Uniform Program Procedures

GeneralSeasonal Provisions:Shorts Program: 

AllEmployees keysparticipating in the uniform program may also participate in the seasonal shorts program, provided there are issuedno limiting safety issues for the type of work in which the employee is engaged. Shorts may be purchased by the Arkansasemployee Stateat Universitythe Facilitiesemployee’s Managementexpense Lockthrough Shopthe FM Warehouse, via payroll deduction from the uniform vendor. Only designated, FM styles will be acceptable. Female employees may opt to wear “Capri or ¾ length” pants. These pants must be in compliance with uniform standards.

Laundry Service Specifications: 

The uniform vendor will provide eleven (11) tops and/or bottoms, along with two (2) jackets, for every employee that elects to participate in the rental program with laundry service. Laundry services of these uniforms will be on a once-per week pickup and shalldelivery schedule. The uniform vendor will provide secured collection bins for soiled uniforms. Soiled uniforms will be picked up by uniform vendor staff on regularly scheduled days for laundry service and returned to the designated storage lockers on the next scheduled delivery days.  All uniforms are to be cleaned, free of stains and odors, and returned with each garment on an individual hanger, with each employee’s uniforms tied separately into a single package. Clean uniforms will be stored in individual, secure storage lockers. These storage lockers will be maintained by uniform vendor staff. Employees that are enrolled in the laundry service but do not use it on a consistent basis, will be required to drop the laundry service from their enrollment and turn in any excess uniforms to the FM Warehouse Staff.

Addressing Service Complaints: 

The employee is responsible to immediately notify the FM Warehouse Staff of delivery discrepancies upon pick-up of laundered, replaced, or repaired uniforms. If the garment is not satisfactory, employee should also discuss and/or show the FM Warehouse Staff the issue. The FM Warehouse Staff will take a photo of the items and assist in resolving the issues.

Replacement and Condition of Uniforms: 

Rental uniforms will remain the property of Arkansas State University. 

Any exemptions, changes, or special provisions to this policy will be made only with the approvaluniform ofvendor. the Assistant Vice Chancellor of Facilities or his designee.

Each building will have a separate building master key system with as many sub- masters as necessary to accommodate the different departments within. 

All mechanical/equipment and custodial rooms will be keyed separately from the building master

It is a violation of this policy to attempt or to have any university keys duplicated by anyone other than the Facilities Lock Shop. University Police have the authority to confiscate any duplicated key(s). Any person in violation of this policy may have their key issuance privileges revoked. 

It is a violation of this policy to change, add to, or alter any university installed locking system by anyone other than the Facilities Lock Shop. This includes the installation of any locking devices or hardware. Unauthorized devices and hardware will be removed by Facilities Management and the department or individual responsible for the room will be charged for all costs incurred.

The Facilityuniform Management Lock Shop does not issue Key Cards.

High Security Keys

Under special circumstances individual rooms may be keyed separate from a building master key system when requested by the dean and approved by the Assistant Vice Chancellor of Facilities. No services will be provided to the room or areas. This will include maintenance, custodial, and other such services. In the event that emergency personnel need to enter the room, the department responsible for said room will be charged for any and all damage that may occur when entry is made.

Under special circumstances individual rooms may be keyed off the university grand master when approved by Assistant Vice Chancellor of Facilities Management.

 Key Requests and Issuance:  

Faculty, staff, graduate assistants and students Contractors/Vendors may be issued keys to a university building upon the recommendation of a dean, department director, the university’s Project Manager Vice Chancellor or the Chancellor via a key request form submitted to Facilities Management Key Control office.

The form must be filled out in its entirety and then signed by the department chair/ supervisor and the dean/ director contractor/vendor.

Departments can request key for only rooms buildings and areas they are assigned. 

All incomplete, illegible, incorrect, or unsigned forms will be returned to the Key Requestor until the completed form is legibly completed by the requesting department. Departments are encouraged to type all key requests for legibility. 

A work order is created and key(s) are produced. When the key(s) is (are) ready, the requesting contact person listed on the key request form will be notified that their key(s) is (are) ready for pick up. 

A picture ID is required when the key holder picks up the key(s) from the Facilities Management Lock Shop at 2713 Pawnee street. Hours for the Lock Shop are 7 am – 4 pm.

Records of all keys issued will be kept on a computerized key inventory system and will be maintained by the Facilities Management Lock Shop * except Residents Life who maintain their own tracking system. 

Building Key Coordinators and Temporary Key Issuance

Deans or directors may designate a building key coordinator and/or department key coordinator to be responsible for department key for short term issue to graduate students and faculty. Key Coordinators will maintain complete records of all temporary key issues andvendor will be responsible for keyconstant returns.

Keysup-grade issuance for key coordinators requires a key request formdue to benormal filled out in its entiretywear and thentear. signedThe byuniform vendor will replace uniforms due to normal wear and tear during the departmentcontract chair/period. supervisor and the dean/ director.

The department will incur all costs associated with lost Building Coordinator keys and any required re-keying.

Lost Keys: 

The loss or theft of any key(s) should be reported immediately to the key holder's supervisor and  Facilities Management.  Replacement of lost, misplaced or stolen key(s) will be made in accordance with procedures for original issue. Individuals or their departments will be assessed replacement charges for lost controlled keys at the discretion of the dean/director and/or facility management. The dean or director will determine re-keying of locks or space at the individual’s or departments expense.

Transfer of Keys: 

The transfer of keys between employees or between departments is not permitted. Key(s) must be returned to Facilities Management Lock Shop for re-issue. (See temporary key issuance above)

Loaning of Keys:

Key(s) are for the purpose of conducting university business and should not be loaned to others at any time.

Worn Key(s):

Individuals holding properly authorized key(s) may exchange damaged or worn key(s) at the Facilities Management Lock Shop, Room 135 during normal working hour’s M-F 7am-4pm for free replacement at any time.

Return of Keys: 

It is the responsibility of the key holder and the administrator who authorized issuance of the key(s) to see that all controlled keys are returned to the Facilities Management Administrative Office, Work Order Center, or Lock Shop once the key holder:

1. Transfer(s) to another department
2. Termination of employment
3. Change of assignment that makes it unnecessary for the key holder to have certain additional keys.

In addition, a Facility Management Lock Shop Key Return Form must be legibly completed and turned in with key(s).  * PLEASE SEE ATTACHED FORM

All keys must be accounted for and returned. Deans or directors will be notified of key(s) shortages upon return of keys to the Facilities Management Lock Shop. The dean or director will determine re-keying of applicable locks or space.  

Contractor Access: 

All Key(s) that are needed by contractors or other non-university users must be authorized by the assigned Facilities Management Project Manager. A Facilities Management Key Request Authorization form must be filled out by the project manager and signed by key recipient for issuance.  The project managerASU will be responsible for making sureuniforms that allare key(s)lost, stolen, destroyed, or damaged due to causes other than normal wear and tear while in ASU possession. Employees should exercise good judgment and proper care of uniforms in their possession. In extreme cases, the employee could be required to compensate ASU FM for costs incurred from gross misuse of uniforms. 

Program Exchange: 

Employees will be given option to change to “Rental Only” or “Rental w/Laundry” service one (1) time per year (to occur at contract renewal time) or within 90 days of initial enrollment. The limit is a minimum of three (3) garments per style. Sections must be from uniform vendor’s current inventory. Replacement garments can be used if they are returnedequal atand theacceptable endin ofquality.

KeyUniform Inventory:Exchange:

A key inventoryEmployees will be maintainedgiven byoption to exchange garment style one (1) time per year (to occur at contract renewal time) or within 90 days of initial enrollment. The limit is a minimum of three (3) garments per style. Selections must be from uniform vendor’s current inventory and ASU FM will be responsible for cost of the exchange.

ASU Identification Cards: 

All employees are required to wear their ASU Identification Card while performing their day to day responsibilities. The ID card should be worn and visible at the waist or above. The only exceptions are when employees are engaging in manual labor and when they will not be coming into contact with customers or the public.

Office personnel and support staff, who choose to wear business attire, should wear either an ASU Identification Card or a Facilities Management Lockname Shop. tag If a department requires information on what keyswhen they are coming in contact with customers or the public. 

Termination: 

When an employee is terminated, rental charges will be stopped as soon as the uniform vendor is notified and uniforms have been assigned, they may contact the Facility Management Lock Shop.

Lock Out Procedure:

Public Safety will provide after-hour emergency access for faculty and staff members who need immediate entry to their assigned workspaces.  This space is limited to university assigned offices and scheduled classrooms and shall not include communal areas, laboratories, athletic areas, libraries or other areas owned and controlled by Arkansas State University. Faculty and staff should first contact their building/department key coordinator, department chair or dean during normal work hours.

After hours calls should be directedreturned to the university’suniform Project Managervendor or purchased by ASU in the Universityevent Departmentuniforms ofwere Publicnot Safetyreturned atby (870)employee. 972-2093.Employees Thewho Projectfail Managerto and/orreturn University of Public Safetyuniforms will respond appropriately tohave the typecost ofdeducted emergency.from Attheir no time should any unauthorized individuals allow access to the areas listed above without Project Manager and/or University Public Safety Officer present.paycheck.

If you have any questions, please contact Facility Management at 870-972-2066.