Key Control Policy

Key Issuance and Approval Process

• Requests for all exterior and interior door keys shall be submitted to Campus Safety. Requests shall be made using the approved Key Request Form (below).
• Keys shall only be issued for areas directly related to an individual's responsibilities.
• Requests outside of an individual's assigned department or area will not be approved.

Key Holder Responsibilities

• All faculty, staff, and contractual employees issued keys must sign for and properly safeguard those keys.
• Lost, stolen, or damaged keys must be reported immediately to Campus Safety.
• Keys remain the property of Converse University and must be returned upon request.

Lost Keys, Lock Changes, and Associated Fees

• The Director of Campus Safety or Designee shall be the sole authority authorized to approve lock changes and the issuance of replacement keys.
• There will be no charge for the replacement of a broken key that is returned.
• If a key is lost, the individual to whom the key was issued will be assessed:
  • $75 lost key fee
  • $50 lock replacement fee
  • $50 for each additional door or lock affected
• Residence Hall Keys
  • Students will be assessed a $75 fee for lost residence hall room keys.
  • If re-coring is required, the total charge will be $150.
  • These provisions also apply to camps, renters, contractors, vendors, and other individuals issued University keys.

Door Opening Requests and Charges

• Requests for door openings will be granted only to individuals who hold authorized physical keys or access card credentials, as applicable. For student residential access requests, key and/or card credentials will be verified.

• After one (1) door opening request within a rolling twelve-month period, a charge of $25 per occurrence will be assessed for students. For faculty, staff,after three (3) door opening requests within a rolling twelve-month period, a charge of $25 per occurrence will be assessed.
• All fees and charges assessed under this policy are the responsibility of the individual to whom the key was issued or who requested the door opening service and may not be transferred to a departmental budget or University account.

Fee Collection, Appeals, and Waivers

• Unless otherwise specified, payment of fees or charges assessed under this policy is due within thirty (30) days of notification. Notification will generally be provided within forty-eight (48) hours of the incident through University email or another official University communication method.
• For faculty and staff, unpaid balances remaining as of June 30 may be subject to payroll deduction from the first paycheck of the new fiscal year or from the final paycheck upon separation of employment, to the extent permitted by law and University policy. Reasonable notice will be provided where practicable.
• Individuals may appeal a fee or charge assessed under this policy by submitting a written appeal through the University's designated Door Unlock Fine Appeal Formwithin ten

(10) business days of notification. Submission of an appeal does not guarantee reduction or waiver of the fee. Appeals will be reviewed on a case-by-case basis by the Director of Campus Safety or Designee, whose decision shall be final.

• The University reserves the right to waive, reduce, or modify fees or charges due to extenuating circumstances, administrative error, safety considerations, or other circumstances deemed appropriate by the Director of Campus Safety or Designee.

Residence Hall Keys

• The Director of Residence Life shall be responsible for issuing and collecting residence hall room keys.
• Director of Residence Life shall also coordinate replacement key and lock requests with the Director of Campus Safety or Designee. Students will be assessed a $75 fee for lost residence hall room keys. If re-coring of a lock is required, the total charge will be $150. These provisions also apply to camps, renters, contractors, vendors, and other individuals issued University keys.

Building Access and After-Hours Procedures

• All exterior doors shall be secured and opened by Campus Safety personnel at designated times.
• University faculty and staff not issued keys must notify Campus Safety when entering secured facilities outside normal operating hours.
• Faculty and staff who have been issued keys must notify Campus Safety when entering and exiting secured facilities after hours.
• Personnel entering secured facilities after hours are responsible for ensuring facilities are properly secured upon departure.