SCSU Risk Management is responsible for establishing and reviewing appropriate protocols for approving and permitting access to SCSU facilities including:
- Reviewing key requests
- Developing and maintaining the key and access approval processes
- Issuing keys and access permissions
- Overseeing the maintenance of records for all university key/access card systems.
Public Safety will support the key process by:
- Facilitating the background checks process as it relates to key and access requests
- Providing key distribution support
- Assisting with the maintenance and upkeep of appropriate records.
Risk Management, in collaboration with Public Safety and Facilities Management, will maintain oversight of all lock systems including hard key and electronic card access within all University owned or leased spaces, including academic, research, athletic, administrative, and student life areas with the following exception:
Daily operations and provision for access to residence hall spaces shall be facilitated by the Department of Residential Life and be subject to the approved policies of the Division of Student Affairs.
Access to Residential Life areas for individuals outside of Residential Life will be managed through the key and access approval process in coordination with Residential Life leadership.
All key/access requests, including for all employees (excluding residential life), faculty, staff, students, contractors, and vendors, must be initiated using the online Key or Access Card Request process (see Supporting URLs).
Approval for access to the University’s facilities is determined and assigned based on the distinct needs and requirements of the University and the user and in compliance with the University’s safety, risk and security interests.
Key/card holders may only use the provided physical key or electronic card swipe access in their official University or contracted capacity and for the purpose and timeframe for which they are authorized.
All approved access requests will provide the minimum needed access to the specific location to accomplish the necessary operationally required activity.
When electronic access is available, a restricted keyway will be used, and a physical key will not be provided to users.
Work to duplicate keys shall be performed only by SCSU locksmiths or under the immediate direction/instruction of the SCSU locksmith. SCSU reserves the right to impose financial charges to offset the costs of replacing keys, re-keying, replacement of locks, or other work or repairs required due to loss, theft, failure to return, misuse, abuse, or policy and procedure violations. These charges may be assessed to the key/card holder, their associated company, department or school as determined appropriate.
Physical keys must be promptly returned by the individual to the Public Safety Center at the termination of the relationship or contract, or when requested by an authorized representative of SCSU.
Key/Card holders and/or supervisors (or designee), may be called upon to assist with periodic key audits to verify and update key control records. Audit findings may result in the initiation of key/card return procedures, or in some cases, sanctions or disciplinary procedures.
All physical keys and electronic access cards remain the property of SCSU and must be protected against loss, theft, and misuse. This includes:
- Granting access to others without authorization
- Propping doors open
- Unauthorized duplication of keys
- Purposefully leave spaces unlocked
- Transferring or passing keys to others outside of the established process
Individuals who give or loan keys to others are subject to appropriate administrative action. Individuals who duplicate keys may be subject to loss of key and/or electronic card access privileges and appropriate administrative action.
Violations of this policy may result in disciplinary and/or appropriate administrative actions up to and including loss of key and/or electronic card access privileges or termination for employees. Violations by students are managed through the Student Code of Community Standards process (see Supporting URLs). Students who fail to return university issued keys/cards may be charged for replacement or re-keying with the charges applied to the student’s account.