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Key Control Policy
Policy
It is the policy of Hartwick College to promote the security of campus personnel and appropriate access to College property. This policy describes the control, use, and possession of keys to campus facilities, including (A) general provision, (B) design of keying systems, (C) fabrication, (D) responsibility for issuance, (E) key issuance procedures, (F) lost keys, (G) key eligibility criteria, (H) provision for contractor access, and (I) key and building security.
Principles
A. General Provision. Unauthorized fabrication, duplication, possession, or use of keys to facilities of Hartwick College is a crime. College keys are Hartwick property and may be recovered at any time.
B. Design. Design of the keying system is the responsibility of Facilities Services. The design will ensure security and reasonable convenience to personnel occupying campus facilities.
C. Fabrication. Facilities Services fabricates all keys and performs all lock changes for campus facilities, except for work performed by on-site contractors under the direction of Facilities Services. Records of keys to campus facilities, including the names of individuals to whom keys are issued, dates of issue/return/loss will be maintained by Campus Safety. College keys will not be duplicated, except by Facilities Services.
Download and complete the Key Request Form (pdf document)
D. Responsibility— Issuance. All persons issued Hartwick College keys shall at all times be held responsible and accountable for said keys. Appropriate administrators may request and delegate the issuance of keys only as necessary and in accordance with the Key Eligibility Criteria and Key Issuance Procedures below.
E. Key Issuance Procedures
I. Employee Keys
a. Complete “Key Request Form.”
b. Keys may be requested for regularly appointed College and part-time employees for the duration of employment.
c. Obtain appropriate approving signature, in accordance with campus Key Policy.
d. Submit completed form to Campus Safety.
e. Receive and sign for authorized keys in person.
f. All keys must be returned at termination of employment (faculty and staff). The keys must be accompanied by the Hartwick College Clearance Form. Failure to return keys as required will result in a charge consistent with listed charges below.
g. Periodic auditing of issued keys may be requested.
h. Duplicates of outstanding (uncleared) keys will not be issued.
II. Student Keys
a. Complete “Key Request Form.”
b. Keys may be requested for no longer than one academic year at a time.
c. Obtain appropriate approving signature, in accordance with campus Key Policy.
d. Submit completed form to Campus Safety.
e. Receive and sign for authorized keys in person.
f. All keys must be turned in at the end of the academic year. Failure to return keys as required will result in a charge consistent with listed charges below.
g. Keys may be retained beyond the academic year on a case-by-case basis by submitting a completed “Renewal Key Request”.
h. Duplicates of outstanding (uncleared) keys will not be issued.
i. Uncleared keys may result in administrative hold on student’s records, registration and accounts.
F. Lost Keys
I. Reporting
a. Lost keys should be reported immediately to Campus Safety and the department originally authorizing the keys.
b. A Campus Safety officer will complete an Incident Report for the lost keys. Keys will not be reissued unless an Incident Report is completed.
c. If a reissue of lost keys is requested, complete a Key Request Form. Obtain signature of appropriate Department Chair.
d. Submit form to Campus Safety
II. Charges
a. Lost Key charges are as follows:
- Grand Master Key $200
- Building Master Key $150
- Submaster Key $100
- Single Lock/Building Entrance Key $50
b. Lost Key charges will be refunded if keys are found and turned in to Campus Safety within 30 days of loss.
c. If the lock-core must be changed for security reasons, actual costs of re-keying may be charged to the department originally authorizing the keys and/or the individual to whom the keys were issued.
d. A request to have the lock-core changed can be initiated by the Department Chair or Campus Safety Director.
G. Key Eligibility Criteria
Eligibility to Carry
1. President
2. Exec. VP/Provost
3. Vice President for Student Experience
4. Campus Safety Director
5. Facilities Director
6. Campus Safety Staff
7. Appropriate Facilities Staff
Responsibility to Authorize
2. & 3. President
4. & 5. Vice President for Student Experience
6. Director of Campus Safety
7. Director of Facilities
Eligibility to Carry
1. Appropriate Facilities Staff
2. Employees as needed to perform their duties
Responsibility to Authorize
1. Director of Facilities
2. Appropriate Administrator
Department Chair
Eligibility to Carry
1. Employees as needed to perform their duties
Responsibility to Authorize
1. Appropriate Administrator
Department Chair
Eligibility to Carry
1. Employees as needed to perform their duties
Responsibility to Authorize
1. Appropriate Administrator
Department Chair
Eligibility to Carry
1. Employees as needed to perform their duties
Responsibility to Authorize
1. Appropriate Administrator
Department Chair
Eligibility to Carry
1. Employees approved by Director of Perrella Wellness Center
2. Facilities
3. Campus Safety
Responsibility to Authorize
1. Director of Perrella Wellness Center
2. Director of Facilities
3. Director of Campus Safety
H. Contractor Access
Keys needed by contractors or other non-College users must be authorized by Facilities Services, including authorized individual, firm name, and specific return date. All costs of key recovery or re-keying related to unreturned keys will be the responsibility of the firm to which the keys were issued, and final payment will not be made until keys are cleared.
I. Key and Building Security
- The individual to whom keys are issued is personally responsible for the use of said keys until returned to Campus Safety.
- Individuals must personally sign for their keys and shall not transfer or loan their keys to another individual.
- Key holders shall not “prop” doors or windows open or leave them unlocked during hours when the facility is normally closed.
- If for some reason you cannot lock a door with your key, contact Campus Safety.
- DO NOT duplicate any issued keys.
- Key holders shall not unlock buildings or rooms for others unless the individual has a valid, verifiable reason and proper identification for access, or is known by the employee to have legitimate need for access to the room or building.
- Student records and registration may be held pending clearance of keys at the end of each semester.
- Employees may be issued keys for the duration of employment.
- The employee’s final paycheck may be held pending return or clearance of outstanding keys.
J. Power Outage
If there is a power outage on campus WickIt cards will not access Residential Halls. Campus Safety will unlock all residential halls front doors, so residents will have continued access. Resident Advisors and Campus Safety Officers will conduct safety checks until power is restored. If power is not restored within 24 hours, the core lock of each resident hall will be changed, so each resident will be able to access the front door with their dorm room key.
Approved: August 6, 2007 by Cabinet
Date of Original Issue: Draft date July 20, 2007
Effective Date: September 1, 2007
Updated: June 30, 2022
OFFICE OF CAMPUS SAFETY
3rd Floor, Dewar Union
Phone: 607-431-4111
Fax: 607-431-4201