Key & Swipe Card Requests

Forms
Key Request Form - PDF [1]  /  WORD [2]
Key Transfer/Return Form - PDF [3]  /  WORD [4]
Lost/Stolen Key Report Form - PDF [5]  /  WORD [6]
Request for Lock Change Form - PDF [7]  /  WORD [8]
Swipe/Proxy Card Access Request Form - PDF [9]  /  WORD [10]
Swipe/Proxy Card Access Request Form - Cairins - PDF [11]  /  WORD [12]

What to know about Keys and Locks

• All keys are the property of Brock University and are not to be copied
• There are three types of key systems - Corbin, Medeco & Yale
• All keys have a key number embossed on the front of the key
• All keys have issue numbers embossed on the front of the key in the upper left hand corner.

When ordering your keys be aware of what they open

• Change key – all doors have individual change keys
• Sub-master - multiple doors in a specified area within a department
• Department masters – all doors within a department operated by this key

Issue numbers
All keys have issue numbers embossed on the front of the key in the upper left hand corner. When a key leaves Facilities Management, the owner of the specified key is put in a database with the persons name, key number, location and issue number. The Key Holder signs the Key Issue Authorization Agreement and is responsible for that specific key while employed at Brock University. Therefore, no one should exchange keys with another employee without going through the proper channels of returning that key to the Administrative Assistant for proper documentation (Key Return Form).

Keying of a Department

• All rooms associated with a department are keyed to a Department Master.
• Consider rooms to key alike i.e. lounges, mailrooms, photocopy rooms.
• Labs, for security reasons, should be keyed on their own and not associated with offices. Several labs can be placed on one sub-master, for the departments use, and still have individual keys for each lab. Therefore, when you distribute a key, the individual only has access to the one lab and not any other lab or office.
• Swipe Card access or use of a Key Pad maybe taken into consideration for high use areas. (See below for further information).
• Departments sharing space ie. lounges, photocopy rooms can be keyed on their own thus keeping each department’s keying integrity intact.

Department Key Cabinets
Many departments have rooms with multiple uses and users. Key cabinets are used to store departmental keys that are distributed and returned in short periods of time. The departments themselves are responsible for the distribution and return of these keys to their key cabinets for future use. Users could be: Teacher Assistant’s, Visiting Faculty/Staff, and Students.

Key Pads
Key pads are recommended for high use areas where security is not an issue. Numbers on the key pad can be changed at the owners discretion. This is less expensive compared to a Swipe Card Unit, but has less security.

Key Returns Form  PDF [1]  /  WORD [2]
All keys must be returned with completed Key Return Form to Campus Security or Facilities Management before it can be re-issued. No keys should be placed in inter-office mail. Exchanges should not take place outside of this Policy as the person in the Key Database will be held responsible for the key. Departments should have a supply of Key Return Forms or they can be filled out at Campus Security.

Key Transfers Form PDF [13]  /  WORD [4]
Keys may be transferred from one employee to another with the authorization of the appropriate Administrator of the individual department, (Directors, Deans, Chairs, Managers and Supervisors). Notification of transfer of keys must be made to Facilities Management by using the Key Transfer/Key Return Form for proper documentation of ownership of keys.

Broken/Bent Keys
Broken or bent keys requiring replacement must be returned to Campus Security with completed Key Request Form. The key will be re-cut using the same issue number for identification. If the original key did not have an issue number embossed on the key an issue number will be assigned to the new key. No exceptions. Keys that break or bend within the first 30 days of issue will be re-cut at no charge. The Administrative Assistant will be contacted when the key is ready to be picked-up from Campus Security.

Lost/Stolen Keys Report Form  PDF [5]  /  WORD [6]
This report will detail the circumstances surrounding the loss, and suggest permanent measures to restore security.

Lock Changes Request Form PDF [14]  /  WORD [8]
Lock changes can take place for several reasons. All requests for lock changes must be made and approved by the Chair, Director or equivalent. Costs associated with the lock changes are the responsibility of the individual department. Reasons for a lock change may be:

• Security issue if a room is broken into or an employees leaves without returning his/her key(s)
• Lost key(s), deciding whether the loss of security is acceptable, or whether all or some of the locks involved must be changed
• Departmental room/building moves
• Revised departmental requirements

Locksmith Charges [15]

Estimate Comparison for Keys, Key Pad or Swipe Card Unit [16]

What to Know about Swipe Cards (All swipe cards are the property of Brock University.)

Swipe Card Access Request Form  PDF [9]  /  WORD [10]
Swipe card entry is recommended as the best security system to be placed on doors that have a high traffic flow. Labs in particular as the contents of the room usually are of great value and the work is confidential or dangerous. Also, the swipe card system keeps a record of when a particular person enters the room. Swipe card holders can be easily added or deleted from the system. Initial cost is expensive, but the overall costs are worthwhile when you consider the cost of lock changes and the number of keys that would have to be replaced if keys are lost or stolen.

All swipe card access must have master key access incorporated into the installation and be supported by Facilities Management or Communication Services. This is a mandate from Health and Safety. No independent swipe card programs are allowed to be operated at Brock University.

Swipe Card Access for Brock University
We are committed to serving the needs of the University by providing reasonable access to the University facilities and services. Faculty and staff will be given accessibility to the appropriate building cluster only, example, building that they occupy or have a reason to be in (i.e., office, lab, or classroom). If requesting access to an arbitrary building you will be asked to provide a reason for the request. Requests will then have to be authorized by the main occupants of the building. Access from one secured area to another with internal locked corridors will not be given for the convenience of walking from the parking lot. This internal access requires keys and is not subject to card swipe access.

Exterior Doors
Facilities Management is responsible for the activation and deactivation of Swipe Cards for all exterior doors and internal building access (i.e., stairways, hallways etc.). Individual departments are responsible and control the swipe card access in their own areas.
The exterior door card swipe system, Identicard, will be activated during the hours that the administrative and academic buildings are closed for the evening or holidays. Otherwise the doors will be opened daily as usual. The swipe card system will be managed just like the key ordering system. Each Faculty, Division or Department must appoint a designated authority who will be responsible for authorizing all card swipe requests. The information can then be sent to Facilities Management electronically or by mail and we will proceed with the activation. There is no charge for the activation of a card.

Swipe Card
The Brock University Employee Identification Card is the Swipe Card. If a staff member is in need of a new card, please refer them to the One Card Office located in Market Hall in the Thistle Complex Courtyard. There is a charge for a replacement card. Also, please remember that when a person replaces his/her card or when an employee leaves Brock University, Facilities Management must be informed so that the record can be updated or removed. The loss of the I.D. Card must be reported immediately to Facilities Management so that the record can be deactivated. Swipe card information and forms can be found on the Facilities Management Website www.brocku.ca/facilitiesmgmt [17] - Services – Keys and Swipe Cards.

The Swipe Card Access form makes it convenient for short-term users as well. If a person only needs access for several days, weeks or months you can add a deactivation date at the same time you register a person. A students' activation date is typically Sept. 1, with the card deactivated on April 30.

Swipe Card for Students
All requests for students should include a deactivation date. All students with access to labs must have a signed statement that they have completed the appropriate level of safety course(s) before access through card swipe to the buildings is granted or keys for the individual labs are issued. These forms are to be kept within the individual departments’ files. Once this form is completed Facilities Management will understand that all appropriate documentation has been received and approved. If experiments involve hazardous materials they must have a partner in with them – working alone in such labs is prohibited. Please refer to the end of this document for information on working alone. 

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