Before requesting a key, please familiarize yourself with the Academic Key Policy and Procedure below. Then, complete the online Key Request Form.
College of Saint Benedict
Academic Key Policy and Procedure
Revised February 1, 2000
Campus Security concerns of both people and property are important issues for the College. Both employee and student security and personal safety concerns can be addressed, at least in part, by controlling access to college buildings. The effectiveness of the lock and key policy is dependent upon the campus community assuming personal responsibility with compliance to the procedures. The following procedures must be adhered to so that a safe, secure environment can be maintained for all employees and students. The lock and key policy applies to both traditional keys and electronic card access keys. Electronic card access keys are authorized and controlled by the Department of Security and Department of Resident Life.
- The Facility Maintenance Manager, in coordination with the Director or Security, is responsible for maintaining the integrity of the CSB lock and key policy. The Facility Maintenance Department is responsible for the administration of the Best Lock and Key System to control all of the CSB buildings. Only the CSB locksmith is authorized to duplicate CSB keys.
- Department Chairs, in coordination with the Department of Security, are responsible for authorizing staff department electronic card key access. The Department Chair or designee is responsible for informing Security in a timely manner of any changes in staff access authorizations.
- Keys will be issued only to individual employees. Academic keys will not be issued to students. All College employees are eligible to hold interior building keys for areas that they need access to on a daily basis to perform their job responsibilities. Individuals are responsible for maintaining daily security of their individual keys access areas. Note: Master keys and sub master keys cannot leave campus. They must be secured on campus in department key trap box/lockbox system. Only a single operating change key may be placed on a personal key ring and carried off campus. All request for permanently issued keys will be processed on the Facility Maintenance key request form and issued only upon signature acceptance of key responsibility designated on the key receipt agreement.
Department Chairs, in coordination with the Locksmith, are responsible for authorizing staff department key assignments. Chairs may establish for employees who need occasional access to areas, a departmental lockbox system for temporary key sign in/out procedures. The Best Lockbox System allows for on campus storage of single through sub-master key level rings for authorized mutli-user purposes. A semester key inventory and maintenance of the Best Lockbox System are the responsibility of the Department Chair or designee. The written result of the semester key inventory is to be forwarded to the Locksmith. In addition, the Locksmith may periodically and randomly conduct an audit and inventory of keys for each department.
When an employee leaves the college or transfers departments within the college, he or she must go through a key turn-in procedure with the Human Resource Department. All keys that an individual has been issued during the term of employment and is responsible for, in accordance with the Locksmith's records, must be turned into Human Resources. If the employee fails to return a key, the area that the key controlled will be considered for re-key, and the employee may incur the cost for the re-key at the following fees:
- $25.00 initial cost to re-key a lock (per core, includes 2 operating keys)
- $15.00 per additional lock (examples: desk drawers, file cabinets, p.o box)
- $2.00 per replacement key
- When an employee leaves the college, the Human Resource Department will notify the Department of Security of the last date of employment for electronic card access privilege deletions. When an employee transfers departments within the college, the chairpersons or designees of the leaving and receiving departments are responsible for notifying the Department of Security of electronic privilege additions and/or deletions.
- The College of Saint Benedict is committed to the safety and welfare of the people and property of the College. Individuals must assume the responsibility to immediately report lost/missing keys to Facility Maintenance and the Department of Security. The timely reporting of lost/missing keys allows for contingency measures to be put in place until recovery of the key or the implimentation of the process for re-key. Each lost/missing key situation will be reviewed for cost assessment to the responsible party(s) up to the level of any applicable college insurance deductible. Individuals must immediately report a lost or stolen electronic key card to the Department of Security so that privileges may be deleted and a new card issued. Failure to immediately report a lost/stolen electronic key card will be reviewed for cost assessment to the responsible party(s) up to the loss of electronic card key access privileges. The College reserves the right to assess fees to the employee's personal college billing account for the cost of re-key up to the expense of any applicable college insurance deductible.
Each Chair is responsible for any employee disciplinary actions due to a lost key and is to assess a Department budget for all re-key costs not charged to an individual or covered by insurance.
- Exterior building access keys are restricted and authorized only by the Director of Security.
- When exterior building doors are locked, access will be provided by the Department of Security. Individuals are to contact the Department of Security (extension x5000) just prior to the service request. Individuals will be required to show a CSB Employee ID to the security officer prior to granted access.
- Keys other than residence hall keys will not be issued to students. Supervisors present at the time students are working may allow students to operate their departmental lockbox system. Any time that students work unsupervised, supervisors may process an authorized work study name list to the Department of Security for student access to their work areas. Students will be required to show a CSB Student ID to the security officer prior to access being granted. Student authorized access forms are available at the Department of Security Office (location: Mary Commons Complex).
Note: Employees and students who remain inside buildings after the official building lock time are requested to call the Department of Security (extension x5000) and notify them of their presence in the building and the time of their departure.
- Only campus security officers are authorized to unlock personal offices or restricted areas. Custodial Maintenance and General/Technical Maintenance employees are not authorized to unlock offices for faculty or staff.