The SUNY Polytechnic Institute University Police Department, in coordination with Facilities, provides access to campus buildings through a combination of card readers and mechanical locks. This policy outlines key issuance requirements and security measures that must be followed.
General Policy
Responsibilities
The Chief of University Police, in consultation with the Director of Facilities and the Vice President for Administration, must approve any new lock or key system or any modification to an existing lock or key system.
Key System Maintenance
The Chief of University Police, in conjunction with the Director of Facilities, is responsible for the issuance, retrieval and control of keys, as well as the maintenance of necessary supporting records.
Issuance of Keys
Interior Keys (Individual Offices)
Standard Issue: Any faculty or staff member assigned an official workstation may request the appropriate interior door keys with approval from their supervisor.
Exception: Individuals assigned on a temporary basis to a designated work area, such as student assistants, may request the appropriate interior door keys with approval from the appropriate supervisor. The supervisor is responsible for ensuring that the keys are returned.
Exterior Door Access
Exterior door keys are not issued as a standard form of building access.
Faculty: SUNY Poly ID cards will be activated for access to the exterior door of the building in which the faculty member's office is located. SUNY Poly ID cards may be activated for entrance to other buildings with approval from the appropriate supervisor and endorsement from the Chief of University Police or Vice President for Administration.
Staff: With approval from the appropriate supervisor and endorsement from the Chief of University Police, SUNY Poly ID cards may be activated for exterior door access to the building in which a staff member's office is located when the employee is expected to work outside normal building hours.
Keys for other exterior doors may be issued when there is a valid need and with approval from the appropriate supervisor and endorsement from the Chief of University Police or Vice President for Administration.
Master Keys
Standard Issue: Vice presidents may request a master key with approval from the President and endorsement from the Chief of University Police.
Exception: A faculty or staff member whose responsibilities require access to all or nearly all rooms within a building may request a building master key with approval from their supervisor and endorsements from the Chief of University Police and the Vice President for Administration.
Residential Keys
The Chief Housing Officer, in conjunction with the Director of Facilities and Chief of University Police, is responsible for the issuance, retrieval and control of residential keys, as well as the maintenance of necessary supporting records.
Key Request Procedure
Complete the Key Request Form (PDF) and submit it to the University Police Department.
Approved keys may be obtained from the University Police Office. Upon termination of employment with SUNY Poly, all issued keys must be returned to the University Police Office.
