above. Administration at schools and colleges varies in terms of who is authorized to order, issue, and audit keys. If keys are needed, locate your facility manager, who, in most cases, will be the Access Key Controller. In any event, the facility manager should be aware of the appropriate contact if keys are required.

The form can be found here. You may also contact the Access Key Controller.

Access Key Controllers are authorized to request keys.

The Key Portal Help Guide provides the proper guidance when making requests to order Master keys and above.

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