General Notes

All faculty/staff, students, and affiliates must identify themselves by photo ID cards when requesting or receiving a key.

Faculty, staff and students who enter locked buildings/spaces are responsible for securing all doors they use.

Anyone who has to get into a locked building or room in an emergency situation should contact University Police. The person in the building is then responsible for securing all doors that were opened.

Duplication of keys is not permitted.

Key inventory records will be distributed at least annually by the Lock Shop to department directors, chairpersons, Director of Residential Life, and affiliates to be reviewed for accuracy.

Department directors, deans, chairpersons, the director of Residential Life, and affiliates will annually verify the accuracy of the key assignment list by performing a physical audit. Discrepancies must be reported to the Lock Shop.

Faculty/staff or affiliates who require students to have keys must request keys and are responsible for their return.

Building Security Policy

Academic/Administrative Buildings

All keys will be issued at the Facilities Service Center (Commissary Building) to the individual who is requesting such key(s).

Individuals transferring to different locations/departments on campus must return the old keys to the Lock Shop via the Facilities Service Center and pick up new keys after obtaining necessary approvals.

It is the responsibility of faculty and staff who will be away from the campus longer than one semester, or is separating from service, to turn in all keys to their immediate supervisor or to the Facilities Service Center (Commissary Building) where they will receive a receipt for all keys surrendered.

Adjunct faculty may retain their keys over the summer if they are to be reappointed in the fall. This requires written approval of the department chairperson.

All lost or stolen keys must be reported in person to the University Police (Lathrop Hall). The Lock Shop will not replace a lost key(s) until a report has been filed with University Police and the lost key form signed by the individual who lost the key(s).

Current Schedule (as of August 2021) of Replacement Fees:

  • $25 per key

An additional fee for rekeying any areas affected by the loss of keys may also be assessed if University Police determines that rekeying is necessary.

If any rooms need to be rekeyed off the master, a written explanation must accompany the Key Request form along with an access plan should emergencies (i.e., fire/flood) occur. The Lock Shop will also provide University Police with a copy (s) of keys to locks that have been rekeyed.

Residence Halls

Residential Life administration will be responsible for issuing residence hall keys for students and residential staff.

Residential staff (i.e., Resident Directors) are included in the definition of faculty/staff and, as such, are subject to the current University Policy. Residential Life Administration and the campus Lock Shop will keep a record of each key assigned.

Complete records should be maintained when a person loses a key and requires a replacement. This information would be valuable if a theft occurs in that area at a later time. Residential Life administration must approve replacement keys.

Students are to return keys to their Resident Director. Students who lose keys must report the loss to the office of Residential Life and may be required to pay applicable fees established by the office of Residential Life.