The purpose of the Key Control Policy is to protect the property and privacy of Williams College, and of individuals assigned to use College facilities, by limiting access to such facilities to assigned individuals and to their Supervisors. Recognition has been given to the fact that Facilities has responsibility for the maintenance of all spaces, including all building systems, and as such, may have a need for access to certain spaces occupied by others. Facilities also has the responsibility to effectively manage and control distribution of keys on campus. Williams College maintains a high security patented keyway for safety and security purposes.
This policy applies to all Williams College employees, visiting faculty, students, and contractors working for the College. It applies to all facilities owned, leased, or otherwise occupied by Williams College.
Keys to College spaces; e.g. offices, lecture halls, classrooms, housing, storage spaces, mechanical spaces, high voltage spaces, etc., will be issued to College employees with the approval of the appropriate Department Head, Dean, or Director. Each key issued to College employees, contractors, or students shall be documented by the Facilities Lock Shop. No key shall be transferred from one person to another without being returned to the Lock Shop for appropriate re-issue. Each key will be stamped with a unique code and issued by code to a specific individual. The employee to whom keys will be issued must pick up and sign for them at the Facilities Building located at 60 Latham St.
All keys referred to in this policy are the property of Williams College and are not to be duplicated by anyone other than the Lock Shop. Duplication of a key, or the possession of an unauthorized duplicate, may result in appropriate disciplinary action.
Upon termination of employment and/or student status, all keys must be returned immediately to Facilities. Failure to return keys upon termination/separation may result in holding the employee and/or student responsible for the cost to re-key a room, office or building (s) if they do not return their key(s) prior to leaving the College. Failure to return issued key(s) will result in a minimum of a $100 fee per key.
Forms and Procedures
All key requests are to be submitted through the Facilities website. Requests are to be submitted by either a Department Head or Administrative Assistant through the Facilities work request site @ http://facilitiesworkrequest.williams.edu/
For lost keys see below
The policy and its enforcement are the responsibility of Facilities and are implemented through the Lock Shop with consideration from Campus Safety and Security. All College Faculty, Staff, and Administrators shall ensure that keys are not issued to individuals which would provide access to areas other than those to which the person issued the key would ROUTINELY need access. The Lock Shop shall have the responsibility to ensure that key requests and all appropriate authorizations have been obtained prior to issuing keys. The Lock Shop shall implement and maintain appropriate procedures to ensure that all keys issued are accounted for, and securely deposited in a lock box or Keywatcher unit when not in use.
Lost or Stolen Keys
Lost or stolen keys must be reported to the Williams College Lock Shop within 24 hours of the discovery of the loss or theft. A replacement key may be issued at cost to an individual without requiring an incident report through Campus Safety and Security, or a core/key change, if the key allows access to a personal office space, residential space, or commercial space, and it does not affect any shared spaces.
Any key or keys that affect more than yourself, or additional spaces, must be reported to the Lock Shop and will require an incident report through Campus Safety and Security.
Student lost key(s) will automatically result in a core/key change if the lost key is not presented to Facilities within the 24 hour time limit.
Based on the factors involved, the Lock Shop, with consideration from Campus Safety and Security, will make a decision whether to replace the key(s) or require a core(s) change. All costs incurred, including labor and materials for re-keying, shall be assumed by the individual, company, or department of the employee who has lost the key(s).
Report lost key(s) Here: Lost Key Reporting Form
Examples/Estimates of costs incurred for lost keys:
$100 charge for one change key and core
$350 charge for one change key and four cores
$5,000 charge for one master key, 6 change keys, and 20 cores
$10,000 charge for one master key, 20 change keys, and 60 cores
$50,000 charge for one master, 200 change keys, and 300 cores