Access to Facilities
Key/Keycard Policy
Following is the university’s key/keycard policy. Please make note of this policy and retain it for your files.
PURPOSE
The purpose of this policy is to provide the highest degree of security possible for our students, faculty and staff to safeguard the property of the university and the personal property of those who work and study at Loyola University Chicago. Attaining this goal mandates the control of keys per the following guideline: Issue by necessity, not for convenience.
In order to achieve this goal, it is necessary to assign responsibility for the keys to the users—faculty, staff, students and others who are issued keys. In reference to this policy, key(s) are defined as manual "hard" keys and electronic access control as "keycards."
ENVIRONMENT
The buildings and facilities of Loyola University Chicago are available for general use by university employees and by students for educational purposes. During scheduled hours, the buildings are open (outside doors unlocked) for classes, meetings and other activities as required. After the normal hours of operation, access to the buildings can be made with the use of a building hard key, an electronic key card or by calling Campus Safety at 8-6039 at LSC, or at 5-6677 at WTC .
RESPONSIBILITY
Primary responsibility for the security of campus buildings, the maintenance of the Security Management System (SMS), the issuance of keys and record keeping will rest with Campus Safety. The installation and maintenance of locks, manual and electronic lock hardware, and other non-electronic card access control systems will be the responsibility of the Facilities/Campus Safety Departments.
The departments of Campus Safety and Facilities will provide education and training in key policy and the initial issuance of keys at no cost to the various university departments.
Campus Safety will keep and maintain records of keys issued to all university employees using dedicated security software. This program will record building key data and employee key records. The department heads and administrators will maintain key records for their departments and buildings. Campus Safety will generate key inventory reports when requested by department heads and administrators. There will be a periodic key inventory conducted by Campus Safety. Fees will be charged to replace lost keys.
Key transfers from one person to another are strictly prohibited. Unauthorized keys will be confiscated and returned to Campus Safety.
ISSUANCE OF KEYS
Department managers, deans and administrators will be responsible for reviewing and approving employee key requests and/or lock changes. Key(s) cannot be requested by anyone with less than Department Head authority. All requests for lock and key changes must be made via e-mail to the Campus Safety Department. All lock maintenance requests should be made through the Facilities work order system. The key-holder to any university facility assumes responsibility for the safekeeping of that key and its use.
RE-CORING/RE-KEYING
Requests for re-keying/re-coring must be approved and submitted by the department managers, deans or administrators. The request must first be approved by the Director of Campus Safety. The requesting department will be charged for this work.
In order to receive a new key, the old key must be exchanged for the new one. A departmental designee will assume responsibility for collecting old keys before new keys are issued by Campus Safety.
RETURN OF KEYS
When an employee leaves employment, retires, transfers departments, is terminated or changes assignments, the issued keys must be returned. All keys must be returned to the Department of Campus Safety. Failure to return issued keys will result in a charge to the individual for a lost key.
MASTER KEYS
Master keys will not be issued. Loss of a master key would necessitate the re-keying and re-coring of the entire area or building that the key controls.
TEMPORARY KEY USE
Contractors and vendors will be issued temporary keys or keycards for necessary construction and maintenance access. The contractor's representative to whom the keys are issued must present picture identification (a driver’s license or state identification card with picture) and sign for all keys issued. The contractors will abide by all conditions of this policy and must wear identification badges on outer garments while working on university property.
Keys will not be issued to student employees, graduate or undergraduate students. The Department Head will request the keys for temporary issuance and will be responsible for the use and return of these keys. This policy applies to all members of the university.
LOST, STOLEN OR DAMAGED KEYS:
Lost keys must be reported to Campus Safety and the Department Head immediately. Replacement of a lost, stolen or damaged key will require a new e-mail request and authorization by the Department Head. Key holders will be required to pay a replacement fee for lost keys and, if necessary, the cost for a change of the core(s). The lost key charge is $25/key and an additional $125/core, if required. The fee will be submitted to the Facilities Department by way of a budget transfer. If the lost key is later found, it must be returned to Campus Safety.
Stolen keys must be reported to the department head and Campus Safety immediately. A detailed report to Campus Safety concerning the circumstances of the theft must be made. An e-mail will then be sent to the Department of Campus Safety requesting the issuance of a replacement key. The Director of Campus Safety will determine if the key charge is applicable based on the facts of the individual case.
If a key is broken or damaged, the remnants will be returned to Campus Safety. If the key is broken off in the lock, it must be reported to Campus Safety and the Department Head without delay. A new key will be issued after the damage is verified. An e-mail request form will be completed for the replacement of the damaged/broken key. There is no charge for the replacement of damaged or broken keys.
KEY POLICY VIOLATIONS
The following acts are examples of violations of the key policy:
- Loaning keys
- Transfer of keys without authorization
- Unauthorized duplication of keys
- Altering keys, locks or mechanisms
- Damaging, tampering or vandalizing any university lock or hardware
- Propping open secure doors
- Admitting unauthorized person(s) into the building
- Failure to return a key when requested by Campus Safety, the issuing department, or upon leaving the employment of the university.
- Failure to report missing key(s) or keycard (s)
Persons in violation of this policy may be issued a university citation, have university disciplinary action taken and/or assessed damage and replacement costs.
