Purpose: The campus key policy establishes a key issue system for the campus as well as the necessary procedures and records for maintaining that system.
Background: The vast majority of doors are locked with keys from the Best Key Company. Public Safety has been given the task of administering the key issue program. Facility Management is responsible for the maintenance of the key system, which entails repair and replacement of locks and keys. Public Safety and Facility Management have created a database of all keys and to whom they are assigned.
Administration: The Public Safety Office is the only location where keys are to be issued, returned, and signed for. This does not impact the key issue and return process conducted by Residence Life.
Keys will be issued to those individuals that have a continuing and demonstrated need to have access to a room or facility,.
The issuance of a key must be approved by the person having control of the facility. Keys for an individual office will be controlled by the individual assigned to the office. Department facility keys will be controlled by the Departmental Chair, Dean, or the administrator who has control of the facility.
A key request will not be filled unless it is requested by the Departmental Chair, Dean, or the administrator.
Lost keys must be immediately reported to the Public Safety Office, and, at that time, it will be determined after consulting the Director of Public Safety and Facility Management if a core change is necessary. If so, Facility Management will make the core change and new key(s). If there is a core change, a cost of $100 (subject to adjustment and/or change) per core will be charged and invoiced to the department/student responsible for losing the key.
Policy:
Key Issue Guidelines:
Keys are issued Monday through Friday 8:30 a.m. to 4:30 p.m. at the Public Safety Office unless other arrangements have been made in advance.
For security and control purposes the following will be adhered to for the issuance of keys.
Deans, Chairs-Building Master with approval only. A key protection plan must be in place. No building master key is permitted to leave the campus
Full-time Faculty and Staff - Office key and classroom key only.
Requesting a key:
Keys may be requested by filling out the form on MYSV, Public Safety Key Request/Lock Change form. The following information must be provided.
The location of building/room needing entrance to.
The key number/letter if known.
The purpose for which the key is needed.
Identifying who the key will be issued to.
If the key is in stock, it can be obtained immediately from the Public Safety Office. If the requested key is not in stock, a work order is placed with the Facility Management Office for key(s) to be made.
Public Safety will notify the requesting party that the key(s) are ready and can be picked up at the Public Safety Office. The Public Safety Office is not responsible for the delivery of keys. All keys must be picked up in person.
When a key is picked up, an entry will be made into the key database or through the signing of a key registration card. Any issuance of a key will require information entered in the key database.
Key Holders Responsibilities: All faculty, students, and staff are responsible for maintaining building security. Any faculty, student or staff who has been issued a key is responsible for all keys issued to them. All keys issued are the property of Saint Vincent College and can be revoked at any time. The holder of keys to any Saint Vincent Facility assumes responsibility for the safekeeping of the key and its use. It is understood that the key is only to be used by the holder and they will not make it available to anyone else.
Duplication and Transfer of Keys:
Direct key transfers from one person to another are strictly prohibited.
Duplication of any Saint Vincent key by an outside key vendor is strictly prohibited.
Any student, faculty, or staff found in possession of an unauthorized key, transfer key or loans or duplicates any issued key, will be subject to appropriate disciplinary action.
Key Return:
When the key(s) are no longer needed by the key holder or upon termination of employment all keys must be returned to the Public Safety Office.
Employees transferring from one location to another within the College/Seminary are required to return their current keys for that area. Issuance of new keys may be delayed until current keys are returned.
Department Heads, Chairs, Deans must make sure the individual returns all keys to Public Safety.
When the keys are returned, they will be entered into the key database system.
If the keys are not returned in a timely manner, the department responsible will be notified, and cores will be changed. Costs related to the changing of the core will be invoiced to the department responsible.
Lost or Stolen Key(s):
All lost or stolen Saint Vincent Keys must be reported to Public Safety as soon as possible. Every attempt should be made to locate the keys.
Lock Cores will be changed as soon as possible, and the department responsible, student or individual will be invoiced accordingly.
Keys for Contractors:
Short-term contractors to the campus will not be issued permanent keys to Saint Vincent. Keys will be made available for daily check-out from the Facility Management Office.
The vendor/contractor must leave a driver’s license or other form of identification before a key or access card is issued for the day. Upon return of the key and access card, the identification will be returned.
In the event a vendor needs after-hours access to a part of the campus, arrangements will be made for Public Safety to meet the vendor and grant access.
Keys to Residence Hall Rooms:
Each student living in campus housing is issued appropriate keys for their room.
Residence Life oversees the issuing and collecting of residence hall keys.
Students who lose a key are responsible for the current cost of a core change. As of July 1, 2025, this cost is $100. Changes to the core cost are subject to adjustment and/or change. Public Safety will update this policy when an increase or change in cost is made.
Any keys lost by students will be reported to Student Affairs. Student Affairs will notify Public Safety a core change is needed.
Audit Process
Public Safety shall maintain records of keys issued to all employees in the BEST Key System.
Public Safety shall periodically perform inventories of keys issued. Keys found missing at that time will be subject to charges for core changes and the making of new keys.
