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Staff and Faculty Key Policy

 

Date of Issue:         01-30-2017

PURPOSE

Bentley University’s key control policy is established for the purpose of promoting a secure campus environment and for maintaining a comprehensive system to efficiently manage the dissemination of keys throughout the campus. Individuals may be authorized to receive keys to conduct their work while limiting access where appropriate so as not to compromise security. It is necessary to maintain key control to uphold the integrity of office and building security. This policy describes the procedures by which control, dissemination, use, and possession of keys to university facilities will be managed. The University Police Department will gladly assist campus departments with key control and facility access procedures.

 

GENERAL PROCEDURES

A. The Bentley University Police Department is responsible for maintaining the university’s key control system and for authorizing the dissemination of keys.  University keys are Bentley property and may be recovered at any time.  Unauthorized fabrication, duplication, possession, or use of keys to facilities of Bentley University is a violation of this policy and employees found in violation of the policy may be subject to disciplinary action up to and including termination from employment.  Non-employees, contractors, etc. found in possession of unauthorized university keys will have their keys confiscated and the individual or individuals will be removed from campus.

B. Those seeking a key to a university building or office must fill out the Key Request Form, a copy of which is included at the end of this policy. After a key request form is received and approved, the University Police will request the key or keys to be cut through the Facilities Management Department.  Design of the university’s keying system is the responsibility of the Facilities Management Department. The design will ensure security while at the same time reasonable convenience to personnel occupying campus facilities. Facilities Management will fabricate all keys and perform all lock changes for university facilities, except for work performed by on-site contractors under the direction of Facilities Management.  Records of keys to university facilities, including the names of individuals to whom keys are issued, dates of issue/return/loss will be maintained by University Police. University keys will not be duplicated, except by Facilities Management.

C. Key requests will be reviewed by the University Police Department and forwarded to the Facilities Management Department for action, generally, within three (3) working days.  All key requests to high security areas (e.g. alarmed areas) or where access is otherwise restricted will be reviewed by the University Police Department to ensure the appropriate authorization is received and adequate security measures are maintained. 

NOTE:  Access to alarmed areas is strictly limited and is not authorized under any circumstances without the approval of the person who controls that area.

D. It is the responsibility of each department to adequately maintain control over the distribution of department keys.  Department heads/managers are expected to comply with the key control policy and to insure that all keys issued to the person leaving Bentley are retrieved and returned.  All keys must be returned to the University Police Department and will be re-issued to a new employee upon hire and submission of a key request form.

NOTE: All keys are coded to the specific employee to whom they are issued and, therefore, departments may not hold on to keys as spares. 

E. All persons issued Bentley University keys shall at all times be held responsible and accountable for their keys and shall not transfer or loan their keys to another individual. Individuals must personally sign for their keys.

F. 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.

 

KEY ELIGIBILITY CRITERIA

Master Keys

Distribution of grand master and building master keys will not be issued.  Suite master keys will be for a suite entrance door and your office door within it only.  All requests for suite keys will be reviewed by the University Police Department to insure proper security protocols are followed.  At no time will a master key be issued.

Type of Key                                                               Authorization Required

Suite Master                                                                Department Head or Chair and/or Designee

(Access to a main suite and your

office lock within department)          

Individual door lock                                                   Department Head or Chair and/or Designee

 

KEY REQUEST PROCEDURES

EMPLOYEES

A. Keys may be requested for full-time and part-time employees of the University for the duration of employment. Completion of a Key Request Form is required.

B. Obtain appropriate approving signature, in accordance with the Key Eligibility Criteria

C. Submit completed form to Dottie McGuire, Technical Project Coordinator at the University Police Department.

D. University Police will review the key request form and, once all information is verified, send the request to Facilities Management for the key(s) to be cut.

E. Once cut, the keys will be delivered to the University Police station and the employee will be notified.

F. The employee will be required to sign a receipt for authorized keys in person.

G. All keys must be returned to University Police at termination of employment (faculty and staff).

H. Periodic department audits of issued keys may be requested to ensure policy compliance.

I. Requests for duplicates of keys that cannot be accounted for or lost will not be authorized until an official incident report is filed with University Police.

 

STUDENTS

Generally, students should not be issued keys to university buildings or offices.  However, in some case where a student works for a department and access is required, an authorized department head may request a key be issued.

A.  Department head or his/her designee must complete one of the Key Request Forms.

B.  Keys may be requested for no longer than one academic year at a time.

C.  Obtain appropriate approving signature, in accordance with the Key Policy.

D.  The completed form will be forwarded to Dottie McGuire, Technical Project Coordinator, University Police Department

E.  Receive and sign for authorized keys in person.

F.  All keys must be turned in at the end of the student’s term of employment.

G. Requests for duplicate keys of outstanding (unaccounted for) keys will not be issued.

H. Keys that cannot be accounted for or lost may result in administrative hold on student's records, course registration and other accounts until the matter is resolved. .

 

CONTRACTORS

Keys required by contractors to access areas on campus to conduct their work must be authorized by Facilities Management. Key rings will be stored at University Police headquarters in an electronic key box where the contractor will be issued access to remove the keys required.  The Facilities Management Department will provide University Police with a list of the names of contractors authorized to receive designated key rings. Contractors authorized to receive keys must show photographic proof of identification to sign out and return keys at the University Police station. Information as to who is issued keys, when they are signed out and returned will be recorded by the electronic key system at the University Police Department.  University keys issued to contractors must be returned at the end of each business day. At no time will a contractor be allowed to keep keys overnight.  All costs of key recovery or re-keying related to unreturned keys will be the responsibility of the contractor and/or his or her company to which the keys were issued and final payment for services provided will not be made until all issued keys are returned.

 

LOST OR STOLEN KEYS

A. Lost or stolen keys should be reported immediately to the University Police by calling 781-891-2201. A police incident report will be generated documenting the circumstances of the loss. Replacement keys will not be issued until an incident report is completed.

B. Replacement keys must be ordered using the “Key Request Form”.  The signature of the appropriate authorizing party must be obtained prior to submitting the form to University Police.

C. Submit a Key request Form to Dottie McGuire, Technical Project Coordinator, University Police Department.

 

CHARGES

Employees will be responsible to pay the cost to replace a lost or stolen key.

Lost Key charges are as follows:

A. Suite master key $100 per door

B. Single lock with cylinder change $75

C. Single Key (Lost) $25

Lost Key charges will be refunded if keys are found and turned in to University Police within 30 days of the loss.

If an entire department has to be re-keyed due to the loss of a key actual costs of re-keying will be determined by the Facilities Management Department and the cost will be charged to the department originally authorizing the keys and/or the individual to whom the keys were issued.

A request to have the lock-core changed can be initiated by a Vice President or Department Chair after consultation with Facilities Management locksmith and the University Police Chief.

 

KEY AND BUILDING SECURITY

A. The individual to whom keys are issued is personally responsible for the use of those keys until returned to the University Police.

B. Building doors or windows shall not be propped or otherwise held open or left unlocked during hours when the facility is normally closed.

C. If for some reason you cannot lock a door with your key, contact University Police.

D. 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.  Report suspicious persons to University Police immediately.

 

UNLOCK REQUESTS

In the event that access to an otherwise secured area is required, the following procedures should be followed:

General Classrooms

Building custodians are responsible for unlocking general classrooms. 

High Security Classrooms 

Access to high security (alarmed) classrooms is managed by card access. Only those authorized by the person who controls the classroom may be allowed admittance.  It is strongly recommended that access authorization be obtained well in advance of the scheduled use of the area.

NOTE: University Police will not allow persons not previously authorized into a high security classroom without the permission of the person in charge of the classroom.

Offices

Individuals locked out of their own offices should contact the University Police (x-2201) for assistance.  An officer will be sent to verify identification and unlock the area in question.

NOTE:  University Police will only unlock offices for individuals assigned to that office.   Requests by individuals for access into an office not their own will not be honored without the approval of the person who occupies or is otherwise in control of the office. Exceptions may be made based on extenuating circumstances, at the discretion of the University Police supervisor, and upon proper identification of the party requesting access and documentation as to the reason why access is needed. 

Residential Facilities

All residential facilities are controlled by card access.   Access to student living areas is assigned by the Residential Center and, in most cases, controlled by University Police.  Access to student living quarters is restricted. However, access into a student’s room may need to be obtained for maintenance and/or other extenuating circumstances in accordance with the student housing contract.

Other Areas

Generally speaking, access into locked areas on campus must be authorized by the person in control of the area in question. Where a building manager is assigned (e.g., Student Center, LaCava Center), the building manager will be responsible for unlocking areas within the facility under his/her control.

 

EMERGENCY ACCESS

In case of emergencies (e.g., maintenance, fire, etc.), the University Police Department and Facilities Management Department may need to enter a secured campus facility.  Once the emergency is addressed, every reasonable effort will be made to contact the individual responsible for the area entered so as to advise him/her of the need to access their facility.

University Police will email each department head or his/her designee once a year to request updated information relative to emergency contact information should University Police need to contact someone in a specific department. Department heads are strongly encouraged to provide the University Police Department with the names and phone numbers of persons who should be notified in the event of emergency situation. 

Notification will be made to the department head or other person whose name is on file as an emergency contact for the department when emergency access to an area is required.

 

CARD ACCESS

With the exception of residence halls, most campus buildings and facilities are accessible to members of the campus community, guests and visitors during normal hours of business and during designated hours on weekends and holidays, depending on the variety of events and activities taking place on campus. Once buildings are secured, persons requiring access to academic or administrative buildings on campus must contact the University Police Department at x- 2201 to obtain access.  An employee’s department head may approve off-hours card access into buildings if it is necessary for the employee’s work responsibilities.  A request for off-hours card access must be made in writing to Melissa Diglio, Card Program Administrator at the University Police Department.

Under no circumstance will card access be granted whenever that access is determined to compromise the safety & security of the community and/or the university’s facilities.

Facilities Management Access (Off-hours):

Facilities Management staff that are required to access areas on campus during off-hours will be required to check in and out at the University Police station.

University Police will document the arrival and departure times of the staff, the location accessed and the reason access was needed.

 

NEW KEY SYSTEM

Bentley University is in the process of updating the key system throughout the campus.  Jennison Hall is the first building to be re-keyed to the new automated system. Until all buildings are re-keyed there will be two Key Request forms. (See Links Below). The Simple K Key Request form can only be accessed by users that have been issued access to the system.  These people will be the Department Head, Chair, Supervisor, who is in charge of the area and his/or her designee. They will fill out the request and select Submit.  The form will automatically emailed to Dottie McGuire and the automated process for the key will be implemented.

The Key Request Form is for all other buildings and must be filled out by the Requestor - Department Head, Chair, Supervisor and/or his/her designee. This form will either have to be emailed or sent via interoffice mail to Dottie McGuire, which she will then forward to the locksmith for processing. In all instances an email will be sent to the person the key is issued to and to the requestor and/or his/her designee. Only the person who was issued the key can pick up and sign for the key at the University Police Card Office during their normal business hours. If other times or arrangements may be needed notify Dottie McGuire and she will assist as needed. All keys must be picked up within 30 days of notification the key is ready or it will be sent back to the locksmith

 

 

Simple K Key Request Form                                      PDF icon Bentley University Key Request Form