Room Entry Policy
Authorized University Personnel may enter a resident’s unit for the following reasons:
1. When a standard work order request for maintenance is made for your Unit. It is your responsibility to notify all occupants that Fixit will be coming to your unit.
In residence halls only, maintenance staff will check in at the front desk upon arrival. Front desk staff will call the resident that submitted the work order to notify them that maintenance staff has arrived. If resident does not answer, front desk will call other Unit occupants. a. If still no answer, maintenance may perform work if resident had given permission for the work to be done without being present. b. If permission has not been given for maintenance to be done without resident present, front desk will call resident and leave a message for the resident that work cannot be done until the resident notifies the front desk of a specific time that they will be available. Front desk will notify FIXIT.
In the case where residents are not present when work has been requested, a sign will be placed on the hall facing side of the exterior door to indicate work is being performed by a maintenance tech AND a door hanger advising work has been done will be left on the interior door handle by the maintenance tech upon departure.
2. When Housing performs routine or preventative maintenance work orders.
Residents will be emailed 24 – 48 hours in advance advising the time frame and what work is being done. Routine or preventative maintenance cannot be scheduled individually.
In the case that residents are not present when work is being performed, a sign will be placed on the hall facing side of the exterior door to indicate work is being performed by a maintenance tech AND a door hanger advising work has been done will be left on the interior door handle by the maintenance tech upon departure.
3. When Housing must respond to emergency work orders, i.e., situations which threaten the health and/or safety of Unit occupants, and situations which require immediate maintenance to prevent property damage or immediate action to correct the health, fire and/or safety risk of building occupants.
In residence halls, maintenance will check in at the front desk upon arrival. Front desk staff will call resident that submitted the work order to notify them that maintenance has arrived. If resident does not answer, front desk will call other occupants. Residence Life staff will be present with maintenance on emergency work orders.
4. When Housing needs to provide routine unit inspections to ensure that residents are following health, fire, and safety regulations.
5. When there is reason to believe that a violation of university policy is taking place in the Unit and occupants in the room do not open the door when requested to do so.
Note: routine maintenance and placement of UK-sanctioned materials such as printed information or promotional items, authorization to enter a resident’s Unit under this policy does not constitute authorization to conduct a search of the Unit.
Protocol for using the master key to enter a resident’s Unit: 1. Residential Unit should not be entered without Authorized University Personnel first knocking regardless of whether the door is locked, unlocked, or open. 2. Before using the master key, Authorized University Personnel attempting to enter a Unit should identify themselves and state the reason for entry. In addition, they should request that the door be opened. 3. If the door is not opened and Authorized University Personnel deem it necessary, the master key will be used to enter the resident’s Unit for one or more of the reasons listed above. 4. Authorized University Personnel will ALWAYS lock the door when they leave.
Authorized University Personnel 1. University Police. 2. University Fire Marshal. 3. Full-time members of the Housing and Residence Life staff, including maintenance and custodial personnel. a. Resident Directors, Assistant Resident Directors, Resident Managers, and Resident Advisors are subject to the following restriction: i. in non-emergency situations, prior authorization must be received from a full-time professional staff member in the Office of Residence Life or Graduate & Family Housing Office. ii. unless circumstances prohibit, two staff members should be present when using the master key to enter a resident’s Unit.