Keys and Card Access Administration
September 2008
Permission must be given either orally or (preferably) in written form through hard copy or e-mail to the Keys and Card Access Office in Owens 209, msumkeys@mnstate.edu when key or card access is to be granted to Faculty, Staff, Students, or Vendors. Class lists signed by the Instructor and approved by the Chair will also be accepted. Call 477-2925 with any questions.
Who gives permission for:
- Faculty – The departmental Chair, or Dean (or designee, ex. Secretary) must request the key(s) that are to be administered and/or card access allowed into rooms, and/or through the outside door of buildings. The due date for keys and/or access expiration date should be indicated to personnel in the Key and Card Access Office within the Facilities and Administration Office.
- Staff – The departmental Chair or Supervisor (or their designee, ex. Secretary) must request keys for departmental staff. If the staff does not work with a Departmental Chair or Secretary, key orders will be accepted from the following persons:
- University President
- Vice Presidents
- Biosciences or Chemistry Department Chairpersons—for labs
- Radiation Safety Officer—for Biosciences & Chemistry Biohazard Labs
- Students -- Faculty and Staff should submit their requests to the department Secretary or Chair, who will forward the requests to the Key and Card Access Office. We will also accept class lists from instructors, and/or Authorization Slips for the Biosciences Labs, if signed by the instructor.
- Vendors or Contractors – All keys or card access issued to Vendors or Contractors will be cleared through the Director of the Physical Plant, Chief Engineer of the Heating Plant or the VP for Facilities and Administration. Key authorizations for residence halls shall be cleared through the Director, Associate Director or Facilities Supervisor. Keys for the Comstock Union, or Kise Commons’ Food Service provider shall be cleared by each Director.
Keys are issued for the shortest amount of time, as deemed necessary by the departmental Chair/Manager or secretary. Standard due dates are used by the Keys and Card Access Office, for all keys issued by semester. Authorized card access is usually set for the same established dates.
NOTE: For the safety of all persons and the security of our facilities, access will be as limited as possible, even if the holder must carry a few more keys, rather than a sub-master or master key. Therefore, requests should be made of room numbers and exterior door locations, NOT what another person might be carrying, as access privileges may vary.
All keys will be recorded, by the Key Office, in the Best System. Before the key is taken from the Key Office, a key agreement must be signed and dated by the recipient. The person who signs this agreement is responsible for the keys that are listed. This key agreement will include the due date for returning keys (if there is a due date). All keys returned to the key office must be recorded immediately in this Best System as "returned", so that records are completely accurate. Key agreements must be signed by the individual receiving the key(s) at the time of receipt in the Key Office in Owens 209. No key agreements will be delivered to department secretaries/student workers, unless there are VERY extenuating circumstances.
There will be a $25 charge per person for lost, stolen, damaged or late keys. This charge may be applied to an individual student account, or may be paid by cash, check, or credit card. Any charges must be paid before any keys are replaced and presented to that person. The Key Office requests that faculty and staff cooperate with the office concerning the return of keys, when reports go out to departments indicating expiration dates for key returns. This is especially important with regard to keys issued to students, and short-term/adjunct faculty. Revisions of the expiration date will only be accepted from the authorized individual. It would be unfortunate for anyone to be charged the $25.00 late fee, when the late return is due to someone else's error or oversight.
If a key is reported lost or stolen, the Department Chair/Manager or Secretary is to be notified and a decision must be made as to whether or not re-coring of the lock(s) involved will be done. The re-coring charges may become the responsibility of the individual department.
Card Access will be entered into Honeywell or Johnson Controls software systems as authorized. Cards will be initially made for new students and new employees, free of charge. Replacement fee of $20 will be assessed for damaged or lost cards.
NOTE: In order for the Card Access system to work as designed, please use Card Access for doors equipped with this system, not keys. Keys are to be used for individual offices only, and/or where card access has not been installed.
The loss of any access cards MUST be reported to the Key and Card Access Office immediately, in order to quickly disallow unauthorized access.
Notes on Master and/or Submaster Keys
Physical Plant (including GMW's as assigned to individual buildings or complexes), and Security personnel will be allowed master keys, as required. The GMW's keys and card access must be authorized by the Building Services Supervisor. All key rings are to be placed in lock boxes at the end of these personnel’s shifts. Physical Plant employees’ access is authorized by the Physical Plant Director. The Director of Security shall authorize all key and card access for Security staff members and departmental key rings. These shall be left in lock boxes on the University premises after shifts are completed.
Secretaries in academic departments shall be allowed a sub-master key, as authorized and needed for opening individual faculty office doors. These keys are given with the approval of the departmental chair, or Dean.
NOTE: Other access to individual offices within a department or building may only be granted by the office occupant, or their supervisor.