Keys & Access
The University Police provide building keys, key boxes and key rings to UW-Green Bay faculty and staff. All access requests must be submitted by a supervisor in email. How to make the request depends on what you are requesting.
Key Requests
Key request forms must be submitted by your supervisor two weeks before the keys are needed. Requests made earlier than that will be denied.
Once your key request is approved, you'll receive an email notification that your work order is "Closed." Then, within three business days, you'll receive an email from University Police that your key(s) will be available for pick up at their office. If you don't receive that email within three business days, contact us.
Where to Pick Up Keys
Keys may be picked up in University Police Department office, Information Services 1024, weekdays Monday through Friday, between 8 a.m. and 4 p.m. It is important to note:
- Only the keyholder may pick up the key. Be prepared to show identification when you pick up your key(s).
- Students, including graduate students working with professors, WILL NOT be issued keys. Students must gain access to authorized workspaces through full-time faculty or staff, most often by using a key box.
- Keys not picked up within five business days of notification will be returned as not issued. If you still want the keys, you'll need to submit a new key request form.
Returning Keys or Transferring Keys
Keys are NOT permitted to be transferred between employees directly. A new key request form must be made for the new employee to ensure accountability by both University Police and Facilities. When an employee will be leaving the Phoenix flock, all University keys issued to them must be returned.
- Request a Keys Issued Report for the employee by calling the University Police, 920-465-2105 at least three business days prior to the employee leaving.
- Ask the outgoing employee to return all keys listed on the Keys Issued Report.
- Return all keys to the University Police.
Lost, Stolen or Unreturned Keys
Report any lost or stolen key or keys to your department chair or administrative person, and to University Police. If you fail to return any key to a key box or otherwise, you're assessed a fee per lock for re-keying. If you are a student, it also results in a financial hold on transcripts, registration and/or graduation until all keys are returned or the cost to re-key all affected areas has been recovered.
When lost, stolen or unreturned keys are reported, the Chief of Police will meet with members of university leadership, including those in the impacted area, to determine the need to re-key the area affected and recovery costs.
To request a replacement key, complete the key request form. All costs incurred to replace the key will be billed to the individual or the department.
Found Keys
Return found University keys to the University Police in Information Services 1024, weekdays Monday through Friday, between 8 a.m. and 4 p.m. Universities of Wisconsin Chapter 18.06 (12) states:
- No person may duplicate a university key or request the unauthorized duplication of a university keys.
- No person may transfer any university key from an individual entrusted with its possession to an unauthorized person, or be in unauthorized possession of a university key.
- Keys in the possession of unauthorized persons may be confiscated.
- No person shall replace without permission, damage, tamper with or vandalize any university lock or security device.
Department Key Box Request
Departments may establish a key box to maintain extra keys for the purpose of providing students access to keys, allowing temporary check out of a key for offices/areas under the department's control or issuing keys to ad hoc faculty or LTE staff. A key box typically costs about $75 for the box, installation and ONE key. To request a department key box, contact Facilities.
- Departments administering key boxes are responsibility for keys assigned to the key box.
- Keys boxes and their associated codes are maintained by the issuing University department.
- Key boxes must be in a locked and secure area.
- University Police reserve the right to remove a key(s) from any key box which is not adequately safe guarded by the department or found unsecured.
- It is recommended that a log be kept identifying when keys are checked out, by whom and when the key is returned.
Key Ring Request
Key Rings are provided for campus employees who are required to access several campus facilities and spaces (e.g. maintenance, operations or University Police). If you are interested in a key ring, contact University Police.
Contractors or Outside Service Personnel
Keys issued to contractors and/or outside service personnel require pre-approval by the department/project manager and University Police and may sign out keys from the University Police.
Short-term key issuance must be coordinated and approved by the Director of Facilities Management and the Chief of Police. A key request must be processed and include a date when the key(s) will be returned.
