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Key Order Process


How to Request Keys

York community members (e.g., faculty, staff, and students) who require access to an interior building space as part of their University responsibilities may consult the department head or manager in regard to eligibility to be issued keys.  The request is then referred to the Key Coordinator of the Faculty, department or operating unit who may consult the Designated Authority, as required, before proceeding with key request and/or issue.

The following is the process by which a Faculty, department or operating unit requests the production of new or additional keys:

  1. The Designated Authority or Key Coordinator completes the on-line Maximo Key Request Form.  Only the Designated Authority and/or Key Coordinator of the Faculty, department or operating unit are authorized to initiate request keys.
  1. Once a Key Request Form is submitted, it is sent electronically to Security Services where it must be reviewed and authorized before it can proceed to key production.
    1. If authorization is given, Security Services will assign a Key Request  Reference Number to the key request and forward it to CSBO – Maintenance Section for key production.  At the same time, the Designated Authority/Key Coordinator will receive e-mail confirmation – including a PDF copy of the authorized Key Request form – that the key request has been authorized and forwarded to CSBO for production.
    1. If authorization is not given, Security Services will contact the Designated Authority/Key Coordinator to explain the reason that the request could not be authorized.
  1. Once the authorized key request is received by CSBO – Maintenance Section, it is assigned to the appropriate maintenance tradesperson for key production.
  1. When the work is completed, CSBO – Maintenance Section sends an e-mail to the Designated Authority or Key Coordinator who initiated the request, with instructions on where keys are to be picked up.
  1. In order to pick up a key order, the Key Coordinator or designate listed on the Key Request form, will need to provide the following:
  • Photo ID such as a driver’s license or YU card; and
  • A copy of the authorized Key Request form (print-out of the electronic PDF).
  • In addition to this the, the Key Coordinator or messenger collecting the key order must sign the Key Control log book.

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Picking Up Key Orders

When a key order is ready for pick up, an e-mail notification will be sent to the Key Coordinator who issued the request.

Key orders are to be picked up from room 227 at the william small building at 155 campus walk during regular University business hours (Monday to Friday 09:00h until 15:00h).

In order to pick up your keys it will be ready next day after you receive the notification from key control.

If you have designated an employee to pickup the key(s) he or she must have a valid photo id. e.g. Valid ontario drivers licence or current Yorku. Photo i.d. they must also produce a hard copy of the mail notifying you that the keys are available to be picked up.

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Key Request Review Criteria

Within the Faculty, department or operating unit

Within the Faculty, department or operating unit, the Designated Authority is responsible for authorizing access to buildings or interior spaces and the Key Coordinator is responsible for key control, including issue and retrieval of keys.  At this level, decisions about requests for keys should be guided by the following:

  • Keys should be issued only to those persons who require access to space as part of their University responsibilities.
  • A key reported stolen or lost should not be replaced unless a Security Services Incident Report has been completed and an Incident Report number obtained.
  • See also “Issuing Keys to Students”.

Security Services authorization

Security Services reviews and authorizes all requests initiated by a Key Coordinator or Designated Authority for the production of new/additional keys.  The following criteria are used to guide the authorization process.

  • The number of keys requested does not match the “reason for the key request” as stated on the electronic Key Request form;
  • An excessive number of keys for the same room(s)/door has been requested by the same Faculty, department of operating unit within the past six-month period without a reasonable explanation included on the electronic Key Request form;
  • The Key Coordinator is not authorized to order the key requested (e.g., for a restricted/service area);
  • The request is for a master key type which, the Director of Security Services feels requires a higher or secondary approval.
  • A request to replace a stolen or lost key does not reference a Security Services Incident Report.

If Security Services denies a request, they will follow up either directly with the Key Coordinator who has originated the request or the Designated Authority of the Faculty, department or operating unit concerned.

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Duplicating Keys

The unauthorized duplication of York University keys by any agency or enterprise other than York University’s CSBO is a serious security breach and should be reported to Security Services immediately.

Additional keys for offices, laboratories rooms and buildings must be requested through the Key Coordinator of the Faculty, department or operating unit.

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Key Fees

Applicable charges assessed by the CSBO for producing new keys are:

  • The rate of $31.85/hr (labour) plus $2 per key (materials) is assessed to cut and stamp keys. This rate normally applies to requests exceeding 6 keys. Please use the on-line Key Request Form.

There is NO COST for the following:

  • 1 to 6 keys per week or 30 keys in a six (6) month period:Please use the on-line Key Request Form.
  • Lost or stolen keys : These should be immediately reported to Security Services where an Incident Report will be completed.  Once the Incident Report has been completed, the Key Coordinator of the Faculty, department or operating unit should submit an on-line Key Request Form, referencing the Incident Report.
  • Broken or worn out keys : These (or pieces thereof) should be returned to the Key Coordinator of the Faculty, department or operating unit who will be required to initiate an on-line Key Request Form for a replacement, explaining the reason.  The Key Coordinator exchanges the damaged keys (or pieces thereof) during pick-up of the key replacement.

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Key Transfers

Keys issued by the University in accordance with established procedures shall not be transferred or temporarily loaned to anyone other than the person to whom they have been officially issued.

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Temporary Keys

Keys may be issued on a temporary basis for a variety of purposes including, but not limited to:  visiting faculty, temporary employee, student, or contractor/consultant; or a full-time employee or other York community member who requires temporary access to certain rooms or facilities

If the Key Coordinator is unable to provide a key needed on a temporary basis, he/she should complete a Key Request form, indicating that the key requested is temporary and the applicable expiry date.

Upon issuing a temporary key, the Key Coordinator shall note the expiry/retrieval date on the local Key Issue Record as well as the fact that the key is a temporary key.

The Key Coordinator is responsible for collecting temporary keys that he/she issues and for ensuring temporary keys are returned to Security Services.

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Broken Keys

Broken keys should be reported to the local area Key Coordinator for replacement.  Wherever possible, the key holder should return the broken key (or pieces thereof).

If the key is broken in a lock cylinder, the Key Coordinator will contact CSBO - Maintenance Section to arrange for a maintenance staff member to replace the cylinder.

The Key Coordinator will complete the on-line Key Request form so that a replacement key can be arranged.

The Key Coordinator will ensure that the broken key (or pieces thereof) are exchanged for the replacement key during key pick-up.

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Issuing Keys to Students

Students are members of the York University community and play vital roles in the life of the University.  Students may require access to laboratories, offices, student club space and other areas within a building.

When issuing keys to students, consider the following guidelines:

  • Wherever possible, keep the number of keys issued to students to a minimum.
  • Keys should be issued only to those students who require access to space as part of their responsibilities (e.g., paid or volunteer role in a program, service or student organization; access to teaching/learning facilities; etc.).
  • Implementing a deposit system at the local level will improve the chances of students returning keys when these are no longer needed.
  • Ensure keys are collected from student key holders at the end of the academic session.
  • Issuing any type of master key to a student is prohibited.

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Lost or Stolen Keys

Lost or stolen keys must be reported to Security Services immediately. An Incident Report to document the loss will be issued by Security Services.

Once Security Services has been informed, the Designated Authority, in consultation with CSBO,Maintenance Section and Security Services will determine appropriate action regarding key replacement, cylinder replacement, etc.

To replace the key holder’s lost or stolen key, the Key Coordinator of the Faculty, department or operating unit should submit an on-line Key Request Form referencing the Security Services Incident Report.

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Retrieval of Keys

Managers/supervisors are responsible for retrieving keys issued by York University to an employee upon:

  • the completion of contract work (e.g. research assistants, temporary employees, teaching assistants, graduate assistants, etc.);
  • the transfer of the employee to another Faculty, department or unit; or
  • the departure of the employee from the University

Managers should return all keys to the Key Coordinator or their Faculty, department or operating unit.   Refer to:  Human Resources and Employee Relations standard operating procedure, Employee Exit Protocol and University Property Checklist, Section 6 – 9:  http://www.yorku.ca/hr/documents/index.html

The Key Coordinator of the Faculty, department or operating unit is responsible for ensuring that keys issued to students are retrieved upon the conclusion of the time frame for which the keys were issued.  The Key Coordinator tracks key retrieval dates from information recorded in the Key Issue record.

Similarly, the Key Coordinator is responsible for ensuring that keys issued temporarily are retrieved upon the conclusion of the time frame for which they were issued.

Outmoded keys resulting from lock changes, etc. shall be returned to the Key Coordinator of the Faculty, department or operating unit who, in turn, will return the outmoded keys to Security Services.

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Requesting Lock Repairs, Cylinder Changes, and Related Work

A damaged or non-functioning lock should be reported to the CSBO Maintenance Section by calling -22401 during normal University business hours. Response to these types of problems is given high priority; charge is assessed for the repair.  Outside of normal University business hours, Security Services should be contacted at -58000 for assistance.

Lock changes or cylinder core replacements are billable services charged by CSBO.  These services require the initiation of a Key Request Form (with cost centre included) by the Designated Authority of the Faculty, department or operating unit and authorization by Security Services.  Rates assessed by CSBO Maintenance Section are based on material and labour costs.

When a change in lock or cylinder core is completed, the CSBO trades staff will provide directly to the Designated Authority the preliminary supply of new keys (as requested on the Key Request form).  The Designated Authority or Key Coordinator of the Faculty, department or operating unit is responsible for retrieving all outmoded keys when issuing the new keys; and ensuring that all outmoded keys are returned to Security Services.