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Key Requests

To request a new key for a space on the Saint John's campus, please fill out the Key Request Form and return a completed copy to the Physical Plant Office at [email protected] or via campus mail.

*Note: Students requiring keys for residential buildings should contact Residential Life or Life Safety.

 

A copy of the Saint John's Key Policy is below:

General Policy

Concerns of both people and property are important issues for the Saint John's campus. Employee, student, and monastic security and personal safety concerns can be addressed, at least in part, by controlling access to buildings.  The following procedures must be adhered to so that a safe, secure environment can be maintained. Personal responsibility is critical in ensuring the effectiveness of the policy.  The lock and key policy applies to both traditional keys and electronic card access keys.

  1. The Physical Plant Director, in coordination with the Director or Life Safety, is responsible for maintaining the integrity of the Saint John's lock and key policy. 
  2. The Physical Plant Department is responsible for the administration and control of the Best Lock and Key System.  Only the campus locksmith or other designated Physical Plant staff are authorized to duplicate Saint John's keys.
  3. Life Safety is responsible for the administration and control of the electronic card access keys.
  4. Department Chairs, in coordination with Life Safety, are responsible for authorizing staff department electronic card key access. The Department Chair or designee is responsible for informing Life Safety in a timely manner of any changes in staff access authorizations.
  5. All Saint John's employees are eligible to hold interior building keys for areas that they need access to on a daily basis to perform their job responsibilities.  Individuals are responsible for maintaining daily security of their individual key(s).  Department Chairs, in coordination with the Physical Plant, are responsible for authorizing key assignments for departmental staff. 
  6. Exterior building keys for buildings with card access are restricted and shall be issued only upon authorization by the Director of Life Safety or the Physical Plant Director.
  7. Keys (other than residence hall keys) generally will not be issued to students.  Supervisors present at the time students are working may allow students use of departmental keys.  Any time that students work unsupervised, supervisors may process an authorized work study name list to Life Safety for access to work areas. Students will be required to show an SJU Student ID to the security officer prior to access being granted. 
  8. Only campus security officers are authorized to unlock personal offices or restricted areas if access is required and the occupant/main user is not available.  Custodial and Physical Plant employees are not authorized to unlock offices for faculty, staff, or students.
  9. Classrooms are unlocked each morning by custodial staff and are left open throughout the day. Classroom keys will not be issued to Faculty or department personnel, with the exception of lab space which should be secured when not in use. Life Safety is responsible for securing classrooms at the end of the day.
  10. All requests for permanently issued keys will be processed on the Key Request Form and issued only upon signature acceptance of key responsibility designated on the key receipt agreement.

Termination or Change of Employment

When an employee leaves the campus or transfers departments, he or she must go through a key turn-in procedure. Employees are required to turn in all keys to either the Saint John’s Physical Plant or the Saint John’s HR Office prior to the end of your employment. Keys MAY NOT be turned over to department heads or transferred to other employees. Keys must be returned to Physical Plant or HR for tracking purposes. [If keys are needed for another employee within the department, the department head should contact Physical Plant at ext. 3306 or [email protected] with a new key request. Keys will be reissued at no cost to the department.]

**Employees who fail to turn in keys prior to the end of their employment will be charged a fee of $25.00 per key, plus the cost of any rekeying of doors that may be necessary to retain security of spaces. Costs for failure to turn in master and/or sub-master keys will be reviewed on an individual basis. All keys that an individual has been issued during the term of employment and/or is responsible for must be turned into Human Resources on or prior to the last day of employment. 

  1.  When an employee leaves the campus or has a change of employment affecting building access requirements, the Human Resource Department will notify Life Safety and Physical Plant.

  2. Life Safety will review and will revoke/change electronic card access privileges as appropriate. 

  3. Upon receipt of notification, Physical Plant will contact the employee informing them of the requirements. Reminders will be sent near the last day of employment.

  4. The employee is responsible for turning keys into either Human Resources or Physical Plant on or before their last day of employment.

Lost/Missing Keys

  1. Individuals must immediately report lost/missing keys to Physical Plant and Life Safety.  The timely reporting of lost/missing keys allows for contingency measures to be put in place until recovery of the key or the implementation of the process for re-key.
  2. Individuals must immediately report a lost or stolen electronic key card to Life Safety so that privileges may be deleted and a new card issued.  Failure to immediately report a lost/stolen electronic key card will be reviewed for cost assessment to the responsible party(s) up to the loss of electronic card key access privileges. 
  3. Incidences involving lost or stolen traditional key should be reported to Physical Plant and/or Life Safety so that consideration can be given to re-keying the area if necessary. 
  4.  Saint John's reserves the right to assess fees to the employee's personal billing account for the cost of re-key as follows:$150.00 initial cost to re-key a lock (per core, includes 2 operating keys)& $100.00 per additional lock (examples: desk drawers, file cabinets). Costs for loss of master and/or sub-master keys to be reviewed on an individual basis.
  5.  Each department Chair is responsible for any employee disciplinary actions due to a lost key and is to assess a department budget for all re-key costs not charged to an individual or covered by insurance.

Tracking Keys

Beginning February 15, 2013, every key issued for campus buildings is tracked on an individual basis, including all master keys, exterior building keys, and individual room and office keys.

Departments will be charged $15 per key issued for employees. There will be no charge for keys that are transferred between employees within a department IF keys are turned in to Physical Plant upon termination of employment and then reissued to another employee within a reasonable timeframe.

Keys for residential buildings are exempt from this policy as they are maintained and tracked by employees of Residential Life.