Keys

Scope

All regular faculty and staff.

Policy

Access to College facilities may be granted by issuance of keys and/or card access to designated individuals. Use, security and control of such items remain the responsibility of the designated individual until such time as they are returned. Administrative personnel will be given the necessary keys and/or card access to their assigned office and support service area. All faculty members will be issued keys and/or card access to their assigned office, laboratories and classrooms. Union employees will be issued keys and/or card access as needed to carry out their work assignments.

Any individual who is authorized by his or her supervisor to be in an assigned office, laboratory or classroom outside of normal working hours is entitled to one key and/or card access to open the exterior door of that building.

Campus Safety will normally open and close facilities for special functions. The issuing of keys and/or card access on a temporary basis to an employee for this purpose will require authorization from the appropriate President’s Administrative Council officer.

In general, students may not possess exterior door keys and/or card access to any academic or administrative building. Exceptions to this must have approval from Campus Safety and the appropriate President’s Administrative Council officer.

The Facilities Operations department will have the responsibility to install, repair, maintain, and service locks, and well as creation of physical keys. Information Technology will review and approve all key requests as appropriate, distribute keys, and keep inventory records of issued keys.

Residence hall keys will remain under the control of the Residential Life department. The Director of Residential Life will request keys as necessary.

Departmental and individual mailbox keys are issued/monitored at the Campus Post Office.

Procedure

Request for keys and/or card access shall be submitted to authorizations@albion.edu. Such requests must be initiated by the Department Chair in academic areas or a Director level administrator in non-academic areas unless additional authorization is required by the responsible Vice President. The person to whom the keys are issued must visit the Helpdesk to sign for the keys.

Department chairs or director-level administrators may only approve access for their assigned building or area.

All keys issued must be returned to Human Resources at the time employment ends, or in the case of a departmental transfer. New keys for the replacement person or transferred employee will be provided upon receipt of a fresh submission of a key request to authorizations@albion.edu.

The Human Resources office shall provide these recovered keys back to Helpdesk in a timely manner.

Sub-contracted employees, such as ABM or Bon Appetit employees, who have been issued keys must turn those keys into the Director level administrator or Department Chair to whom their company reports. That administrator or chair must then return the keys to Helpdesk in a timely manner.

Mailbox keys are issued at the Campus Post Office and are subject to a fee for lost/replacement keys.

Approved by President’s Administrative Council – February 2012