Policies and Procedures for Keys and Electronic Access
To request keys:
- The person needing keys (keyholder) should contact the Access Coordinator of the department which is assigned the space for which keys are needed and request the key(s). To obtain the name of the Access Coordinator for a department, contact the department leader or email firstname.lastname@example.org.
- The Access Coordinator must complete an electronic key request through SimpleK.
- With the request completed in its entirety, the Locksmith will cut the keys requested. Allow 3-5 days for this process to occur, submitting a request in advance of needing access to the space.
- Once the key is ready for pickup the keyholder will receive an email from the Access Control Office (with the Access Coordinator copied on the email) letting them know that keys are ready for pickup.
- Keys must be picked up by the keyholder from the Access Control Office at General Services Building, and a signature must be obtained upon issuance. A valid State ID, US or foreign passport, or University ID card must be presented at the time of issuance.
To request electronic access:
- For all locks included in the Miner Locks system, contact the Access Coordinator of the department which is assigned the space for which access is needed and request that access be granted.
- To obtain the name of the access coordinator associated with the room to which access is being requested, email email@example.com with your request.
- Once the request is received and entered into the system, the S&T ID card is immediately active.
Interior doors, exterior doors (not including building master keys), and electronic access (includes electronic building master access): approval is only required by the department's access coordinator associated with the room assignment.
Building master keys and great grand master keys: approval is required by the Director, Design, Construction and Space Management or the Assistant Vice Chancellor, Facilities Services.
Departments wishing to retain checkout keys will be required to issue keys through the S&T Access Control Office's Key Management Software and must follow all procedures associated with key issuance delegation. Departments interested in delegated key management should contact the Access Control Office to receive training and required permissions.
It is the responsibility of the key holder to return all keys to the S&T Access Control Office upon the key holder's:
- Transfer to another department
- Termination of employment
- Change of job assignment that makes it unnecessary for the key holder to have certain keys
- Graduation or ceasing to enroll in classes at S&T
All keys must be accounted for and returned. Department chairs or directors will be notified of key shortages upon return of keys to the S&T Access Control Office. Keys should be returned by the keyholder to the S&T Access Control Office and should not be returned to the keyholder’s supervisor.
Upon ending employment with the university and as soon as the S&T Access Control Office is notified of the termination date, employees having physical keys will be contacted by the S&T Access Control Office to request that keys be returned. If keys are not returned prior to the final day of employment, the department of employment will be charged a $250 lost key fee per key. This fee may be refunded upon return of keys.
Upon graduation or ceasing to enroll in classes, students having physical keys will be contacted by the S&T Access Control Office to request that keys be returned. If keys are not returned within 5 days of graduation or no course enrollment, a $250 lost key fee per key will be charged to the department which approved the key issuance. This fee may be refunded upon return of keys.
Access for Miner Card IDs will be disabled upon:
- Violation of this policy;
- Ending employment with the university;
- Graduation or ceasing to enroll in classes;
The loss or theft of any key should be reported immediately to the key holder's supervisor, S&T Access Control Office, and the University Police Department. Replacement of lost, misplaced or stolen keys will be made in accordance with procedures for original issue. The dean, director, Director of Design & Construction Management, or Director of Facilities Operations will determine re-keying of locks or space at the individual’s or department's expense. For employees, the department of employment will be charged a $250 lost key fee per key. For students, a $250 lost key fee per key will be charged to the department which approved the key issuance. This fee may be refunded upon return of keys.
If the lost key was issued to a contractor, a lost key fee will be assessed to the contractor. This fee will be calculated as the cost to re-core any locks(s) controlled by the lost key plus the cost to cut and re-issue any control and/or master key(s) for the core(s) being changed.
Lost Miner Card ID
The loss or theft of any Miner Card ID should be reported immediately to the individual’s supervisor and the Miner Card ID Office. Lost Miner Card IDs will be automatically inactive within 40 minutes of reporting the card as lost to the Miner Card ID office. If the Miner Card ID has been granted access to a high security area, the lost card should be reported to the S&T Access Control Office immediately after it has been reported to the Miner Card ID Office.
Electronic access event log requests should be made to the S&T Access Control Office or to an access coordinator that has privileges to all doors needed in the event log. Logs may be requested by departments for events occurring on doors for spaces that the requesting department is assigned and require department head approval. Logs for events occurring on doors for spaces the requesting department has not been assigned require approval by the department head of the department to which the space is assigned.
If a user has lost their key or ID card outside of normal business hours, University Police will provide after-hour emergency access for faculty and staff members who need immediate entry to their assigned workspaces. This space is limited to university assigned offices and scheduled classrooms and shall not include communal areas, laboratories, athletic areas, libraries or other areas. Faculty and staff should first contact their building/department key coordinator, department chair or dean during normal work hours.
After-hours calls should be directed to University Police at 573-341-4300.
For areas requiring high security, electronic access control must be used in lieu of keys. For such areas, Missouri S&T IDs will be the sole method for accessing the area, and keys issuance will be allowed for emergency use only. Use of university key on an electronically controlled door will result in a forced entry alarm. Personnel will be sent to the location to investigate the issue. If it is determined that a key was used to operate the door without cause, the keyholder’s department will be charged $50 for the door forced investigation.
Key issuance will be limited for doors which are equipped with electronic access, and the MinerCard ID will be the primary method for unlocking these doors. For doors equipped with electronic access, one key will be issued to each of the following:
- The campus department to which the space is assigned;
- University Police;
- Facilities Services
All keys are issued by the Missouri S&T Access Control Office and shall remain the property of Missouri S&T. Access devices are for the individual's use for the purpose of conducting university business and should not be loaned to others at any time.
Violations of this policy may result in the loss of privileges. Employees determined to have violated this may be subject to disciplinary action up to and including termination of employment. Violations of this policy include, but are not limited to, the following:
- loaning or transferring an access device to another individual;
- obtaining and issuing an access device without authorization;
- damaging, tampering, vandalizing, altering or modifying University access devices, hardware, locks, or other access mechanisms; This includes the installation of any locking devices or hardware (both electronic and mechanical). Unauthorized devices and hardware will be removed by Facilities Operations and the department or individual responsible for the room will be charged for all costs incurred.
- propping doors open to avoid the use of access devices;
- admitting unauthorized person(s) into the building;
- failing to return an access device when requested by the S&T Access Control Office, University Police, the issuing department, or upon leaving the employment of the University;
- failing to report missing access devices;
- failing to comply with the request and approval provisions set forth in this policy;
- attempting or having any access device duplicated by anyone other than the S&T Access Control Office or Miner Card ID Office. University Police have the authority to confiscate any duplicated access devices;
The re-issuance of keys or access privileges may be permitted after the policy violation has been reviewed by the Assistant Director of Design & Construction Management, Locksmith, and Access Controls Specialist.