KEY AND KEY CARD PROCEDURES FOR STUDENTS
In connection with the re-keying of campus buildings for security reasons and in an effort to streamline the key and key card procedures, we have made available a Key Request Form which is to be completed by the student. This form will have to be approved by the Dean or Department Chairperson agreeing that the student 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. A turnaround time of about 2 days is needed to cut the key or prepare a key 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.
FACULTY AND STAFF KEY & KEY CARD REQUEST PROCEDURES
Following the recommendations of the University insurer and in the interest of improved security on the campus, the University is implementing a new procedure to obtain keys. Over time the current key systems will be replaced by a unique high security Medeco system administered by the Buildings & Grounds Department.
Effective immediately, all key requests must be submitted through the Buildings & Grounds Work Order Program https://intranet.ubishops.ca/, including the following information:
- Location of the lock in question (building and door number).
- The request must be submitted by the Dean or Department Head or the person designated in writing to make key requests for the Dean or Department Head.
- Full name of the person to whom the key will be issued.
- In the case of a temporary or short term request, include the duration that the key will be required.
- The reason for the request.
A turnaround time of about 2 days is needed to cut the key or prepare a key card. The key will be available for pick-up at the B&G 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). In the case of a broken or defective key, such key must be returned to Buildings and Grounds office when the replacement key is picked-up.
Keys must be returned to the Buildings & Grounds office when no longer needed.
The person assigned to an office will be the only one to receive a key for that location – no duplicate keys will be made.
We are hopeful that this protocol will be adhered to and that keys will be returned to Buildings & Grounds promptly.
Should you lose your keys please report it to Security and the Buildings & Grounds Department and the lock will be changed as required.
