S5.7 Campus Access Control Policy

Purpose

St. Cloud Technical & Community College (SCTCC) promotes the security of campus personnel and appropriate access to college property. This document describes the control, use, and possession of keys and card access ID cards to campus facilities, including (A) general provision, (B) design of keying systems, (C) fabrication, (D) responsibility for issuance, (E) key issuance procedures, (F) lost keys, (G) key eligibility criteria, (H) provision for contractor access, and (I) key and building security.

Responsibility

1. GENERAL PROVISION. Unauthorized fabrication, duplication, possession, or use of keys/ID cards to facilities of SCTCC is considered theft and is thus treated as a crime. Keys/ID cards are SCTCC property and may be recovered at any time.
2. KEY AND BUILDING SECURITY.
   • The individual to whom keys are issued is personally responsible for their use until returned to SCTCC Safety & Security.
   • Individuals must personally sign for their keys and shall not transfer or loan their keys to another individual.
   • Doors shall not be "propped" or windows opened or left unlocked during hours when the facility is normally closed.
   • If for some reason a door cannot be locked/unlocked with a key, contact SCTCC Safety & Security.
   • DO NOT duplicate any issued keys.
   • Key holders shall not unlock buildings or rooms for others unless the individual has a valid, verifiable reason and proper identification for access, or is known by the employee to have legitimate need for access to the room or building.
   • Employees may be issued keys for the duration of employment.
   • The employee will be charged for all lost/stolen/unreturned keys. By signing the SCTCC Key Request Form, employees confirm that they accept responsibility and charges for keys signed into their possession.  
   • New keys will not be released until payment for lost/stolen/unreturned keys is made immediately at Financial Services or arrangements for the employee to be invoiced for future payment have been made.
   • An employee can appeal the fee for a lost/stolen/unreturned key by contacting the Director of Safety & Security. The Vice President for Administration holds the decision-making authority to waive penalties associated with losing a key.  
3. LOST KEYS/ID CARDS. To avoid losing keys, employees should only remove keys from campus that are necessary to enter their workspace. All other keys used while working, should remain in the secure workspace when the employee is not on campus.
   • Lost keys/ID card should be reported immediately to SCTCC Safety & Security.
   • If a reissue of lost keys/ID card is requested, complete a Key Request Form.

CHARGES:

• Lost Key/ID charges are as follows:
  • Multiple Lock/Building Entrance Key $100
  • Single Lock/Building Entrance Key $50
  • Employee ID card $20/Student ID card $10
• Lost Key charges will be refunded if keys are found and turned into SCTCC Safety & Security within 2 days of loss.
• Employees leaving employment that do not turn in all keys will be billed for lost keys and/or ID.
• If the lock-core must be changed for security reasons, actual costs of re-keying may be charged to the department originally authorizing the keys and/or the individual to whom the keys were issued.
• A request to have the lock-core changed can be initiated by the Department Chair, Area Vice President, the person that the area Vice President designates for key issues, or the Director of Safety & Security.

S5.07.1 Campus Access Control Procedure

• DESIGN. Design of the keying and electronic access system is the responsibility of the Safety & Security and Facilities Departments. The design will ensure security and reasonable convenience to personnel occupying campus facilities.
• FABRICATION. St. Cloud Technical & Community College Safety & Security fabricates all keys and performs all lock changes for campus facilities, except for work performed by on-site contractors under the direction of SCTCC Facilities and Safety & Security. Records of keys to campus facilities, including the names of individuals to whom keys are issued, dates of issue/return/loss will be maintained by SCTCC Safety & Security. Keys will not be duplicated, except by SCTCC Safety & Security.
  Cyclone ID cards will be fabricated by Institutional Technology.  When available, access will be granted electronically using a Cyclone ID card instead of issuing a key.  Electronic access will be completed by Safety & Security after receiving the proper authorization through the electronic access process.  Proper care for the Cyclone ID card is extremely important and details of proper care can be found at Cyclone Card . Student Cyclone ID cards do not have electronic access capabilities.
• OBTAINING ACCESS
  • Access/Keys may be requested for SCTCC regularly appointed, part-time employees for the duration of employment.
  • Complete the electronic form at SCTCC’s Access Request page.
  • This form will be sent to your supervisor. Once the supervisor approves, notification will be sent to the Department of Safety & Security for final approval.
  • Receive and sign for authorized keys in person. Safety & Security will notify you via email when the key is ready.
  • All keys/ID cards must be returned immediately upon termination of employment. Failure to return keys/ID cards as required will result in a charge consistent with listed charges above.
  • Periodic auditing of issued keys may occur.
• KEY ELIGIBILITY CRITERIA.

**Note** Although the above authorizing individuals can approve access, the Director of Safety & Security can deny the issuance of any key for any reasonable safety or security concern.

• CONTRACTOR ACCESS. Access needed by contractors or other non-St. Cloud Technical & Community College users must be authorized by St. Cloud Technical & Community Safety & Security or St. Cloud Technical & Community College Facilities, including authorized individual, firm name, and specific requested return date. All costs of key/fob recovery or re-keying related to unreturned keys/fobs will be the responsibility of the firm to which the keys/fob were issued, and final payment will not be made until keys/fobs are cleared. Contracted personnel will sign a form to this affect. Contractor keys may be picked up from the Business Office or SCTCC Facilities and returned daily unless authorized for extended use by the Director of Safety & Security.
• AFTER HOUR ACCESS TO BUILDINGS.  All campus buildings and facilities are accessible to members of the campus community, guests, and visitors during normal hours of business and during designated hours on weekends and holidays, depending on the variety of events and activities taking place on campus. Buildings are secured after normal business hours and access will not be permitted during off-hours. An employee’s department head may approve off-hours card access into buildings if it is necessary for the employee’s work responsibilities.  A request for off-hours card access must be made through the online access request portal at After Hours Request. The employee’s supervisor will receive notification of the request and either approve or deny the request.  An employee must be specific in the request (i.e. if a faculty member teaches a Sunday class, specific start and end date(s) time(s) of the class need to be provided prior to access being granted). Requests submitted without specific information will be denied.
  Under no circumstance will card access be granted whenever that access is determined to compromise the safety & security of the college’s facilities.
• INTRUSION ALARM CODE ISSUANCE
  • Intrusion alarm codes are issued to employees who need to access certain academic buildings during off-peak hours. Only employees who are on continuing employment at St. Cloud Technical & Community College may be issued intrusion codes. Students cannot be issued intrusion codes.
  • Intrusion alarm code requests must be submitted to the Director of Safety & Security at sctcc.edu/safety. An employee must be specific in the request (i.e. if a faculty member teaches a Sunday class, specific start and end date(s) time(s) of the class need to be provided prior to code being issued). Requests submitted without specific information will be denied. 
  • The employee receiving the intrusion code will be notified via email once the issuance has been approved. 
  • All questions regarding intrusion codes must be referred to the Director of Safety & Security.
• RECORDS MANAGEMENT
  The Department of Safety & Security shall maintain a database containing records of all keys, access cards, and intrusion codes issued for SCTCC facilities. This database will also maintain all records of access requests.
• MAINTENANCE OF LOCKING SYSTEMS
  • Maintenance and installation of key systems is the responsibility of the Facilities Department and the Safety & Security Department. Requests for repair or replacement of locks should be made by submitting a Work Order to the Facilities Department with the Maintenance request form
  • Emergency repair requests must be made by phone to the Facilities Office, (320) 308-3382 between the hours of 7:00 AM to 5:00 PM.
  • Maintenance and installation of the card access system is the responsibility of the Department of Safety & Security. Requests for repair should be made to the Director of Safety & Security by phone at (320) 308-5700 or by email at safety@sctcc.edu.

Date of Adoption: 04/07/2026
Date of Implementation: 04/07/2026
Date repealed or replaced: