CSU Key Access Control Policy

The Chicago State University Police Department is responsible for the installation of locks and the issuance of keys.  All issued keys are the property of Chicago State University.  As such, they are subject to recall at anytime.  The Chief of Police may deny access to any individual that has proven he/she is to be untrustworthy in their relationship, as it relates to the security of the Chicago State University Campus.

Authorization of keys

The president, provost, vice presidents, deans and department heads are the designated individuals who can authorize access to buildings, offices etc.

How to request keys

To order keys a request must be submitted by the department head, fiscal officer or department secretary. A request form (banner journal form) can be obtained on-line under the police link.  Once form has been obtained fill in your organization which is your department, and your department account number.  Leave the amount blank. Fill in the key recipient, building for which key(s) is needed, room number, the number of keys wanted and if you know the key number fill in that information also.  Before submitting the form a department head signature is required and a contact person name and phone number.  The completed form is to be faxed to 3681 or mailed to Vernor Bolden in the O & M building, room 213.

The key process

Upon receipt of a key request form (banner journal form) the key administrator will review the request and obtain the necessary key(s).  When keys are ready for pick up the contact person will be notified. Keys must be picked up and signed for by the individual that the keys were ordered, and a picture ID is required.  Under normal circumstances keys will be ready for pick up between 3 to 5 business days.  The Banner Journal form can be obtained on line; go through A-Z then to the police link after that go to key request form it is in adobe PDF format.

Great Grand Master, Grand Master and Sub-Master Keys what’s the process in obtaining one of these?

In obtaining one of the Master keys the Chief of Police will decide if a Grand Master, Master or Sub-Master Key should be obtained by the requester. After his decision has been made if it is favorable a Master key request form has to be completed and signed by the department head, fiscal officer, vice president or division head; a memo stating why this individual(s) needs access into this or these areas; this form should also be accompanied with a key request form (banner journal form) to complete the process in obtaining the master key requested.

When can keys be picked up?

Keys may be picked up at the Chicago State University Police Department located in the O & M Building in room 213 Monday through Friday between the hours of 9:00 a.m. and 4:30 p.m.  If you are picking up keys after regular business hours or during the weekend please contact the key administrator so they can be available for pick up from the front desk dispatcher in the Police Department.

Who is held responsible for the key(s)?

The person who signs for the key(s) are the one’s responsible for them.  Parties are held liable for them if they are lost and/or for them being returned upon separation from the university.  In a case where the secretary signs for keys for her/his department head both parties will be held responsible for the key(s).

Who key(s) will not be issued to

Students will not be issued key(s) without authorization from the president of the university. Extra help workers, adjunct lecturers, and specials without benefits will not be issued keys, in an circumstance any of the above mentioned needs excess into the building and/or office the supervisor/department head  has to request the key(s) and  will be the person held responsible for the key(s).

Requesting keys out of your department’s jurisdiction

The key request form (banner journal) has to be approved and signed by the fiscal officer, department head or manager etc. of the said area or jurisdiction before submitting the request to the key administrator.  This person will be contacted upon receipt of the request before the key request is filled.

Key and Lock Fees

Key.............................................................................................$ 10.00 per key

Lost keys....................................................................................$ 25.00 per key

Replacement key (bent or broken)...................................................No Charge

Changes for all existing system locks...............................................$125.00

Changes for restricted special locks.................................................$ 250.00

New lock changes 2 keys are issued if more are needed...................10.00 per key

Lockouts/False alarms....................................................................5.00 per request

Desk computer lock kit ...................................................................$ 30.00 per lock kit

Pad lock........................................................................................$ 7.00 per lock

All fees are effective as of March 13, 2007 any prior said fees are dissolved and not withstanding.  Increased fees are due to the higher cost of parts and labor.

Lockouts

The client requesting a police/security officer to open a locked door is required to pay a $5.00 lock out fee. Payments are required to be made prior to the service being rendered.  If monies are not available at the time of the lockout a waiver will be given for a total of 7 business days.  If the fee is not paid during the time allotted on the fee waiver the department will be held responsible for the payment, and fees will be deducted from the corresponding account.  Payment can be made at the Cashier’s Office during regular business hours.  All lock out calls is to be directed to the CSU police dispatcher at 2111.

Desk Computer Lock kits/Pad Locks

Desk computer lock kits and pad locks are to be purchased from the CSU police administrator using the same procedure as purchasing key(s).  The banner journal form is to be sent to the key administrator with all required information when the lock kit/pad lock is ready for pick up you will be notified.  All lock kits can be installed by the CSU locksmith if this service is needed please indicate that information on your journal banner form.

Lost or Stolen keys

Lost or stolen keys must be reported to the Police Department immediately.  Fees due to lost or missing keys are required to be paid in full before new keys will be issued.  A receipt showing this transaction has taken place will be required upon obtaining your new keys. Payment for lost keys is the responsibility of the person who signed for them and not the university. Monies cannot be withdrawn from the departments account for lost or stolen keys.  Payment can be made at the Cashier’s Office located in the Cook Administration Building, Room 211 Monday, Tuesday, Wednesday; Friday 8:30 a.m. until 5:00 p.m. and Thursday 8:30 a.m. until 7:00 p.m.

Breaking the Law

Keys are not to be transferred between employees or supervisors.  When employees do not need the key(s) or has terminated employment all keys must be turned into the key administrator as soon as possible.  If employment is terminated and an employee fails to return his/her keys their final paycheck will not be released from payroll/direct deposit until the requirements are met.

Employees changing departments or offices are to turn in their old keys to the key administrator before new keys will be issued.  This procedure also pertains to departments/offices moving to new locations.

Key(s) are not to be copied or duplicated under any circumstances.

There are exceptions to the rules

When a department has an employee resign or transfer to another office or department the keys that they are responsible for, from the old department have to be turned into the CSU key administrator, before new keys can be released for the new office or department and if the old department hires a new employee in the same position the department will not be charged for the release of keys to the new employee because the department has already been charged previously for the same key(s).

You still have questions?

Contact Vernor Bolden Key Administrator Monday through Friday between the hours of 9:00 a.m. and 4:30 p.m. at extension 12880.