Brass Keys

WPI Key Policy

At WPI there is a need to balance the accessibility and use of campus facilities with the need to provide a safe and secure environment. The Lockshop in the Department of Facilities maintains the central key control at WPI and provides access through mechanical means to facilitate optimum use of our facilities. Each college community member must share in the responsibility to assure security for all members and property. This policy seeks to address access concerns while maintaining the most appropriate level of security.

All residential facilities will be locked twenty-four hours a day, except when residents are moving in or out of the facility. All other facilities will have door locking schedules that meet the needs of the departments located in those buildings.

Propriety Statement

All locks, keys, electronic access cards and access codes are the sole property of WPI. We reserve the right to change locks, keys, and access codes as needed. No one may place a lock on any WPI facility without the permission of the Director of Facilities Operations or his designee.

Brass Key Issuance

Brass keys are issued by Residential Services to all students who live in a resident hall on campus. Brass keys for access to any other building are issued by the Department of Facilities on an as-needed basis.

Brass Key Requests for WPI Community Members

All brass key access requests from within WPI should be directed to the Lockshop and should be processed through the work order system (please see Accessing SchoolDude). The work order will be considered authorization to the Lockshop to issue keys. Email and telephone requests sent directly to the locksmith for brass keys will not be accepted.

Providing detailed information on the work order and allowing sufficient lead time for key requests will assist the Lockshop in processing your needs. Generally a 48-hour lead time can be expected. Bulk key requests will take more time.

Please note that the weeks just prior to A-Term are particularly busy for key requests. Planning your brass key needs in advance will allow us to respond more quickly to your requests. Lead times for key requests during the beginning of A-Term, however, may extend beyond the typical 48-hours due to workload.

Brass Key Requests for Contractors

All brass key requests from contractors performing work on campus should be directed to the Customer Service Desk at the Facilities Office at 37 Lee Street. Keys must be signed out for routine daily work. These keys must be returned by the end of the workday. They may be deposited in the Key-Drop Box on the side of the Facilities building adjacent to the parking lot at 37 Lee Street. For keys that are needed for longer periods of time, special arrangements may be made with the approval of the Director of Facilities Operations or his designee.

Contractors are asked to refer to the sections on: Issuing Keys, Returning Keys, Lost Keys, Found Keys, and Vandalism and Damage to Locks, for further information regarding keys.

Issuing Keys

Keys that have been issued to staff, students, or faculty, or to contractors for access to any WPI facility may not be loaned or transferred to another individual. If any staff or faculty member leaves WPI, their keys must be returned to Human Resources. Any keys issued to a student who leaves WPI must be returned to the student's department administrator. Contractors who have finished their work or project at WPI must return their keys to the Customer Service Desk at 37 Lee Street. Keys may not be duplicated under any circumstances.

Keys that are issued to departments are the responsibility of that department. It is strongly recommended that the department head or his designee develop a system of accountability so as to ensure that the keys are neither misused nor lost. Departments are responsible for record keeping, distribution, and proper use.

Returning Keys

All WPI keys that have been issued to staff, faculty, or to departments must be returned to Human Resources upon leaving WPI. Students that have received keys from their departments should return those keys to the department heads or their designee. Keys of terminated, transferred, or departing staff or faculty may not be reissued by anyone other than the Lockshop. If a staff member or faculty member leaves WPI, their keys may not be issued to another individual; the keys must be returned to Human Resources.

Lost Keys

Lost keys violate the safety and security of our students and buildings. Any lost or stolen brass keys must be reported immediately to the Customer Service Desk in the Facilities Department at +1-508-831-5500. If the reporting of lost brass keys occurs during off-hours, the loss may be reported to Campus Police at +1-508-831-5433. Students, staff, and faculty will be charged a fee of $50 per key for replacing lost brass keys. If the brass key which was lost was assigned to a department, the department will be charged. Contractors will be charged $100 per brass key for replacing lost keys.

To replace a lost brass key, a Work Order must be created through Department of Facilities' work order system (please see Accessing SchoolDude). Please remember to include the department account number on the work order. Contractors should contact the Customer Service Desk regarding replacing lost keys.

If it is determined that a lock must be re-cored as a result of lost keys, all costs incurred, including labor and materials, shall be assumed by the individual, department, or contractor who lost the keys. The need to re-core will be determined by the Director of Facilities Operations or his designee.

Anyone who is found in possession of another's keys shall have the keys taken from them.

Found Keys

If you find any brass keys that do not belong to your department, please bring them to the WPI Campus Police located in the basement of Founders Hall. 

Lock Changes and Upgrades

Locks may be changed or upgraded as the needs of the college dictate. As part of a preventative maintenance program, the Lockshop routinely replaces worn or obsolete hardware. The Facilities Department or Campus Police may decide to upgrade or change lock hardware as security reasons dictate.

Any re-keying or lock changes initiated by a department head for any other reason will be the financial responsibility of that department.

Vandalism or Damage to Locks

Cost to repair any damage caused to either mechanical locks or card access devices will be the responsibility of the individual causing the damage.

 
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