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Key & Card Access Procedure


Read the procedure below and then click ‘Agree’ at the bottom of the page.

Purpose and scope

SMCC will maintain a secure access control system for the protection of students, faculty, facilities and property. The college will attempt to responsibly balance the concern for employee safety, security and access to College facilities during non-working hours. Access control system includes keys, cards, and door hardware.

Administration of the locking system

The Vice President of OE & T is authorized to establish and administer regulations and procedures in order to provide physical security for all SMCC facilities and its occupants. The administration of key access control and the keeping of its records will be delegated to SMCC Public Safety.  Under the authority of SMCC Public Safety, Facility Services will be responsible for processing and issuing key requests as well as maintaining the operation of door hardware.

  1. 1. Key and access request

All requests for key/card access will be routed to Supervisor, Dept. Manager or Division Chair as the approval authority. All requests should be carefully considered by the approval authority to determine if the request for card/key is necessary. Be aware many doors are controlled by card access system reducing the need for a key.

All Key/Access Request begin by submitting an online request form available at: The person receiving the keys must have an SMCC employee badge and/or valid state issued ID. Department Chairs or designees may not pick up a key or card for the recipient. There are no exceptions.

Only Full time board approved employees can be issued keys for daily use.  This will include:

  • A key to a single entry point in the building where their office is located.
  • A key to their office.
  • A key to their classroom(s).

Part time, adjunct faculty, and student workers may be issued card key by following the standard request process. Keys will not be issued to students under any circumstances unless approved by the SMCC Police Commander.

Master keys will only be issued by special approval by Executive level VP or College President.

Ultimately it is the responsibility of the approval authority to determine if a key/card request should be approved. Any disputes or concern for access will be referred back to the approval authority by Public Safety and/or Facilities Services prior to processing any key/card request.

  1. 2. Key/Card access use and responsibility

The employee understands that the use of SMCC keys and employee badges is a privilege and not a right.  SMCC reserves the absolute right within its discretion to recall keys or identification cards without warning.

All faculty and staff are required to notify Public Safety each time they enter any college facility after hours.

Campus Hours: Monday – Friday: 6:00 AM – 10:00 PM &
Saturday: 7:00 AM – 3:00 PM

The campus is closed on Sundays and holidays. Faculty and staff who violate this procedure will be asked to return their building key(s) or access card.

SMCC employees are personally responsible for how their issued keys and employee badges are used and they are responsible for the safe return of this property. Employees issued keys and employee badges acknowledge that they may only be used in the performance of their assigned duties and responsibilities.

  1. 3. Return of keys and employee badges

All keys and access cards must be surrendered to Public Safety upon transfer, termination or end of contract within 3 days of vacating the space.

Keys and access card must be surrendered immediately upon request of the Vice President of Administration, Police Commander or an officer.

Keys will not be transferred between individuals. Reissuance of a key to another employee will only be at the discretion of SMCC Public Safety following established procedure.

Failure to follow these procedures could result in the replacement cost of the access hardware and/or the cost of the lock(s) being deducted from the employee’s paycheck. The duplication of keys by anyone other than SMCC locksmith under the direction of SMCC Public Safety is prohibited. Any employee caught attempting to duplicate keys may be terminated.

  1. 4. Lost or damaged keys and cards

The loss or suspected loss of any key or card access must be reported to SMCC Public Safety immediately. A report with an Officer must also be filed, so that an investigation can be initiated.

Any damaged key or employee badge must be reported to Public Safety and turned in at that time.

If it is determined that the employee is responsible for the loss or damage of a key or employee badge the cost is as follows;

  • $5.00 per key.
  • $10.00 for the cost for each lock that has to be re-pinned. This charge also includes reissuing keys to all employees affected. ($500.00 maximum charge per building).
  • $10.00 for employee badges when they have access to buildings.
  1. 5. Malfunctioning equipment

Malfunctioning keys, employee badge, locks or access control devices must be reported immediately to SMCC Public Safety. Any delay in reporting places the safety of our students, staff, facilities and property at risk.

  1. 6. Inventory

An inventory of all distributed keys will be conducted annually. The departments will be given a list of individuals and their assigned keys as well as areas that have card access. Each Department Chair will be required to certify the accuracy of the list and report directly to SMCC Public Safety. All discrepancies will require written explanation.