The Facilities Management Department (610.896.1100) is responsible for keys and locks on campus.
Students living in College housing are required to pick up and carry their College-issued room key. Each room key is marked with a unique identification number and each student is responsible for the particular room key assigned to them until it is returned to Facilities Management. This key opens only that student’s room and for those living in a suite or apartment it will also open the door to the suite or apartment. In the apartments at HCA the secondary lock on the apartment door is a deadbolt lock, which operates on a special key held by Campus Safety and the maintenance staff. Students’ keys cannot operate this lock. This deadbolt is only locked when the apartment is unoccupied such as during the Winter Break. Students should call Campus Safety to come lock this deadbolt when departing for vacation periods. The first student to return after a break will need to phone Campus Safety for the deadbolt to be unlocked. All students must formally acknowledge (register) the receipt of their room key by “swiping” their OneCard when they pick up their key. Early Arrival students for a given semester must also formally acknowledge (register) the receipt of their key by “swiping” their OneCard with Facilities Management even if they received the key either from a coach or Campus Safety. If the student does not swipe/register the receipt of their key, their lock will be changed and the standard $75 lock-change fee will be levied.
Students are responsible for lost or stolen key and the cost of changing the lock. Keys and OneCards should not be left in a public area in an unattended coat pocket, handbag, backpack, etc.
Keys and the Process of Changing Rooms
Students who have been given permission to change rooms during a semester must make prior arrangements with the Office of Residential Life and Facilities Management Offices about new key pick up and the return of their old room key. Students changing rooms at the end of the fall semester are expected to complete their room change and return their old room key to Facilities Management before leaving for the winter break. Failure to return room keys necessitates lock changes and standard lock-change fees being levied.
Keys and Leaving Campus
Students returning to the same room after a regular break in the academic year do not return their key to the Facilities Management until they move out of their room at the end of the academic year. Students leaving campus housing at the end of the fall semester for a semester abroad or to go on a leave or at the end of the academic year are required to return their room key to the Facilities Management Office before they leave campus. All keys issued during the academic year MUST be returned at the end of Semester II. The deadline for returning keys without penalty is 4:00pm on the Monday immediately following the closing of the residence halls for that semester. (Please note: The Winter Break and Summer housing each issue separate keys.)
Each student is responsible for returning the individual key issued to him/her to the Facilities Management Office only. Students should not rely on having a friend turn it in for you nor should the key be left with Campus Safety.
Keys should be returned, according to stated deadlines, to the Facilities Management Office. If returning a key when the Facilities Management Office is closed, students should place their key in an envelope with the student’s name and date on it and the sealed envelope deposited in the mail slot under the window at the entrance gate of the Facilities Management Complex. Small manila key envelopes are available outside of the Facilities Management Office’s just beside the key drop slot. If a student must mail their key back, use of a guaranteed delivery service such as FedEx or UPS is recommended, as keys tend to tear out of regular envelopes during the automated metering of USPS mail. Students whose keys have not been received by the Facilities Management Office by the stated deadlines will be charged the following LATE CHARGES:
- SEMESTER I
- Students who return their key to the Facilities Management Office after the deadline of 4:00pm, Monday, December 2, 2013 but by 4:00pm, Friday, January 3, 2014 will be charged a Late Key Return fee ($50.00).
- Keys not returned to the Facilities Management Office by the 4:00pm, Friday, January 3, 2014 will be assumed lost and lock changes will be done. A Lock Change fee ($125) will be charged to the student.
- SEMESTER II
- Students who return their key to the Facilities Management Office after the deadline of 4:00pm, Monday, May 19 but by 4:00pm, Friday, May 23 will be charged a Late Key Return fee ($50.00).
- Keys not returned to the Facilities Management Office by the 4:00pm, Friday, May 23 will be assumed lost and lock changes will be done. A Lock Change fee ($125) will be charged to the student.
Students living in all residence halls who are locked out of their building or room should call Campus Safety (610.896.1111). A $5 fee is levied against the student’s account for the first incident, with each subsequent lockout incurring a $10 fee. An Officer will unlock the room when their normal duties permit. The Officer will need to see both the student’s College ID (OneCard) and their College-issued room key. If the student does not have the key, they must sign a lock change form. The student must subsequently produce their key to the Facilities Management Office before 12:00pm (noon) the next business day or else the lock will be changed and the standard $75 fee for a lock-change and new key will be charged to the student’s account. If a student’s class schedule prevents meeting this deadline, the student must call or email the Facilities Management Office, before noon, to set up an appointment for after that time to avoid paying this fee.
If a student loses their room key, s/he is expected to immediately report the loss to Facilities Management or to Security if after regular business hours. For security reasons, the College does not issue replacement keys and Facilities Management’s on-site locksmith will change the lock as early as his schedule allows. While a student waits for the lock to be changed, s/he should leave their dorm room locked and should not stay in their room overnight until their lock has been changed, thus protecting both their personal safety and their possessions. Lock change charges apply.
Lab/Office keys are issued by Facilities Management (after approval by Campus Safety), but they may only be distributed upon the receipt of an official request form signed by the lab professor or department head. A key deposit fee of $25.00 will be billed to the student’s account. The key must be returned by the end of the academic year in order to have the deposit refunded.