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ID Cards (Access Control), Keys and Locks

Introduction

As an Institution of Higher Learning there is a need to balance the accessibility and use of facilities with the need to provide a safe and secure campus. The Campus Safety and Security, Access Control Department aims to provide access through the use of both mechanical (locks and keys) as well as electronic access control systems in order to maintain the appropriate level of security. It is our goal to reduce the amount of master and sub-master keys that are issued as much as possible and utilize electronic access as an alternative method of entry.

Proprietary Statement

All locks, keys, electronic access cards (ID cards) and systems are the sole property of Cedarville University. The university reserves the right to change locks, keys and access levels as needed. No one may place a lock on any university facility, interior or exterior, without the permission of the Campus Safety and Security, Access Control Department. All keys and access control cards (ID cards) must be returned to the university upon termination of employment or enrollment as a student.

Key Issuance

Faculty and Staff:

  • May be issued keys and electronic access to university facilities based upon the need and subject to approval from the appropriate Vice President, Department Chairman, or Director/Manager.
  • Requests must be submitted by using the maintenance work order system (found under “Services” on the Campus Homepage) and forwarding it to the “key office”. All requests are subject to final approval from the Campus Safety and Security, Access Control Department.
  • Faculty/staff who are issued keys as part of their job requirements should keep them in a secure location.
  • Non-university personnel, vendors and contractors will not be issued keys on a permanent basis. They may be authorized to sign keys out from the Campus Safety and Security Department on a daily basis as necessary.

Students:

  • All on-campus students residing in a residential facility are issued a key to access their unit and/or room at the beginning of the academic school year for the fall semester or for those starting in the spring semester.
  • Keys for certain campus facilities issued to students for employment reasons, participation in certain organizations or other possible legitimate purposes must be authorized by the responsible faculty member or Department Head.
  • The authorizing party and key user both share responsibility for the issuance, use and return of these keys.
  • It is not the practice of the University to issue master level keys to students unless they are using the keys as part of their employment or other legitimate purpose and returning them after each use.

Lost or Stolen Keys:

  • All lost or stolen keys must be promptly reported to the Department of Campus Safety and Security, Access Control Department.
  • Requests to replace lost or stolen keys must be made by using the maintenance work order system (found under “Services” on the Campus Homepage) and forwarding it to the “key office”.
  • Information must be reported on the facts surrounding the loss; in particular, the location of the loss, whether or not there were any Cedarville University identifiers attached to the key, and the area the key accessed.
  • Based on the factors involved the Campus Safety and Security, Access Control Department will make a decision to replace the key or require the lock changed.
  • All costs incurred such as labor and parts for re-keying will be assumed by the department where the employee is currently working or was working in. Individual departments may request reimbursement from these employees. In the case of students, charges will be made against their student account.
  • Contractors/vendors who lose assigned keys will be financially accountable for the costs of keys and any lock changes required.

Charges for lost or stolen keys are as follows:

1. Lost , late, non-returned residence hall key $ 50.00
2. Stolen residence hall key $ 50.00
3. Lost, late, non-returned administrative key $ 50.00
4. Stolen administrative key $ 50.00

Note: Additional charges may be added for lock replacement. These costs may vary based on the number of offices/areas affected by the loss. Key fines are non-refundable.

Return of Keys:

  • Upon termination of a relationship with the university, employees and students must return their key(s) to the Campus Safety and Security, Access Control Department.
  • Keys should not be transferred from a departing employee to a new employee by the department where they were working.
  • Students must not transfer their room keys to another student moving into their room without returning it first to the Campus Safety and Security, Access Control Department for reassignment.
  • All room switches must be authorized only through permission of your Resident Director and Associate Dean of Resident Life.

Electronic Access / ID Cards:

  • All faculty, staff and students will be issued an ID card by the Campus Safety and Security Department that has electronic (proximity) access capability.
  • The card will also serve as your official form of identification at the university.
  • Depending on the building or resident hall you may be working or residing in, the card can be programmed for accessibility as necessary.
  • The card can also be programmed for use for tracking meal plan charges in the University Cafeteria and Hive, in addition to recording student attendance at the Daily Chapel services.
  • Decisions regarding access to the different campus buildings are decided in cooperation with the Campus Safety and Security, Access Control Department and the requesting parties.
  • Cedarville University reserves the right to change access levels and deny access to facilities based upon security issues.
  • Upon termination of a relationship with the university, employees and students must return their ID’s to the Campus Safety and Security, Access Control Department.

Loaning Keys and/or ID Access Control Cards:

  • Faculty, staff and students may not loan or transfer assigned keys or access control ID cards.
  • Anyone found in the possession of another’s keys or card are subject to having the items confiscated by the Department of Campus Safety and Security, Access Control Department.

For additional questions, please contact the Department Campus Safety and Security at ext. 7992 or contact the Access Control (“Key Office”) at ext. 7888.


Updated: December 2016