Facilities Management

Keys and Locks (Lockshop)

The Lock Shop is responsible for maintaining the locks, keys and electronic access systems (e.g., card swipe readers and Keywatcher lockboxes) for all campus buildings. This includes:

Cutting and issuing metal keys ("hard" keys) and electronic access control ("soft" keys).
Repairing door locks/lock sets, changing locks and installing new locks.
Repair, replacement, and unlocking of file cabinet, desk drawer locks.
Maintaining a database of all keys issued on campus.

To request routine maintenance related to doors and locks:

Submit a Planon Service Request

Requesting New Keys and/or CatCard Access

The Lock Shop works in close collaboration with the CatCard Service Center and the Office of Compliance and Privacy Services to support the safety and security of persons and property alike.

Prior to requesting new keys and/or Catcard access, please review the related UVM policies, procedures and Frequently Asked Questions (FAQ's) below. Form last revised on 07/07/2023

Request for Keys, CATCard Access, Card De-Activation Form (PDF)

Frequently Asked Questions

Why and When was the Key Request Form modified?

Please refer to the Compliance Alert memo issued by the Office of Compliance & Privacy Services on February 23, 2023.

How do I know if a background check is needed to request keys or CATCard access?

Review the Background and Reference Checks Policy. There is a list that provides clarity regarding who would need a background check. If none of the bullets apply, you can answer “N/A”. Otherwise, even if it’s just one, a background check will be required.

Does everyone need a background check before getting a key or CATCard access?

No. Background checks are required for anyone needing a grand master (GM), great grand master (GGM) key, or all-campus CATCard access, and for anyone in a position that is listed in the Background and Reference Checks Policy.

How do I know if a background check has already been completed?

In many cases, the hiring unit would know if a background check has been completed. However, if you are unsure, contact Human Resource Services at hrinfo@uvm.edu. They will not be able to disclose specific results but they can tell you if the employee has successfully completed a background check.

How long in advance should I request a background check?

Depending on how many states/countries the person has lived in and the availability of records at their various addresses, a background check can take anywhere from 1 to 6 weeks. Rarely it takes longer than 6 weeks but it could happen. Most results are back within 4 weeks. Keep this in mind when requesting keys/electronic access.

How do I request a background check?

Go to the Human Resources page that provides background check forms and information. Everything you need to request a background check can be found there.

What happens if someone needs access (key or electronic) and they have not received a background check or have not completed the requisite training?

If they are in a position that requires either training or a background check, the key/access request will be denied until they have completed the training and have cleared the background check.

Someone in my unit left UVM and I kept their keys to pass along to their replacement. Can I just give them the keys instead of going through the Lock Shop?

No. This is a violation of UVM’s policy and puts the University, our employees, our students, and everyone in our community at risk. Extra keys should never be retained by the department – they must always be returned to the Lock Shop when someone leaves their position. Providing key access is only allowed when it follows the process outlined in UVM’s Key and Electronic Access Systems Policy.

What happens when someone changes assignments or leaves the university?

Keys and CATCard access are assigned to an individual person and not to a job position. That means that if an individual leaves or moves into another role, any keys they have need to be returned to the Lock Shop and any CATCard access must be updated or, if they’re leaving the university, terminated. Once the role is filled with another person, you need to submit a new request form for either keys, CATCard access, or both. Hanging onto keys so that you can hand them to the next person is never allowed.

What if it’s a third party?

UVM requires that third parties do background checks on and provide training to their employees before they are given access to these areas. If it’s limited access and there isn’t time to obtain a background check, they won’t get their own access. A UVM employee who has access will need to stay with them at all times while they are in the restricted area.

Does everyone need training before being issued a key or CATCard access?

No. However, if the space for which access is being requested includes any of those listed here, training is required.

What if access is needed urgently and there’s no time for a background check?

? In that case, access will still not be authorized to that individual until they have successfully completed a background check but, as long as they are supervised at all times by someone who has passed a background check, they can be allowed in the restricted area. The manager or supervisor is responsible to assign someone to supervise them while the background check is pending. The person assigned is responsible to ensure that they are never left unsupervised in these restricted areas until they have passed the background check. UVM prohibits the sharing of keys or card access with anyone that is not authorized.

How do I know if the employee has completed the required training?

It depends on the training that is required. In many cases, the employee will have the ability to print or download a certificate showing that they have completed the training. Additionally, it is the supervisor who knows the hazards and assigns the training so they (supervisors) should have access to training status. You can also reach out to the unit that delivers the training to determine whether it has been completed. The more common training requirements needed for various access include:

Protection of Minors Training: protectingminors@uvm.edu
Harassment & Discrimination Prevention Training: AAEO@uvm.edu
Hazardous materials, equipment, or environments: See safety training transcripts at www.uvm.edu/riskmanagement/train-and-inform-lab-personnel or email safety@uvm.edu