Access Services

Issuance & Control

Mission Statement

Physical Security Services' mission is to provide our campus customers with prompt professional service including design, installation, and repairs, to our manual security systems. We want to meet our customers' needs by providing the degree of security desired consistent with established University policies and procedures.


Key Issuance & Control

All University keys are to be safe-guarded against loss or theft, and are not to be copied or modified other than by University Key shop. Each key is uniquely labeled to identify the key holder and may not be exchanged with another person.

All key requests must be submitted on line using the University key request system. Please allow a minimum of five working days to process your key request.

Keys may be picked up by the individual keyholder at Access Services, located 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 e-mail notification of availability. Unclaimed keys will be returned to the Keyshop and the department will be billed a $25.00 service fee.

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.

The Facilities Security Director’s office must approve all requests for a master or restricted key and for Undergraduate students, and keys issued to non-university personnel. A written explanation of the need for the key must be noted on the key request form. Requests for lost or stolen key replacements, use also 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. Once all required documentation is provided.

A fine of $50.00 for the first lost key and $25.00 for each additional lost key signed out to an individual must be paid at Access Services prior to obtaining a replacement key(s). The department cannot 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

Contractors and/or outside service personnel working on campus will sign out keys on a daily basis with preapproval from the department with 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 is open for contractor key issuance and returns from 7:30am - 8:30am Monday – Friday (excluding University Holidays). Contractors that do NOT return keys by the due dates or lose University keys may be denied further key sign out privileges or be fined, at the option of the key shop.

All contracts entered into with contractors will specify that any re-keying costs incurred due to lost or stolen keys will be the responsibility of the contracted agency.


Return of Keys

All keys for University facilities that are no longer explicitly needed for departmental operations are to be returned to Access Services. Departments that authorized the keys will be charged a $50.00 fine for the first key and a $25.00 fine for each additional key issued to an individual, if they keys are lost or not returned.

All employees who are terminating employment must return all keys. An employee termination checklist will need to be signed by the department, and Access Services. Employees will not be issued their final paycheck until this form is completed and turned into Human Resources Records Office.

Employees will not be issued their final paycheck until this form is completed and turned into Human Resources.

Graduate and undergraduate students must return any University keys issued to them before leaving. Failure to return keys will result in a hold placed on the student's transcript.


Restricted Locks

Restricted locks not keyed under the building master may be established for sensitive areas. All restricted key installation must be approved by Facilities Security Director’s Office, and justification of the need for the restriction must be provided. 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 will result in re-coring or removal of the restricted lock.


Master Key Rings

Some employees are issued master keys rings if they are required for the performance of their assigned duties. Assigned individual key rings are the responsibility of each employee, keys are to maintain in a secured manner of the university issued key ring, when in the possession of the employee during their assigned working hours. Individual keys s may not be removed from the rings and the rings may not be altered by anyone, other than 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.

Please be aware that the loss of a master key ring is a serious matter and will result in disciplinary action, including termination of employment.


The online key request system can be accessed here. If your department is not currently set up to use the new request system, please request access by sending an email to Access Services.