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.
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. To request a key, download and complete the Key Request Form (pdf document). College keys will not be duplicated, except by Facilities Services.
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:
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
| Type of Key | Eligibility to Carry | Responsibility to Authorize |
| Full Grand Master Set (Access to all Campus Facilities) |
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 |
2. & 3. President 4. & 5. Vice President for Student Experience 6. Director of Campus Safety 7. Director of Facilities |
| Building Master (Access to all locks within a building) |
1. Appropriate Facilities Staff 2. Employees as needed to perform their duties |
1. Director of Facilities 2. Appropriate Administrator Department Chair |
| Sub-Master (Access to a group of locks within a building) |
1. Employees as needed to perform their duties | 1. Appropriate Administrator Department Chair |
| Single door lock | 1. Employees/students as needed to perform their duties | 1. Appropriate Administrator Department Chair |
| Building Entrance | 1. Employees as needed to perform their duties | 1. Appropriate Administrator Department Chair |
| Perrella Health Center | 1. Employees approved by Director of Perrella Wellness Center 2. Facilities 3. Campus Safety |
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
Approved: August 6, 2007 by Cabinet
Date of Original Issue: Draft date July 20, 2007
Effective Date: September 1, 2007