Date of Issue: August 27, 2009
Bentley University’s key control policy is established for the purpose of promoting a secure campus environment and for maintaining a comprehensive system to efficiently manage the dissemination of keys throughout the campus. Individuals may be authorized to receive keys to conduct their work while limiting access where appropriate so as not to compromise security.
It is necessary to maintain key control to uphold the integrity of office and building security. This policy describes the procedures by which control, dissemination, use, and possession of keys to university facilities will be managed. The University Police Department will gladly assist campus departments with key control and facility access procedures.
NOTE: Access to alarmed areas is strictly limited and is not authorized under any circumstances without the approval of the person who controls that area.
As a general rule, distribution of grand master and building master keys should be highly restricted. Master keys will only be distributed upon the approval of the Vice President responsible for that area.
All requests for master keys will be reviewed by the University Police Department to insure proper security protocols are followed. At no time will a master key be issued whenever the issuance of such a key is determined to compromise the safety and security of the community.
Type of Key Authorization Required
Generally, students should not be issued keys to university buildings
or offices. However, in some case where a student works for a department and access is required, an authorized department head may request a key be issued.
Keys required by contractors or other non-university users to access areas on campus to conduct their work must be authorized by Facilities Management. Key rings will be stored at University Police headquarters for contractors hired by the university to perform work on campus.
The Facilities Management Department will provide University Police with a list of the names of contractors authorized to receive designated key rings. Contractors authorized to receive keys must show photo identification to sign out and return keys at the University Police station. Information as to who is issued keys, when they are signed out and returned will be recorded by University Police.
University keys issued to contractors must be returned at the end of each business day. At no time will a contractor be allowed to keep a key ring overnight. All costs of key recovery or re-keying related to unreturned keys will be the responsibility of the contractor and/or his or her company to which the keys were issued and final payment for services provided will not be made until all issued keys are returned.
LOST OR STOLEN KEYS
NOTE: An incident report will be generated documenting the circumstances
of the loss. Replacement keys will not be issued unless an incident report
NOTE: Lost Key charges will be refunded if keys are found and turned in to
University Police within 30 days of loss.
If the lock-core must be changed for security reasons, actual costs of re-keying will be determined by the Facilities Management Department and the cost may be charged to the department originally authorizing the keys and/or the individual to whom the keys were issued.
A request to have the lock-core changed can be initiated by a Vice President or Department Chair after consultation with Facilities Management locksmith and the University Police Chief.
In the event that access to an otherwise secured area is required, the following procedures should be followed:
Building custodians are responsible for unlocking general classrooms.
High Security Classrooms
Access to high security (alarmed) classrooms is managed by card access. Only those authorized by the person who controls the classroom may be allowed admittance. It is strongly recommended that access authorization be obtained well in advance of the scheduled use of the area.
NOTE: University Police will not allow persons not previously authorized into a
high security classroom without the permission of the person in charge of
Individuals locked out of their own offices should contact the University Police
(ext. 2201) for assistance. An officer will be sent to verify identification and unlock the area in question.
NOTE: University Police will only unlock offices for individuals assigned to that office.Requests by individuals for access into an office not their own will not be honored without the approval of the person who occupies that office. Exceptions may be made based on extenuating circumstances, at the discretion of the University Police supervisor, and upon proper identification of the party requesting access and
documentation as to the reason why access is needed.
Most residential facilities are controlled by card access. Access to student living areas is assigned by the Residential Center and, in most cases, controlled by University Police. Access to student living quarters is restricted. However, access into a student’s room may need to be obtained for maintenance and/or other extenuating circumstances in accordance with the student housing contract.
Generally speaking, access into locked areas on campus must be authorized by the person in control of the area in question. Where a building manager is assigned (e.g., Student Center, LaCava Center), the building manager will be responsible for unlocking areas within the facility under his/her control.
In case of emergencies (e.g. urgent maintenance, fire, etc.), the University Police Department and Facilities Management Department may need to enter a secured campus facility. Once the emergency is addressed, every reasonable effort will be made to contact the individual responsible for the area entered so as to advise him/her of the need to access their facility.
University Police will email each department head or his/her designee once a year to request updated information relative to emergency contact information should University Police need to contact someone in a specific department. Department heads are strongly encouraged to provide the University Police Department with emergency notification information and to regularly update the information on file in the event contact needs to be made during emergencies.
Notification will be made to the department head or other person whose name is on file as an emergency contact for the department when emergency access to an area is required.
With the exception of residence halls, most campus buildings and facilities are accessible to members of the campus community, guests and visitors during normal hours of business and during designated hours on weekends and holidays, depending on the variety of events and activities taking place on campus. Once buildings are secured, persons requiring access to academic or administrative buildings on campus must contact the University Police Department at ext. 2201 to obtain access. An employee’s department head may approve off-hours card access into buildings if it is necessary for the employee’s work responsibilities.
A request for off-hours card access must be made in writing to
Keith Newell, University Police Department.
Under no circumstance will card access be granted whenever that access is determined to compromise the safety and security of the community and/or the university’s facilities.
Facilities Management Access (Off-hours):
Facilities Management staff that are required to access areas on campus during off-hours will be required to check in and out at the University Police station.
University Police will document the arrival and departure times of the staff, the location accessed and the reason access was needed.
The goal of this policy is to encourage all members of the university community to take responsibility for ensuring building security by complying with the key control measures outlined in this policy. Cooperation and compliance with this policy is necessary.