Key and Access Card Policy

Individual Office Key Assignment

Keys to individual locations in Erickson Hall are assigned by the facilities manager or facilities staff in 133 Erickson Hall.

Keys to individual locations in IM Circle are assigned by the Kinesiology main office in 134 IM Circle.

Keys to individual locations outside IM Circle and Erickson Hall are typically assigned by the building contact for locations that are not Erickson or IM Circle.

Your Responsibility

• If you lose a key or your key is stolen notify facilities (Erickson) or Kinesiology staff (IM Circle) or the building contact (other buildings) as soon as possible.
• If you are no longer working in the same role at the College of Education, you must return keys that are no longer applicable to your job.
• Do not transfer keys to another person: Keys must be turned in and reassigned.

Sub-Master Key Policy

Sub-master keys allow access to multiple offices in a location or floor. If you are assigned a sub-master key or have access to one through your department or unit you must follow this policy.

• Never take a sub-master key out of the building. This increases the likelihood of theft or loss. This could result in a $8000-$12,000 expense to the college to re-key.
• The sub-master key must be stored in a locked non-mobile cabinet or a mounted lockbox.
• A checkout system must be implemented for use of the master key and should be audited on a regular basis to ensure compliance.
• Do not let others, who have not been authorized by your department or unit, have access to the sub-master key.
• Use the key and return it to its locked location immediately after.
• Sub-master keys should be on a lanyard and hung around your neck which helps prevent the chances of putting the sub-master in a pocket and forgetting you have it.
• Students must not have unsupervised access to the sub-master key.

Master Key Policy

Master keys allow access to all offices in a building. If you are assigned a master key or have access to one through the Dean’s office, you must follow this policy.

• Never take a master key out of the building. This increases the likelihood of theft or loss. This could result in a $50,000-$60,000 expense to the college to re-key.
• The master key must be stored in a locked location, preferably one protected by card access.
• A checkout system must be implemented for use of the master key and should be audited on a regular basis to ensure compliance.
• Do not let other unauthorized users have access to the master key.
• Use the key and return it to its locked location immediately after.
• Master keys should be on a lanyard and hung around your neck which helps prevent the chances of putting the sub-master in a pocket and forgetting you have it.
• Students must not have unsupervised access to the master key.

Card Access Policy

Card access is a form of electronic door security using your MSU ID. Card access to Erickson and IM Circle is assigned by the facilities manager or facilities staff in Erickson.

If you lose your MSU ID or your MSU ID is stolen

• Notify facilities staff in Erickson
• Get a new ID at the MSU ID Office
• Bring your ID to the facilities staff in Erickson or email the new card information.
• Your old card will be disabled, and the new card’s unique code will be used instead to open locations you previously had access to.

In addition:

• Do not let others borrow your ID.
• Do not share your ID pin number (if you have one).
• Do not use your ID to let strangers into Erickson (like on home football days)

Department and Unit Responsibilities

Departments or units with sub-master keys must inform individuals with access to the sub-master what the expectations are for using a sub-master key including policy and any additional department/unit policy.

Departments or units must notify undergrad workers or graduate students of this policy. The departments are responsible for notifying the facilities team when a student, including graduate and teaching assistants, with card or key access is leaving the college.

• Students with Erickson keys must be returned to the facilities staff in Erickson room 133.
• Students with IM Circle keys must be returned to the Kinesiology main office staff in 134 IM Circle.
• Departments with students that have card access to either Erickson or IM Circle Erickson must notify the facilities staff of their exit from the college.

Failure to follow this policy may result in disciplinary action.

Last updated: May 6, 2024.