Key Control Policy

  1. Introduction
    As part of Medaille College’s focus on maintaining a secure environment for its personnel while maintaining secure campus buildings, the following document serves as the campus' Key Control Policy. This policy outlines the control, use and possession of keys issued to College personnel for use in College facilities.
    These procedures are implemented by the Public Safety and Facilities Departments, working under the direction of the Vice President for Business and Finance.
  2. General Policy Provisions
    This Key Control Policy is designed to provide both security and access to Campus facilities by campus personnel. Keys issued to campus personnel are the property of Medaille College. As such, unauthorized fabrication, duplication, possession or use of keys to Medaille facilities is prohibited.
    All personnel issued Medaille College keys must safeguard those keys at all times. If a key is lost or stolen, Public Safety must be notified immediately so the appropriate security issues can be addressed. In addition, an official Incident Report will be filed.
  3. Definitions
    Key Request Form – the College form that is required to be filled out and submitted to Public Safety in order to make and issue a key. A copy of this form is available here.
    Requesting Party – the individual who is in need of the building and/or door key.
    Designated Departmental Key Requestor – the person(s) within each department who has been designated by that Department Vice President to request keys. A copy of this list is included within this policy.
    Authorizing Vice President – the Vice President of the Department/Division from which the key request is being submitted.
    Requested Key(s) – keys covered by this policy include building and office/door keys only. Keys for desks, file cabinets, display cases and other similar items are not covered by this policy – they should be requested by submitted a work order directly to the Facilities department.
  4. Key Requests and Issuance Procedures
    Keys may be requested for all full-time and part-time personnel for the duration of their employment at the College. The following procedure should be followed when requesting a key:

    1. Obtain and complete the Key Request Form. A copy of the form is attached to this policy. Additionally, a copy can be found here.
    2. Return the Key Request Form to the Designated Department Key Requestor who will finalize form and obtain the Authorizing Vice President signature.
    3. The Designated Department Key Requestor shall send the completed form to Public Safety.
    4. Upon receipt of the Key request Form, Public Safety will make the Requested Key and prepare to issue the key. Please allow up to five (5) working days to complete the key request.
    5. When the Requested Key has been made, Public Safety will contact the Key Requestor that their key(s) is ready. Key Requestors will be required to pick up their key and sign an acknowledgement form at the Public Safety Office, located at 2 Agassiz Circle.
    6. Keys not picked up within 2 weeks of the notification date will be destroyed and the paperwork, with original signatures, will be required to be resubmitted.
    7. All keys are required to be returned to Public Safety prior to an individual’s departure from the College or reassignment within the college. Upon reassignment to another department, no new keys will be issued until the previous keys issued have been returned to Public Safety.


  5. General Key and Building Security
    1. Key holders shall not loan out their keys to anyone.
    2. Key holders are responsible for their keys during the full length of their employment at Medaille College.
    3. Key holders shall not unlock buildings or rooms for other person unless the other person has permission to access said areas.
    4. For student-workers or graduate assistants who have been issued keys, student records and registration may be held pending the return of any issued keys at the end of the semester.
    5. In the event of lost or stolen keys, please notify Public Safety immediately at 880-2911.
    6. If you have questions about the Key Control Policy or need additional information please contact Public Safety at 880-2911.


  6. Master and Sub Master Keys

    1. All requests for Master or Sub- Master Keys will be reviewed by Public Safety and Operations who will collectively determine if the key request will be approved.
    2. Approval is based upon the requestor’s need for immediate accessibility to those areas of the campus. In an attempt to make the campus more secure it is Medaille’s policy to limit the number of Master and Sub-Master Keys distributed.
    3. A major component of the Medaille Key Control Plan is the assessment and examination of each College Department, Office and Division, their current key distribution and evaluation of existing needs. This appraisal will be the basis of a systematic re-keying of all Medaille College campuses.
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