Forms and Services

Customer service requests are initiated through AiM, the University's system for tracking all maintenance work which needs to be performed around campus. Physical Plant employees represent a collection of different trades (HVAC, Electrical, Plumbing, etc.) whose goal is to address the various facility needs of our growing campus. If you have a facility related issue, an AiM customer request is the place to start!

Click Here to Submit a Customer Service Request

If you need assistance submitting a customer service request, please view our Customer Request Guide on Sharepoint (UNCW login required).

Explanation of Key Levels and Key Policy

Campus keys are broken down into levels which correspond with the areas they grant access to. The level of a key will also determine the processes necessary to issue/return keys. Keys levels are defined as follows:

• Level 1 - Operate multiple locks in multiple buildings
• Level 2 - Operates master suites (used by more than one department), building masters and exterior doors
• Level 3 - Operate office doors, work areas or suites

All key services are subject to the University Key Control Policy. 

Locksmith Forms Overview

The Locksmith department uses several forms to generate and track any physical keys issued to campus spaces. Forms edits should be completed using Adobe Reader or Acrobat due to the digital signature requirement. Using an internet browser will not allow for the form to be digitally signed. For additional information, please reach out to physicalplantlocksmithshop@uncw.edu for assistance.

The forms used and their purpose are as follows:

Key Request Form

The Key Request Form is required to issue keys to campus personnel. All Key Request Forms should be completed by a department's Designated Key Controller (DKC). To find your department's DKC, please reach out the locksmith shop.  

Each Key Level requires different levels of approval. Required approval for each key level are as follows:

• Level 1 - Department Head, Dean (or Division AVC), Division VC, Facilities AVC, AND Physical Plant Director
• Level 2 - Department Head, Dean (or Division AVC), AND Physical Plant Director
• Level 3 - Department Head

*All Key Request forms should be submitted to physicalplantlocksmithshop@uncw.edu. An AiM customer request is not needed. 

DOWNLOAD KEY REQUEST FORM

Key Return Form

In the event a key issued to a individual needs to be returned (employee resignation, department transfer, etc.), the department DKC should complete a Key Return Form to notify the locksmith shop. 

Level 1 and Level 2 keys must be delivered in person to Facilities Work Control (located at 5150 Lionfish Drive, Wilmington, NC). Level 3 keys can be delivered in person, or sent via departmental mail (Locksmith Shop, Department #5605)

DOWNLOAD KEY RETURN FORM

Lost or Stolen Key Form

In the event your UNCW issued keys are lost or stolen, you should first file a report to Campus Police. Campus Police will provide a physical copy of a Computer Aid Dispatch (CAD) report.

Once a police report has been filed, you should complete the Lost or Stolen Key Form. This form will require the signature of your Department Head. Once complete, the Lost or Stolen Key Form AND the CAD report should be sent to physicalplantlocksmithshop@uncw.edu.

DOWNLOAD LOST OR STOLEN KEY FORM

DKC Change Form

The Designate Key Controller (DKC) Change Form should be completed when the DKC position is being re-assigned to another UNCW employee. This form should be completed by the departing DKC or the Department Head. The form will require the signature of the Department Head and the new DKC. Completed forms should be emailed to physicalplantlocksmithshop@uncw.edu.

DOWNLOAD DKC CHANGE FORM

Once an agreement is reached on the plan and estimated cost, each camera install will need to be reviewed by the Security Committee. The role of the Security Committee is to ensure that the request includes, at a minimum, a description of the following:

1. Purpose, location, and target areas of each camera
2. Designated camera manager
3. Access permissions
4. Retention period for recorded images captured by the system
5. Capacity to house, manage and refresh the camera system

To submit a camera for review by the Security committee, complete the Application for Non-Instructional Camera Installation form.

Application for Non-Instructional Camera Installation Form (Docusign)

The Vehicle Identification Record is intended for when a department adds or removes equipment serviced by the Physical Plant Garage. The form consists of two parts outlined below:

Part A: Vehicle Registration Information

This section requests vehicle identification information such as the year, make, model, title, license plant number, VIN number, and fuel key (vehicle specific). 

Part B: Vehicle Status Information

This sections identifies whether the vehicle is new, being sent to surplus, or being transferred to another department. This section requires information regarding the department which owns the vehicles, the associated fund number, and who should serve as a point of contact. 

DOWNLOAD THE VEHICLE IDENTIFICATION Record FORM