- Copying and modification university keys is forbidden, except by the university Key Shop. Each key is uniquely labeled to identify the keyholder and may not be exchanged with another person.
- A valid CWRU ID card is required to obtain a key. A driver's license is not acceptable. A CWRU ID Number, issued by Access Services with the ID card, must be included on all key requests. Any variation from this policy must be pre-approved by the Facilities Security Director‘s office prior to picking up the key.
- Key requests must be submitted online using the university key request system. Please allow a minimum of five working days to process a key request.
- Keys may be picked up by the keyholder at Access Services, in the basement of Crawford Hall. university personnel housed in the Health Science Complex need to pick up their keys at the Security Desk in the BRB. Keys will be held for pickup for a maximum of 45 days after email notification of availability. Unclaimed keys will be returned to the Key Shop and the department will be billed a $25 service fee.
- The Facilities Security Director’s office must approve requests for a master or restricted key for Undergraduate students, and for keys issued to non-university personnel. A written explanation of the need for the key must be noted on the key request form. Requests to replace lost or stolen keys must follow the same procedure. Additionally, a police report must accompany the request in the case of stolen and lost keys. Please allow a minimum of five working days to process your key request.
- A fine of $50 for the first lost key and $25 for each additional lost key signed out to one individual must be paid at Access Services before obtaining a replacement key. The department may not cover the lost key fine.
- All lost and/or stolen keys must be reported to the issuing department’s administrator and the Facilities Security Director’s Office as soon as possible.
- Contractors and/or outside service personnel working on campus may sign out keys on a daily basis. They need preapproval from the department and an authorized signature from the university Key Shop with pre-approval from the Facilities Services Department, or the Facilities Security Director’s Office.
- The Key Shop (not Access Services) is open for contractor key issuance and returns from 7:30 a.m. to 8:30 a.m., Monday through Friday (excluding university holidays). Contractors who do NOT return keys by the due dates or lose university keys may be denied further key privileges or be fined, at the option of the Key Shop.
- Re-keying costs because of lost or stolen keys by contractors will be paid by the contracted agency.
Keys Must be Returned
Unneeded keys should be returned to Access Services. Departments that authorized the keys will be charged a $75 fine for the first key and a $25 fine for each additional key not returned.
Employees who are leaving must return all keys. An employee termination checklist must be signed by the department the person is leaving and by Access Services. Former employees will receive their final paycheck after the form is completed and given to Human Resources. Any keys signed out to the employee (regardless of timeframe) must be returned or fees paid before the form is signed.
Graduate and undergraduate students must return university keys before leaving. Failure to return keys will hold up the student's transcript.
Sensitive areas may have restricted locks, which means they can’t be opened by the building’s master key. Justification for the restriction must be provided to and approved by the Facilities Security Director’s Office. All non-university locks installed without approval are subject to immediate removal and replacement with standard university locks at the expense of the department. Excessive issuance of restricted keys may result in changing or removing the restricted lock.
Master Key Rings
Some employees receive master key rings so they can perform their job. Individual keys must remain on the rings and the rings may not be altered by anyone but the university Key Shop. The issuing department is responsible for the security of master key rings when they are not in the employee’s possession.