All Policies › Administration & Operations › Obtaining Access to University Buildings & Spaces
Obtaining Access to University Buildings & Spaces
Responsible Office
Vice President for Strategic Operations & Human Resources
Policy Owner
Vice President for Strategic Operations & Human Resources
Policy Contact
Vice President for Strategic Operations & Human Resources
Issued
2023-08-16
Last Revised
2026-10-01
On this page: Policy Statement · Reason for Policy · Policy Scope · Procedures · Frequently Asked Questions · Forms · Appendices · Additional Contacts · Definitions · Responsibilities · Related Information · History
Policy Statement
All keys and access control devices for North Central University buildings are the property of the university. Any additions or modifications, including upgrades to electronic access control, must comply with university design standards and must be approved by the Vice President for Strategic Operations & Human Resources and the Office of Innovation & Technology.
Circumventing approved controls, sharing keys with an unauthorized individual, and sharing NCU ID cards are prohibited.
Colleges and departments must manage all keys and access control devices held by their employees, including the possession, issuance, and storage of all keys and access control devices.
Individuals must not possess, use, duplicate, change, or modify keys or access control devices without authorization. Individuals must not prop open doors equipped with access control devices. Violators of this policy will be subject to disciplinary action from the university or criminal charges where appropriate.
Students, faculty, and staff must carry their NCU ID card when in university buildings outside of public hours. The NCU ID card must be presented upon request by Campus Safety & Emergency Preparedness personnel or a university employee acting within the scope of their job responsibilities. Anyone in a university building who cannot present a valid NCU ID card outside of public hours may be asked to leave. Refusal to comply could result in arrest and/or trespass from university property. Additional restrictions or requirements may apply to areas with a higher security standard. See the Acquiring and Use of the NCU ID Card policy for more information.
Access Requests
All access requests must originate from the head of the requestor’s college or business unit. Employees cannot submit a request for themselves.
NCU ID Card Issuance
NCU ID cards are issued to all eligible employees in accordance with university policy. Access provided by NCU ID cards will be granted only to persons in alignment with their position, role, and job duties.
Key Issuance
Building and space keys will be issued only to authorized persons in alignment with their position, role, and job duties. The Key Committee reviews and approves all employment-related key requests.
The Office of Student Development oversees assigning, distributing, and monitoring the use of keys for student housing.
Specialized Areas
Individuals allowed access to specialized areas in university buildings must follow established safety guidelines for those areas. Specialized areas include science labs, computer labs, art and theatre production areas, machine shops, studios, practice rooms and rehearsal spaces, and other areas where specialized equipment or materials are kept. Department heads must make sure that rules and safety guidelines are clearly posted in specialized areas of their buildings, or that individuals with access receive information about specific rules or safety protocols before entering these areas. Department heads who are unsure about signage or safety information must contact the Vice President for Strategic Operations & Human Resources for guidance.
Unlocks and Lockouts
Employees must not unlock or provide access to a building or room for another individual unless they know the individual has authorized access.
The Office of Student Development handles student lockout requests for student housing. Campus Safety & Emergency Preparedness handles all other unlock and lockout requests, including, but not limited to, access to exterior doors, offices, academic spaces, administrative spaces, and co-curricular spaces.
Temporary Key Requests
In certain instances, a department may need to request keys on a temporary loan basis. In these instances, only individual room keys will be issued.
The department must complete a key request with a justification for the request and the names of those who may have access to the key. The request must have the appropriate authorization.
Keys will be issued to a full-time university employee or enrolled student, who will be personally responsible for their safekeeping. Temporary key loans last no longer than two weeks.
Failure to return keys by the end of the two-week loan period will result in a departmental re-issue charge of $50 per key for employees and a re-issue charge of $25 per key for students.
Departure and Separation
When an individual departs, the approving department must ensure the return of all keys to Campus Safety & Emergency Preparedness and notify the appropriate offices to end electronic access. The department is responsible for any rekeying charges due to missing keys.
The Office of Human Resources includes in its separation process a form for employees to certify the return of university-owned keys and equipment.
The Office of Student Development oversees and manages the collection of student housing keys.
Reason for Policy
This policy sets minimum access standards to protect the university’s property and assets and to maximize personal safety, and defines door access systems and procedures for university facilities to ensure authorized access.
Proper access controls help the university achieve its educational and employment goals by promoting personal health and safety, controlling and minimizing liability exposure, and helping those involved in granting and gaining access understand their individual responsibilities.
Policy Scope
This policy applies to all students, faculty, staff, vendors, designers, consultants, and contractors accessing university-controlled areas.
Procedures
There are no procedures associated with this policy.
Frequently Asked Questions
Q: How do I get a key or card access to a space?
A: The head of your college or business unit submits the request through the Key Request Form. You cannot request access for yourself. The Key Committee approves employment-related key requests.
Q: Do I need my NCU ID card in buildings after hours?
A: Yes. Students, faculty, and staff must carry their NCU ID card outside public hours and show it when asked. Anyone without a valid card may need to leave.
Q: Can I let someone into a building or room?
A: Only if you know the person already has authorized access. Do not prop open doors with access control devices.
Q: Who do I call if I’m locked out?
A: Students locked out of student housing contact the Office of Student Development. For all other lockouts, contact Campus Safety & Emergency Preparedness at 612.343.4445.
Q: Can my department borrow a key temporarily?
A: Yes, for individual room keys only, for up to two weeks. Late returns cost $50 per key for employees and $25 per key for students.
Q: What happens to my keys when I leave the university?
A: Your department collects all keys and returns them to Campus Safety & Emergency Preparedness. The department pays for any rekeying caused by missing keys.
Q: What should I do if I lose a key or my ID card?
A: Report it to Campus Safety & Emergency Preparedness within 24 hours of discovering the loss or theft.
Forms
Appendices
There are no appendices associated with this policy.
Additional Contacts
| Subject | Contact | Phone | |
|---|---|---|---|
| Primary Contact | Vice President for Strategic Operations & Human Resources | 612.343.4412 | hr@northcentral.edu |
| Security Concerns and Access Control | Campus Safety & Emergency Preparedness | 612.343.4445 | security@northcentral.edu |
| Student Concerns and Requests | Office of Student Development | 612.343.4450 | studlife@northcentral.edu |
| Locksmith Services | Facilities Management | 612.343.4446 |
Definitions
Access Control
Control of entry and exit to an area by any means (mechanical or electronic), divided into four categories:
- Mechanical Key System: Any mechanical device used to operate a mechanically controlled mechanism for entry or exit to a controlled area. These locks typically operate with the building master key.
- Specialized Security Key System: Any specialized security lock or change of keying for special areas that uses a manual, mechanical, or electrical push-button or combination lock with key override, or any individual application using a specialized key core that does not operate with the building master key system.
- Key Storage System: An access control system designed for building access, used by service departments or Campus Safety & Emergency Preparedness personnel.
- Card Access Control System: A computerized card access control system, either administered centrally by Campus Safety & Emergency Preparedness or a stand-alone system administered by a department. An electronic or electro-mechanical device replaces or supplements mechanical key access, and the NCU ID card unlocks doors.
Access Control File
Critical records maintained by the university, including key codes, key copy numbers, the access control database, and departmental access control data.
Department Facility Representative (DFR)
An employee appointed by the dean, director, division head, or department head to be responsible for following and implementing this policy within the department.
Key
Any mechanical device used to operate a mechanically controlled mechanism for entry or exit to a controlled area.
Key Coding
Numerical combinations that control the variety of keys a department uses without compromising access control.
Key/Card Holder
Any university employee, student, volunteer, alumnus, outside supplier, or visitor authorized to possess an access device.
Lockout
Inability to access a space because the key or other access method is not in the requestor’s possession.
NCU ID Card
The official identity authentication card for the university, made up of the physical card and the data and photograph printed on and/or encoded in the card. The NCU ID card authenticates identity and verifies eligibility for discretionary campus services and building access.
Public Hours
Designated hours, varying by facility, when any individual may enter a building without a key or NCU ID card.
Responsibilities
All University Students, Personnel, and Affiliates
- Sign appropriate documentation recording the issuance of access control devices.
- Maintain, secure, and take responsibility for any access control devices issued.
- Report loss or theft of keys and NCU ID cards to Campus Safety & Emergency Preparedness within 24 hours of discovery.
- Return all keys to Campus Safety & Emergency Preparedness upon separation from a department or the university.
Campus Safety & Emergency Preparedness
- Issue NCU ID cards.
- Grant eligible individuals appropriate NCU ID card access to university buildings and spaces.
- Administer the card access system.
- Coordinate any new access control systems or changes to existing systems with the Vice President for Strategic Operations & Human Resources and the Office of Innovation & Technology.
Office of Innovation & Technology
- Approve, with the Vice President for Strategic Operations & Human Resources, all new access control systems and modifications to existing systems.
Deans, Directors, Division Heads, and Department Heads
- Communicate this policy to affected faculty, staff, and students.
- Support programs implementing this policy and provide resources for units to comply.
Departments
- Pay all rekeying costs or upgrades to centrally managed access control that result from violations of this policy.
Department Facility Representatives
- Maintain accurate records of all access control activities.
- Order and issue access control keys.
- Recover university keys from personnel who leave or transfer to another department.
- Return unassigned departmental keys in a timely and secure manner.
- Submit card access and clearance level requests.
- Contact appropriate offices immediately when card access needs to end.
- Report changes in DFR status.
Vice President for Strategic Operations & Human Resources
- Hold overall responsibility for safety, physical security, and emergency response functions at the university.
- Provide resources, support, and funding to help the university comply with this policy.
- Approve, with the Office of Innovation & Technology, all new access control systems and modifications to existing systems.
Key Committee
- Approve access requests to university buildings and spaces.
Locksmith Services
- Serve as the authorized custodian for all keys to university facilities.
- Conduct key control reviews as needed and establish procedures for the issuance and control of keys.
- Maintain and update key records.
- Consult with university partners about records of lost or stolen keys.
Office of Student Development
- Maintain, secure, and take responsibility for access control devices issued for student housing.
- Report loss or theft of keys and NCU ID cards to Campus Safety & Emergency Preparedness within 24 hours of discovery.
Resident Directors and Resident Assistants
- Manage student key access to university student housing in coordination with the Office of Student Development.
- Handle lockout requests for student housing.
Related Information
Related Policies & Procedures
History
Amended
2026-10-01 – Non-substantive updates (e.g., titles, office names, contacts, and copy errors) and added frequently asked questions.
Issued
2023-08-16