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.

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.

Supervisors are required to review internal procedures for handling weather-related emergencies, including evening and weekend activities, with faculty and staff.

Design of the keying system is the responsibility of Facilities Services. The design will ensure security and reasonable convenience to personnel occupying campus facilities.

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.

All persons issued Hartwick College keys shall always 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.

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.

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.

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

Charges

a. Lost Key charges are as follows:

1.     1. Grand Master Key $200
2.     2. Building Master Key $150
3.     3. Submaster Key $100
4.     4. 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.

Full Grand Master Set (Access to all Campus Facilities)

Eligibility to Carry

President
Exec. VP/Provost
Vice President for Student Experience
Campus Safety Director
Facilities Director
Campus Safety Staff
Appropriate Facilities Staff

Responsibility to Authorize

President
Vice President for Student Experience
Director of Campus Safety
Director of Facilities

Building Master (Access to locks within a Building)

Eligibility to Carry

Appropriate Facilities Staff
Employees as needed to perform their duties

Responsibility to Authorize

Director of Facilities
Appropriate Administrator
Department Chair

Sub-Master (Access to a Group of Locks within a Building)

Eligibility to Carry

Employees as needed to perform their duties

Responsibility to Authorize

Appropriate Administrator
Department Chair

Single Door Lock

Eligibility to Carry

Employees as needed to perform their duties

Responsibility to Authorize

Appropriate Administrator
Department Chair

Building Entrance

Eligibility to Carry

Employees as needed to perform their duties

Responsibility to Authorize

Appropriate Administrator
Department Chair

Perrella Wellness Center

Eligibility to Carry

Employees approved by Director of Perrella Wellness Center
Facilities
Campus Safety

Responsibility to Authorize

Director of Perrella Wellness Center
Director of Facilities
Director of Campus Safety

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.

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.

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.