Policy on Keys and Keycards

Policy Category: Executive

Effective Date: 07/26/2023

Responsible Officer: Director of Facilities

History: Wentworth’s Key Authorization Policy

Responsible Office: Facilities

Location: Link

Purpose:

This policy is intended to provide guidance as to how all keys and keycards to university buildings will be issued, monitored, and maintained.

Scope/Applicability:

All employees, students, and vendors

Legal:

N/A

Policy:

The security of the university’s buildings and rooms is essential for the protection of our community and community members. In furtherance of this goal, only authorized persons may be given access to keys or keycards that permit entry into university buildings. Additionally, all keys and keycards issued remain the property of the university and cannot be produced, duplicated, or obtained from any other source other than from the Physical Plant Department, Wentworth Police Department and Housing & Residential Education.

Definitions:

N/A

Procedure(s):

Assignment, Control, and Responsibility

The Physical Plant Department and Wentworth Police Department will issue keys/cards to faculty and staff.

Those who do not work for the university but have well defined and on-going needs to access university facilities may be granted key/card access.

Keys/cards are owned by the university and cannot be produced, duplicated, or obtained from any other source other than from the Physical Plant Department Wentworth Police Department and Housing & Residential Education.

The Physical Plant Department is responsible for installing, maintaining, servicing, replacing, and updating all locks used to secure College owned and leased facilities.

Individual vice presidents, associate vice presidents, deans, directors and department heads are responsible for determining which employees are issued keys and initiating lock changes.

Work Orders must be submitted prior to any key replacement.

The Physical Plant Department shall establish and implement procedures necessary for the management of physical keys, and individual departments are responsible for ensuring these procedures are followed.

Keys/cards cannot be transferred.

Access to academic spaces must be authorized by each department head, dean, or designee.

Lost or stolen key/cards must be immediately reported to the appropriate supervisor/university official and the Wentworth Police Department (WPD)

Each department is responsible for the total cost of lock changes and new keys/cards to secure areas compromised by lost or stolen keys/cards.

Residence Halls

Keys, locks, and card readers are maintained by the Physical Plant Department.

Residential students receive their keys from Housing & Residential Education.

Lost or stolen keys or cards must be immediately reported to Wentworth Police Department and Housing & Residential Education.

Students must carry their key(s) and key card at all times.

Students are responsible for properly checking in and out, including picking up and returning their key(s).

Students who lose their key(s) will be charged a replacement fee per key. Failure to return key(s) will result in lock core replacement charges.

Students may not lend their key(s) or key card.

Key Return

Employees must return their keys to the Physical Plant Department

Students must return their keys to Housing & Residential Education when they no longer occupy their assigned space (i.e., upon move-out).

Enforcement

Unauthorized locking devices are prohibited on campus. Modifying, removing or attempting to defeat or disable any security or safety device by unauthorized personnel is not permitted.

Individuals who violate this policy may be subject to disciplinary actions and sanctions, up to and including termination of employment or suspension/expulsion from the university.

Additional Information & Related Documents:

Interpretation & Revision:

Any questions of interpretation regarding this policy shall be referred to the Director of Facilities and/or the Wentworth Police Department. They will be the final authority regarding the interpretation of this policy.

This policy shall be reviewed every three years, however minor changes and updates can be made at any time.

Wentworth will typically apply the policy in place at the time it receives a report concerning the respected policy.

Additionally, in instances where two or more policies are implicated, a case-by-case determination will be made to determine what policy will be used.

Review and Revision History:

This policy was drafted by representatives from Facilities, Student Affairs, and Human Resources. It was reviewed by Cabinet and approved by the President on 07/26/2023.

This Policy replaces Wentworth’s Key Authorization Policy.