Adopted December 16, 1983, Revised January 28, 2016

The loss of keys and access tags to campus facilities causes major security problems and often adds significantly to maintenance expense. The following policy governing the distribution of keys and access tags to members of the faculty, student body and staff of the College will hopefully increase care in handling keys to College facilities and reduce cost in maintaining security of buildings and equipment.

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DEFINITIONS:

1. An individual Key operates only one lock or other locks with identical combinations.

2. A Master key operates locks with different combinations, including building masters, departmental masters, various convenience sub-masters.

3. An Electronic Access tag can be programmed to operate one door or all doors equipped with Electronic Access hardware.

AUTHORITY AND RESPONSIBILITIES:

1. The Director of Facilities Operations is responsible for the implementation of the policies. Installation or new keying systems, changes existing systems and the issuance and recovery of keys and access tags will be accomplished by Facilities Operations in conformance with these policies or when authorized by higher authority.

2. The College Locksmith is responsible for maintaining all lock and key records, cutting keys, combination locks, providing all office forms involving lock and key security for the College, and issuing all periodic reports on lock and key security as required. The Locksmith is also responsible for issuing electronic access tags and programming access, etc.

3. Division Heads, Department Heads, the Director of Student Residence, or other College officials specifically authorized by the Vice President for Finance and Administration, are responsible for determining keying and key requirements in conjunction with the Director of Facilities Operations. Keys and access tags will be issued by the Director of Facilities Operations, when requested by these individuals for use in their assigned areas:

a. To these individuals for their own use.

b. To Persons under their jurisdiction.

c. To persons requiring access to their assigned spaces.

4. The success of the security system depends significantly on the manner with which keys and access tags are handled within the system so that there is confidence that keys are issued only for legitimate purposes, and that keys and access tags can always be accounted for. Individual responsibility is crucial to this program. Every key and access tag will be signed for by the authorized individual who is responsible to assure that keys and access tags are handled according to these policies, including:

a. Accounting for the keys and tags at all times to assure proper physical custody.

b. Reporting immediately to the office of Public Safety any instance and circumstances concerning keys and access tags that cannot be accounted for: lost, stolen, etc.

c. Returning the keys and access tags to Facilities Operations when they are no longer required for their intended function.

d. Insuring that College keys are not duplicated as this is strictly prohibited.

5. All student housing keys and access tags shall be the responsibility of the Office of Residence Life and shall be procured by Facilities Operations. Students shall be subject to the general key policy as well as the student key policy.

6. Any vendor, contractor, utility firm, etc., requiring the use of College keys or tags shall be bound by this key policy and accept full responsibility for the proper use and security of such keys.

7. The responsibility for the replacement of lost keys and access tags and for costs associated with re-keying lock sets made necessary by lost keys, rests with the individuals who have signed for the missing keys.

PROCEDURES:

1. College authorities listed in paragraph B.3. may request issuance of individual keys and tags and/or master keys by forwarding a work request to the Director of Facilities Operations. The request must identify the individual to whom the key or tag is to be issued, the doors (room numbers) to be opened, and the key number is available. When approved by the Director of Facilities Operations, the individual to whom the key or tag is to be assigned will be notified by Facilities Operations to come pick up and sign for the key(s) or tag(s). When keys are issued to an authority with the intention that the keys or tags will be redistributed to others for their temporary use, e.g., to students, visiting participants of summer programs, etc., that authority must pick up and sign for the keys or tags and accept responsibility as outlined in B.4. and B.5.

2. Duplicate keys normally are not provided. If additional keys are required, in order to duplicate keys that can be accounted for, work requests must be forwarded as outlined in C.1. above.

3. If replacement keys or tags are desired because a key has been lost or is missing, more rigorous procedures will be followed:

a. Immediately upon learning that a key cannot be accounted for, the responsible person will advise the department head in as much detail as possible of the circumstances surrounding the incident.

b. Immediately upon learning that an electronic access tag cannot be accounted for, the responsible person will advise the Public Safety Office to have the tag de-programmed. If it is found later it can be re-programmed by presenting the tag in person to the Public Safety office.

c. The department head will consult with the Director of Facilities Operations regarding temporary measures to be taken to permit continued operation.

d. The department head will immediately notify the Director of Facilities Operations and the Director of Public Safety concerning the circumstances of the loss, an evaluation of the security risk involved and permanent measures to be taken to eliminate any security problems.

e. The Director of Facilities Operations will then initiate any keying or lock changed that are required.

4. Facilities Operations will maintain a special set of keys or access tags for assignment to those groups or individuals whose usage does not justify full-time key assignments. Normally, these keys will be returned to the Facilities Operations office immediately following their use, and no later than the end of the workday. Request for use of these keys can be made directly to the Facilities Operations office.

 5. Keys and access tags which are no longer required for their authorized purpose must be returned to the Facilities Operations Office. Keys and access tags are not to be given to other people. This is of special importance upon termination of employment or student status.

6. The following charges will be assessed in the event a key must be replaced.

a. The replacement of a key will cost $5.00.

b. The replacement of an electronic access tag will be $15.00.

c. If a residence hall key or tag is not returned by a student, when the student leaves the residence hall room, there will be a charge of $25.00.

d. If a key to an academic areas (i.e. a laboratory) is not returned by a student at the end of an academic year (or graduation if the key is required for more than one year) there will be a charge of $25.00.

e. If an employee leaves the College and does not return the key for which the employee is responsible, there will be a charge of $25.00 per key, $15.00 for an electronic access tag.

f. If the locks of a department or building must be changed in order to provide the necessary security for the area, the charge to undertake the work will be determined and the Director of Facilities Operations, in consultation with the appropriate Division Head, will determine if the department will be charged for the work.

STATEMENT OF OWNERSHIP:

Locks, keys, electronic access tags and other physical security items will be supplied by and remain the property of Lafayette College and will not be removed, changed, duplicated, or tampered with by any person other than the College Locksmith or other person approved by the Director of Facilities Operations.

The Access Control Shop considers any situation that hampers the operation of a lock or prevents securing an office or a room as an emergency. The Shop responds to emergency calls for people who are locked out, broken keys in a lock, and emergency lock changes and repairs. The Shop is also routinely responsible for lock repairs, changes, and installations; file cabinet and desk lock repairs; locked or broken file cabinets. For non-emergency lock repairs or installation, submit a Work Order to Facilities Operations. The Access Control Shop keeps records of buildings, rooms, labs, etc., and their keys, as well as the keys issued to faculty and staff.

STUDENT KEYS:

The keys you have signed for from Facilities Operations are the property of Lafayette College. In order to maintain the security of the areas, which have been entrusted to you, the following rules are to be complied with:

1. Keys are not to be given to anyone except Facilities Operations

2. Keys are not to be given to anyone else except Facilities Operations.

3. Keys signed out from Facilities Operations are to be returned to Facilities Operations upon the end of your need for them, but no later than the close of the school year unless previous arrangements have been made with Facilities Operations, specifically the Access Control Shop.

4. Any lost key is to be reported immediately to your advisor and the Access Control Shop.

5. Bent or broken keys may be returned to the Access Control Shop  for replacement.
Failure to comply with these rules may require a lock change operation and you will be responsible for any charges incurred.

ELECTRONIC ACCESS TAGS:

This tag is recorded and is your “Electronic Signature” within our electronic system. The following rules must be adhered to at all times.

1. Your electronic access tag or card is not to be given to, or used by, anyone other than yourself. The computer will record your access, or attempted access, when presented to any reader within our system.

2. A lost, stolen, or misplaced electronic access tag or card must be reported to the office of Public Safety immediately upon discovering that it is missing. The Security Dispatcher can then deactivate it so it cannot be used. A replacement electronic access tag or card can be obtained; (1) from the Public Safety office for students living in college residence buildings using electronic access, or (2) from the Access Control Office at Facilities Operations for all other students, faculty, staff, etc. If you find the tag after it has been deactivated, return the found tag to the Public Safety office. No tag will be reactivated except by the Access Control office at Facilities Operations.

3. Any access tag or card failure can be replaced; (1) from the Public Safety office for students living in college residence buildings using electronic access, or (2) from the Access Control office at Facilities Operations for all other students, faculty, staff, etc.

Facilities Operations will charge for lost keys or access tags. The fees are as follows:

1. Replace electronic access tag—$25.00 set fee

2. Re-key residence room/areas—-$25.00 set fee

In case of a power failure or if rendered useless for any reason Facilities Operations will call in on an emergency basis, the locksmith who will then change the cores for security reasons.

STAFF KEYS:

If a key is lost or stolen it must be reported immediately to the Access Control Shop and the office of Public Safety.
To request new or replacement keys:

  • Submit a completed Key Request Form to Facilities Operations.

The Key Request form requires authorized signatures as outlined in the Lafayette Key Policy, and a valid budget number.
The Access Control Shop will notify key requesters when keys are ready for pick-up. There is a fee for key replacements.

POLICY ON ELECTRONIC ACCESS EMERGENCY CALLS

1. The System Administrator or assigned counterpart can be called or paged concerning emergencies arising from the card access system by the following:

A) Director of Facilities Operations
B) Plant Engineer
C) Director of Public Safety
D) Duty Supervisor of Public Safety
E) Duty Supervisor of Facilities Operations

2. Emergencies which are handled by the System Administrator or assigned counterpart shall incur compensation of one (1) hour minimum when handled from off-site and four (4) hours minimum when on-site response is required. Should a problem being worked on require off-site time immediately followed by on-site time, the four (4) hour minimum shall be effective starting from the off-site time which would cancel the one (1) hour minimum time.

3. The System Administrator or assigned counterpart shall have the authority to call any additional help, including the vendor or factory technician, should the situation warrant it.