Lock & Key Services

Location: Service Building 101 (SER 101 ) 304 E. 24th Street, Austin, TX 78712
Phone: 512-471-8640
Email: locksandkeysMAIN@austin.utexas.edu
Hours: 7:30 a.m. to 3:00 p.m., Monday through Friday

Check out this Alcalde article to learn more about Lock & Key Services at UT Austin.

Lock & Key Services designs and manages the secured key systems for Main Campus,* J.J. Pickle Research Campus (PRC) and other UT Austin properties and oversees key signature authority administration.  We also provide the keying of locks to doors and access points, and issue keys for building occupants. The Lock & Key Services team is here to help provide a secure environment for the university's students, faculty and staff.

*University Housing and Dining provides its own lock and key services to its residents.

Key Control and Accountability Policy

Please see the university's recently revised policy on Key Control and Accountability (HOP 4-1020).

Guidance on the proper procedures for seeking assistance with unlocking doors will be coming soon.

Forms

Locks

For assistance, contact the Facilities Service Center at 512-471-2020.

Lock Changes

Locks on campus may need to be changed for different reasons. Based on your needs, you may be able to use the same key you have or have a new key issued from Lock & Key Services.

See the charts below for different service scenarios and steps to take if you have a lock issue:

Scenario A: I would like to change the way a lock functions.

For example: A lock on a storeroom door locks every time it is closed, but if the space is changed to an office, the new occupant will want to open and lock the door as needed.

STEP 1 STEP 2 STEP 3 STEP 4

Submit a Work Request

New lock hardware is installed.

For the new lock, determine if you would like to:

- Use your existing key OR
- Use a new key

I would like to use the existing key. →

The lock is adjusted to fit your existing key.

(Your key is already on record with our office.)

I would like a new key. →

Submit a Key Request (PDF)

Scenario B: The lock is malfunctioning.

STEP 1 STEP 2 STEP 3 STEP 4

Submit a Work Request

The lock may be repaired or a new one may be installed.

If a new lock is installed, determine if you want to:

- Use your existing key OR
- Use a new key

I would like to use the existing key. →

The lock is adjusted to fit your existing key.

(Your key is already on record with our office.)

I would like a new key. →

Submit a Key Request (PDF)

Scenario C: I would like to adjust security to a location.

STEP 1 STEP 2 STEP 3 STEP 4

Submit a Work Request

New lock hardware is installed.

For the new lock, determine if you would like to:

- Use your existing key OR
- Use a new key

I would like to use the existing key. →

The lock is adjusted to fit your existing key.

(Your key is already on record with our office.)

I would like a new key. →

Submit a Key Request (PDF)

How to Submit a Lock Change Work Request

The person with key signature authority for your college, school, or department must request a lock change for a room by completing a request online through WORQS.

The request must include:

  • Room number(s) where lock(s) are to be changed
  • Signature of the person with key signature authority
  • Valid account number for billing purposes
  • Lock change and keying instructions

Once the request is processed, we will call your departmental contact to confirm lock change instructions and schedule a day to perform the service.

Lock Change Costs

Lock change costs vary depending on the type of hardware or service needed to complete your request. Please contact Lock & Key Services at 512-471-8640 or email locksandkeysMAIN@austin.utexas.edu for an estimate.

Furniture Locks

Furniture keys

New locks for furniture come with their own set of keys, so you do not need to have a new key issued to you through Lock & Key Services. However, you can choose to have an additional copy made by us. There is a nominal charge for the new key. See File Cabinet, Desk and Miscellaneous Keys.

Request a lock change or unlock of existing file cabinets and furniture:

To have file cabinet or other furniture locks changed or unlocked, submit a request online through WORQS.

Keys

Lock & Key Services assigns about 20,000 keys per year on the Main Campus and 1,300 keys per year at PRC. All assigned keys remain the property of the university.

How to Request and Pick Up Keys

Main Campus: Obtain a Key Request (PDF) signed by the person in your department with key signature authority, and bring the form and a picture ID to the Lock & Key Services office. Individuals to be assigned keys must appear in person at the Lock & Key Services office between 7:30 a.m. and 3 p.m., Monday through Friday, to pick up their key(s). For security reasons, we are unable to deliver keys on Main Campus.

PRC: Obtain a Key Request (PDF) signed by the person in your department with key signature authority. The key signature authority should then email the Key Request to locksandkeys@austin.utexas.edu to set up delivery of requested keys on the days the Lock and Key Services courier is scheduled. 

We deliver keys to both PRC and the West Pickle Research (WPR) Campus on Tuesdays and Thursdays between 9 and 11 a.m. The courier makes two attempts to deliver the requested key(s) to the individual who is to be assigned the key(s). After two unsuccessful attempts, the key(s) are returned to the Main Campus for pick-up by the individual. The key holder must have all the proper paperwork (original signed key request and picture ID) at the time of delivery. We make an attempt to call each individual before arrival at the agreed-upon delivery location.

Lock & Key Services will reply to your email with further instructions specific to your key request, if needed.

What You Need to Pick Up Keys
  • Your university ID or another valid photo ID
  • Your UT EID (if you do not have an EID, you can get an EID online)
  • A Key Request (PDF) signed by your representative with key signature authority
How to Return Keys

All keys assigned by Lock & Key Services are the property of The University of Texas at Austin and must be returned upon separation from the university. 

Key Control and Accountability Policy (HOP 4-1020) VII.A.4 "Any key holder who knowingly fails to return a University key as outlined in this policy and associated procedures may be subject to administrative disciplinary action... Key holders may contact their designated key issuing authority at any time to obtain a list of University keys currently assigned to them."

Main Campus: To guarantee you are credited for the return of your key, all faculty, staff and students located on Main Campus must return their key(s) in person. To do this, go to the Lock & Key Services office at SER 101 (the same location where you picked your key(s) up).

PRC: Faculty, staff and students located at PRC may return keys to Lock & Key Services in one of the following ways:

  1. Return in person at SER 101, as described above.
  2. Request a pick-up by emailing LocksandKeys@austin.utexas.edu with the name and EID of the person returning the key(s), number of keys being returned, and what these keys unlock. A representative from Lock & Key Services will reply with a pick-up date and time.
  3. Drop off keys at the PRC Key Return Box located inside PRC P19. The drop box is mounted to the wall between rooms 1.126 and 1.122.

Please note: You must return keys to the Lock & Key Services office in order for us to remove the keys from your record. Be sure to return them properly using one of the methods listed above. (We recommend you return keys in person so you can get a receipt of return.)

How to Report a Lost or Stolen Key

In the event a University key is lost or stolen, the key holder shall notify their designated key signature authority, who authorized the issuance of the keys,  and University of Texas Police Department (UTPD) as soon as possible, but no later than 24 hours after the loss was known.

Within 24 hours, a Lost or Stolen Key Report (PDF) must be submitted to Lock & Key Services by the key holder documenting the circumstances of the loss. Lock & Key Services will provide a copy of this report to UTPD. Special circumstances (e.g., the key was taken in the commission of a crime) should be reported immediately to UTPD, who will dispatch a police officer to complete the report.

How to Request Replacement Keys

The individual assigned the key must visit Lock and Key Services in person.

  • If your key is imperfect or broken and needs to be replaced.
    • Main Campus: Bring the key in its entirety (both halves) and your UT photo ID to the Lock and Key Services office on Main Campus.
    • PRC: Contact your key signature authority to set up a day for pick up by the Lock and Key Services courier.
    • Please note: If your key is broken and you do not have all the parts, you will need to request a new key, as described below.
    • If you lose your key, or your key is broken and you do not have all the broken pieces, submit a new Key Request (PDF) to your key signature authority.
    • If your locks change, bring your old key to be returned, your UT photo ID, and a valid new Key Request (PDF) signed by your key signature authority to the Lock & Key Services office to be issued a new key.
How to Request File Cabinet, Desk and Miscellaneous Keys

To request keys for file cabinets, desks, or other miscellaneous non-university-issued locks, fill out a service request online through WORQS. Once Lock & Key Services receives your request, we will contact you when your key is ready for pickup.

Please note: We are unable to create double-sided keys except for wheelchair lifts.

Make sure the request includes:

  • Valid account number for billing purposes
  • Signature of key signature authority
  • List of the key(s) being requested. Include the building and room number location of the furniture item with your request.
  • Key(s) Codes (The code can usually be found on the key or in small type on the lock the key goes into. See below for assistance with obtaining key codes.)
  • Indication of whether you have a copy of the key you want duplicated
    • Allow an additional 24 to 48 hours to complete this key request.
    • Please note: In some cases, such as for an antique cabinet, a key blank may not be available, and we will not be able to generate a key. In these cases, a new lock and key set can be requested.
  • Request the installation of a new lock and key set.

Costs for miscellaneous key copies: Material and labor charges are associated with creating copies of miscellaneous keys. Providing Lock & Key Services with a copy of the key you want duplicated will decrease the labor charge. For an estimate of how much it will cost to have miscellaneous keys made, please call Lock & Key Services at 512-471-8640 or 512-471-7096. If you simply need your furniture unlocked, see the Furniture Locks section.

Contractor Keys

Assignment of keys to vendors, contractors, and service personnel (“contractor”) will be by the same means as other key holders.

A Contractor’s Key Request (PDF) and Key Request (PDF) must be completely filled out and authorized by an appropriate key signature authority having jurisdiction over the particular project or contract in question (such as a project manager, building manager, etc.).

NOTE: Project managers, building managers, etc., do not automatically have key signature authority by virtue of their position. Therefore, key signature authority must be delegated to them in writing from an individual who possesses principal key signature authority.

A Contractor’s Key Request (PDF) may not be open ended and must include a specified end date. The end date specified must be no later than the end date of the contract under which the contractor is operating, to include any option periods.

Frequently Asked Questions

Who should I call if I'm locked out on campus?

Contact the department designated building contact for assistance. Lock & Key Services, Custodial Services, and UTPD cannot unlock any doors without verification from the designated building contact.

Who should I contact if I'm having problems with locks, hinges, other door hardware on campus?

Submit a maintenance request form online through WORQS or contact the Facilities Service Center at 512-471-2020.

What should I do if a key was lost or stolen?

In the event a University key is lost or stolen, the key holder shall notify their designated key signature authority, who authorized the issuance of the keys,  and University of Texas Police Department (UTPD) as soon as possible, but no later than 24 hours after the loss was known.

Within 24 hours, a Lost or Stolen Key Report (PDF) must be submitted to Lock & Key Services by the key holder documenting the circumstances of the loss. Lock & Key Services will provide a copy of this report to UTPD. Special circumstances (e.g., the key was taken in the commission of a crime) should be reported immediately to UTPD, who will dispatch a police officer to complete the report.

What is key signature authority and who has it?

Key signature authority is a designation for individuals in a department who may authorize others within that department to have keyed access to certain areas of the university. Key requests must be approved by the appropriate key signature authority before the request will be processed. Principal key signature authority is automatically given to certain university employees by virtue of their position, such as the president, vice presidents (including associate/assistant vice presidents), vice provosts, deans, directors, and department chairs. These principal authorities may in turn delegate key signature authority to others within their respective departments. 

(See the next question below for more details.)

How may my department grant key signature authority to someone else?

Key signature authority may be given to others within your department, but only by a principle authority, which includes the president, vice presidents (including associate/assistant vice presidents), vice provosts, deans, directors, and department chairs (not necessarily anyone who currently has key signature authority). Someone with primary authority must send the Lock & Key Services office a completed UTM Key Signature Authorization (PDF) form requesting that a specific person be granted key signature authority on behalf of your department. A hard-copy original of that person's signature (no photocopies or electronic versions of the signature) must be included in the letter in order to have the person added to the other key signature authorities currently on file for your department.

How do I find out what keys are on my individual record?

Main: Go to the Lock & Key Services office during the normal business hours of 7:30 a.m. to 3 p.m., Monday through Friday, and we will give you a print-out of this information. (UT EID is required.)

PRC: To find out what keys are on your record, send an email to locksandkeys@austin.utexas.edu and we will send you a print-out of this information.

How can my department get records of who has keys to our rooms?

A request must be sent from someone with key signature authority for your department. Email locksandkeysMAIN@austin.utexas.edu the request to Lock & Key Services.

If you have any questions about requesting key records, please call Lock & Key Services at 512-471-8640 during the normal business hours of 7:30 a.m. to 3 p.m., Monday through Friday.

Please note: At this time, we are unable to provide key records for entire departments or buildings. We encourage you to maintain records of the keys requested for members of your department.

Can my department get a confirmation when one of our room keys is returned to Lock & Key Services?

Yes. If you are a person with key signature authority and want confirmation that keys were returned by any of your employees, students, or contractors, call Lock and Key Services at 512-471-8640 during the normal business hours of 7:30 a.m. to 3 p.m., Monday through Friday, to request this service. Include your campus mail code.