Faculty & Staff Key Requests

Faculty/Staff Key Requests

• All Faculty/Staff requests for keys must be made through the submission of the Faculty/Staff Key Request Form to Access Control Services. Only forms with original signatures will be accepted. Faxed requests will not be accepted.
•  The key request form must be completed in its entirety and include the signature of the Chairperson or Director when requesting suite, room, or file keys, and the signature of the respective President’s Advisory Council Member when requesting campus, building, or multiple suite masters.

Faculty/Staff Key Pickups

• Keys are picked up from the Administrative Services Building, Campus Police Services, located here.
• Employees will be notified when their key(s) are ready for pick-up and the times available to do so.
• Requestors must pick up their own key(s) and will be required to sign for the key(s) after showing a valid photo ID, preferably a College ID.
• Unclaimed keys will be returned to the key inventory within Access Control, and the request will be eliminated if the keys are not picked up within 5 days. A new key request form will be required to restart the process.
• All keys issued become the full responsibility of the individual to whom they have been specifically assigned, including providing for the safekeeping and security of the keys.
• To check on the status of a key request, please contact Access Control at 609.771.3260 or Campus Police Services at 609.771.2345.

Faculty/Staff Lost, Stolen, or Broken Keys

• Lost or stolen door keys shall be reported to the Office of Campus Police Services as soon as the discovery is made in order to ensure that appropriate security measures can be taken. Desk, storage cabinet, and file cabinet keys are not included as security risks.
• Requests for replacing lost or stolen keys must follow the procedure outlined above, and MUST also have the Campus Police incident report on the request.
• To maintain the security of the campus and the integrity of the keying system, all locks operable by the lost or stolen key may need to be replaced by Access Control or an outside vendor. The use of either labor force will be based on the staffing availability and the seriousness of the breach in security on the campus.
• Broken or bent keys shall be handled through a routine work order request, provided that all portions of the key are available. If all portions of a broken key cannot be produced, then it will be treated as a “lost key.”

Faculty/Staff Key Returns

• All keys must be returned to Access Control or Campus Police Services, located here, during hours of operation. This should occur when an employee no longer needs previously assigned keys, transfers to another department within the college, or employment termination.
• Human Resources will notify Access Control when there is a permanent separation of service by an employee. Access Control will contact the employee directly with an inventory of keys currently assigned to the employee that is to be returned on their last day of employment.
• Employees who are transferring offices/departments within the college shall return any keys no longer needed. Keys are not to be transferred to the incoming employee and given to their supervisor. The transfer or loaning of keys from one individual to another is not permitted. Any person caught transferring keys and/or being in receipt of unauthorized keys will be referred to Campus Police for criminal investigation and to Human Resources for appropriate disciplinary action.
• For any employee on an extended suspension, leave without pay or disability, Human Resources will work with the employee’s supervisor to secure the employee’s keys while that person is on suspension or leave. Keys will be returned to the employee when Human Resources authorizes a return to their work unit. As these individuals will not receive an exit interview, Human Resources shall inform the supervisor of his/her responsibility to ensure that the keys are returned. Access Control will issue the supervisor with an inventory of keys that need to be collected. After collection, the supervisor shall return the keys to the Facilities main office as described above. The supervisor shall keep the key return receipt on file.
• For employees who are terminated involuntarily and/or not in good standing, Human Resources shall also inform the supervisor of his/her responsibility to ensure that the keys are collected from the employee and returned. Access Control will issue the supervisor a list of keys that must be collected. After collection, the supervisor shall return the keys to the Facilities main office as described above. The supervisor shall keep the key return receipt on file.

Should you need additional information or have  questions/concerns, please see the Access Control web page at https://accesscontrol.tcnj.edu/  or contact Access Control at lockhelp@tcnj.edu