Keying and Electronic Cards

Keying and Electronic Cards

Key Types
 

• Pre-loaner key - key checked out by the user and returned upon an agreed time
• Single key - key that allows one (1) entry
• Pass key - key that allows entry into more than one area (i.e. - office suite and office door)
• E-key - a key card (i.e. RAMCard); electronic key

How to Request a Key

• Complete a key request form; your work request will become one work order and sent to the Lock Shop. All signatures must be provided to proceed. Please remember that missing information on the form may cause a delay in the timely processing of key requests.
• When keys are made they will be issued to the building coordinator or department head. By accepting these keys, the holder is accepting full financial responsibility for any cost that may be incurred due to the loss or theft of these keys. These keys are the property of Winston-Salem State University and these keys must be returned upon request or upon termination of employment or enrollment, or upon transfer to another department or program.

Key Guidance Policy

Issuing Keys
 

• Keys will be issued to the supervisor or building coordinator of the person to whom keys were requested. The Lock Shop is responsible for picking up the requested keys at the Physical Plant building. The building coordinator and department head will be required to sign a form indicating that the keys have been issued. The building coordinator and department head is responsible for asking the employee to sign for any keys issued.
• Additional keys being requested for the same location requires a charge back to the department. Each building is allotted four (2) keys per office,(4) suite, (2) workplace space,(2) assembly space,(2) classrooms, etc.. Once this has been exhausted a $21.00 ($15-key and $11-labor) charge is placed against the department requesting the keys. This is billed automatically. 
• Re-keying doors (new locks) are charged back to the department. New lock costs to the department and labor ($27.50) standard flat rate.
• For additional key requests that cannot fit on the form, use another form labeling it page 2, 3… etc.
• Building keys do not include keys for desks, file cabinets etc. These are the responsibility of the requesting department and must be purchased (check, fund information or cash). Facilities will facilitate this (pick-up and delivery) if requested.
   

Key Holders
 

• Master keys and change keys will be issued to the building coordinator only. The only exception is that keys may be issued to the Vice Chancellor responsible for the particular building.
• Special locking systems and door hardware outside the university standard, (i.e. combination door lock) must be approved by Facilities Operations Manager and is charged to the requesting department. The fund number is required prior to placing the order. Cost for lock and labor to be determined.
• Select Facilities maintenance staff may be issued master keys necessary for the performance of their duties.
• Students must request keys to residence halls and student areas through the hall director and Housing & Residence Life Office.
• Change keys should be issued to faculty and staff by the building coordinator based on continuous need for access to specific rooms within a particular building. Change keys may be issued to students where an area is specifically assigned to a student group.
• Grand master keys will be issued to the Chancellor, Vice Chancellors, Campus Police and limited Facilities staff.
   

Problem, Lost, Stolen, Not Returned Keys
 

• It is very important to retrieve keys from faculty, staff and students when they separate from the University. The building coordinator should insure that keys are retrieved and returned to the Lock Shop.
• Lost keys jeopardize building security systems; therefore, each key holder should use extreme care to maintain keys that are issued to him/her.
• The responsible department head, supervisor or building coordinator shall complete this form to report lost, stolen or keys not returned after reporting this to Campus Police and obtaining a campus police report. LOST, STOLEN, OR KEYS NOT RETURNED MUST BE PROMPTLY REPORTED TO CAMPUS POLICE and a copy of the related campus police report is required to be submitted with this form. If needed a separate key & e-key request must be completed before replacement of keys can be completed.
• The original key holder needs to complete a key return & e-key cancellation form in full and return keys to their Supervisor. The Supervisor of the new key holder needs to complete a key transfer form in full, obtain departmental approval signature per authorized level, and assign key(s) to the new key holder.
• Key return & e-key cancellation: obtain appropriate signature(s) and then hand deliver, do not mail, form with the key(s) to the Lock Shop or arrangements are to be made by the key holder for a locksmith to pick up the keys. If an e-key cancellation, obtain appropriate signature(s), then mail, e-mail/scan, FAX, or hand deliver form to the RAMCard department.
• Problem key(s) must be hand delivered (do not mail) to the Lock Shop or arrangements made by the key holder for a locksmith to pick-up.