Access Card and Key Procedure

Access Card and Key Procedure

Access Card and Key(s) Request Procedure for STUDENTS

For security reasons and in an effort to streamline the Access Card and Key procedure, we have made available a new Request Form:

All requests must be submitted by completing the fillable PDF form:

Access Card and Key Request PDF form for STUDENTS

Handwritten forms will not be accepted. When filling out the form, be sure to fill all fields appropriately. Forms with an empty field will be denied.

The form will have to be approved by the Dean or Department Chairperson agreeing that the person named on the form has permission to access the locations listed. The form can then be taken to the Buildings & Grounds Office along with the $20 refundable key deposit, which will be collected from the student at that time by the Buildings & Grounds Administrative Assistant. Please note that only cash will be accepted. Request forms without a deposit will be put on hold until a deposit is received. A turnaround time of 24 working hours is needed to cut the key(s) or prepare an access card. Once the key is prepared, the student will be required to pick it up at the Buildings & Grounds Office during regular working hours. Keys will only be given out to the key recipient, therefore, only the key recipient may pick-up and sign for their key(s).

Keys must be returned to the Buildings & Grounds office at the end of the term as stated on the authorized form. The $20 will be returned to the student when the key is returned to the Buildings & Grounds Office. Should the student not return the key by the end of the term, the $20 key deposit will be forfeited. In addition, if the key is lost necessitating a change to the lock, the student will assume the cost of this new lock. This cost will be charged to the student account.

Should you lose your keys please report it to Security and the Buildings & Grounds Department and the lock will be changed as required.

Access Card and Key(s) Request Procedure for FACULTY and STAFF

In the interest of improved security on the campus, the University implemented a new procedure to obtain access cards and keys.

All requests must be submitted by completing the fillable PDF form:

Access Card and Key request PDF form for FACULTY, CONTRACT FACULTY, TUTORS AND STAFF

Handwritten forms will not be accepted. When filling out the form, be sure to fill all fields appropriately. Forms with an empty field will be denied. Requests will no longer be accepted by the work order system. Completed forms can be submitted by internal mail or in person.

In order for the recipient to receive their access card and keys, all indicated fields within the PDF form must be properly completed and include all necessary information (ie: Name, Username ID, Building, Room, Access Schedule, etc.). The new PDF form is easy to fill electronically. We recommend that you use Adobe Reader to fill it.

The Access Card and Key request form must then be signed-off by the Dean of the recipient’s respective department or Director of the department and submitted to the Administrative Assistant at the Buildings and Grounds office.

A turnaround time of 24 working hours is required to cut the key(s) or prepare an access card. They will be available for pick-up at the Buildings and Grounds office during regular working hours. Key(s) / access cards will only be given out to the intended recipient, therefore, only the key recipient may pick-up and sign for their key(s) / access card. In the case of a broken or defective key, such key must be returned to Buildings and Grounds office when you come to pick- up the replacement key / access card.

Key(s) / access card must be returned to the Buildings & Grounds office in the event that the faculty / staff leaves Bishop’s (or Champlain) or changes offices or department.

The person assigned to an office will be the only one to receive a key for that location – no duplicate keys will be made.

Should you lose your key(s) / access card please report it immediately to Security and to Buildings & Grounds and the lock will be changed as required.

Thank you in advance for you collaboration.