Keycard, Key/Fobs, & Lock Outs

1. Keycard, Key/Fobs, & Lock Outs

2. On the front of each keycard will be a label with the student’s name, ID number, room number, fob number and their email. • The person at the front desk should record on the keycard the check-in date, verify the room number, and initial the card as well. At Check-In

3. The right side of the Key Card will be completed during checkout. The staff member should make sure the student reads the keycard before signing and dating the card. After reading this information, the student should sign and date the keycard. Signatures should be legible.

4. By signing the keycard, the student is accepting responsibility for their key and fob agreeing to the following: • They will notify the front desk if their key or fob is lost or stolen • They are agreeing to the Student Lock Out Procedures • They are agreeing to the lock change and fob replacement charge Student Responsibility

5. The back of the keycard is to be used by staff members to record when a Loaner Key Fob Set is checked out. Each of the sections on the back of the keycard should be completed EVERY time a student checks out a Loaner Key Fob Set. Loaner Key Log

6. Loaner Key Fob Sets may only be checked out to students assigned to that specific room. You should always check the student’s ID with the label on the Keycard and check the student’s signature on the back with their signature on the front of the card. Who can Check Out a Room Key

7. Residents are allowed to check out a Loaner Key Fob Set for 30 minutes at a time, and if this timeframe is exceeded, their student account will be charged $50 • If the Loaner Key Fob Set is not returned within 24 hours, a lock change will be ordered and their student account will be charged accordingly. (Charges can be found on the 2010 – 2011 Charge List in the Residence Hall Handbook located on the Housing Webpage) Student Lock Outs

8. Resident lockouts that occur during business hours will require the student to leave their University ID or other item of value (credit or debit cards may not be accepted) at the front desk while their Loaner Key Fob Set is checked out. Staff should secure whatever item of value the resident leaves behind while the Loaner Key Fob Set is checked out. The resident will have 30 minutes to return their Loaner Key Fob Set and reclaim their item of value. Student Lockouts

9. Resident lockouts that occur at night should be handled by the RA on duty. • The RA on duty should: • Meet the resident at the front desk • Check the resident’s photo ID to confirm they are assigned to the room • Remove the Loaner Key Fob Set from the student key box • RA on duty at Futrall or Holcombe will escort resident to room and unlock door with Master Key on RA key ring and follow instructions on next slide (#10) • Complete the Key Sign Out Log (this is a separate paper form located on the student key box) • The RA should then escort the resident to their room and unlock the door

10. If the resident does not have a photo ID with them, the RA on duty should still unlock the room for the student, but should immediately be presented with a photo ID once the room is unlocked. Once the resident is in the room they should show the RA their assigned room key.

11. The RA on Duty should not leave the Loaner Key Fob Set they have used to unlock the room with the resident. Once the process is complete, the RA should return the Loaner Key Fob Set to the key box and complete the return portion of the Key Sign Out Log. The RA at Futrall or Holcombe should return the RA key ring to the retainer box. NOTE: The master key is to be used for non-business hour lock outs ONLY. Using the Master Key for any other reason will result in termination.

12. If a resident needs a Loaner Key Fob Set they must check it out at the front desk during normal business hours. • These are Monday through Friday, 8:00a.m. to 12:00p.m. and 12:30p.m. to 4:30p.m. • Once the time period determined for the situation has expired, the resident must return the Loaner Key Fob Set to the front desk during normal business hours and show the front desk secretary their original room key. Checking Out Loaner Keys

13. These sections include: • Date Loaner Key Fob Set is checked out • Time Loaner Key Fob Set is checked out • Initials of the staff member checking out the Loaner Key Fob Set • Resident signature • Time the Loaner Key Fob Set is returned • Date the Loaner Key Fob Set is returned • Initials of the staff member checking the Loaner Key Fob Set in • Any applicable comments • Inform Coordinator of hall/CRE of excessive key check outs. Sections to be Completed

14. Resident Assistants are required to check out a Loaner Key Fob Set from the hall secretary or the Coordinator and sign the Loaner Key Fob Log located on their keycard when checking out Loaner Key Fob Set. • RAs are subject to the same time limits and late charges as other students. • If a Loaner Key Fob Set to an RA’s room is missing when the secretary does their daily audit, the RA will be charged either a late charge or lock change charge depending on the length of time the Loaner Key Fob Set has been checked out. • RAs are subject to the same late charge and lock change charge amounts as other students. RA Loaner Keys

15. Loaner Key Fob Sets may be checked out to students in emergency situations as determined by the hall’s Coordinator or secretary for a specified amount of time. If neither of these can be reached, the Coordinator for Administrative Services will make the determination of the emergency situation. At night, the Coordinator on Duty will make the determination regarding Loaner Key Fob Sets in emergency situations. Emergency Situations