Please review this page for information regarding the University of Montana Western campus access procedures and online forms for key and Bulldog Card access management.
For questions, please contact Facility Services at 406-683-7142.
No person shall knowingly possess an unauthorized card/key to property owned by UMW. The Bulldog Life Office and Facility Services are the only authorized vendors for university cards/keys.
No exterior building doors are to be propped open when the doors are locked.
All keys remain the property of UMW. Keys that are no longer needed shall be promptly returned to Facility Services, or Bulldog Life.
All members of the university community are responsible for cards/keys assigned to them.
Lost or stolen cards/keys must be reported immediately to the appropriate Department Head, the Facility Services and Bulldog Life, as applicable.
It is strictly prohibited for any individual to be in possession of any unauthorized card/key.
The installation, changing, or removal of locks shall be performed only by an authorized Facility Services or Bulldog Life Department designee.
Unauthorized locks are prohibited on doors and if found will be removed and discarded. Any damage or repair necessitated by the removal of unauthorized locks will be the responsibility of the department found in violation of this procedure.
Keys should at no time be left unattended (i.e., hanging in a door lock, lying on a desk, etc.).
Only Facility Services shall have access to the university master key storage at any time.
If required, campus keys/card access is issued when an employee begins campus employment, is promoted, transfers departments, or changes room assignments. Campus keys must be returned when an employee is terminated, retires, resigns, is promoted, transfers departments, or changes room assignment. All keys must be returned to and will be issued from Facility Services. This process is overseen by the employee’s supervisor.
Campus keys/card access will be issued to faculty and staff of the University of Montana Western only. Special loans of keys where required (such as contractors, vendors, etc.) must be authorized by the Facility Services Director.
Grand master and master keys required by Facility Staff for the normal performance of their duties will be controlled by the Facility Services Director. These keys will be inventoried on an annual basis, and the requirement for their issuance will be reviewed on an annual basis by the Facility Services Director. These keys will not be removed from the campus and will be stored in a locked enclosure.
Grand master and/or master keys will be issued to departments outside of Facility Services only after approval by the Facility Services Director and the Vice Chancellor for Administration, Finance & Student Affairs. If authorized, these keys will be issued to a department head only. When a department head leaves his/her position, all keys under his/her purview must be inventoried and returned. Grand master and master keys will be issued to the new acting head if needed. These keys should not be removed from campus, and will be stored in a locked enclosure. This process is the responsibility of the supervisor.
Appropriate Department Heads, Administrators are responsible for reviewing, approving, and signing employee key requests and/or lock changes. In no case shall the same person to whom the keys(s) is being issued, authorize the issuance of a key or keys, nor may keys be authorized by anyone with less than Department Head authority.
Departments can request keys for only those rooms and areas assigned to their Department.
Only one room key, Bulldog Card (for outside doors), sub master, or building master will be issued to any individual (no multiples of the same key). Exceptions are made for Facility Staff.
Records of all keys issued will be kept and maintained by Facility Services.
Student key requests will be reviewed and authorized as appropriate by Facility Services.
Failure of a student to return a key will result in a “hold” being placed on their school records and registration.
Students requiring after-hours access must seek departmental approval and granted access by Facility Services and Bulldog Life/Auxiliaries.
Student club or organization members must request keys or card access through their advisor. Keys are then issued to the advisor but require departmental approval.
Special circumstances, such as one department/person holding a key for another department/person, must be arranged between the department/persons. Any such keys will be the responsibility of the requesting department/person. All other procedures will apply.
Campus buildings (non-residence) are normally open from 7:00 AM until 6:00 PM (closing times may very) Monday through Friday or for scheduled weekend classes and special events, but are generally locked at all other times.
Bulldog Card Access Management
The forms below should be utilized by supervisors and department heads as needed. All forms require 24-48 hours processing time for requests to be evaluated.
Keys can be requested by supervisors and department heads through Facility Services.
Duplication and Transfer of Keys
All keys must be checked in and out at Facility Services. Key transfers directly from one person to another are strictly prohibited.
Duplication of any UMW Key by an outside key manufacturer, vendor, or contractor is strictly prohibited. Any student, faculty, or staff found in possession of an unauthorized key, who transfers key, loans or duplicated any issued key, will be subject to appropriate disciplinary action.
Unauthorized keys will be confiscated and returned to Facility Services.
Damaged Keys and Locks
If a key is broken or otherwise damaged, the pieces must be returned to Facility Services. If a key is broken off in a lock, it must be reported to Facility Services and the Department Head immediately.
A new key will be issued after key damage verification. A Key/Lock Change Request form will not need to be completed for replacement of damaged/broken keys if the original key is returned to Facility Services.
There is no charge for the replacement of damaged/broken keys provided the defective key is returned to Facility Services.
It is the responsibility of the key holder to report any malfunctioning locks to Facility Services at extension 7142 or at extension 7141.
Bookstore Access
Keys to special areas such as the Campus Bookstore will only be issued to individuals requiring access to those areas (this is normally one or two individuals). These keys will be tightly controlled, and the locks will never be included under a grand master or master key set.
