Key & ID Card Policy
Purpose: To set forth a policy and procedures for the use of Cooper Union keys and ID cards.
Administrative unit head – Members of the Academic Council and Associate Deans.
Key/ID card – A Cooper Union door key or a Cooper Union ID card.
General: It is the responsibility of each administrative unit head to grant access to their respective areas of control and responsibility and to ensure compliance with this policy and the associated procedures. In the event that the administrative unit head is not available, the Director of Facilities may authorize a Key/ID card/grant access on a temporary basis, until the administrative unit head can be consulted. Administrative unit heads will consult with all relevant individuals (faculty members, technicians, staff) where access to a particular laboratory or studio implicates considerations of safety, security, or privacy. In any event, individuals who are charged with the ongoing operation of a space will be notified as to which individuals have been granted access to that space.
The following procedures apply to all authorized key/ID card holders.
1. Requests: [After the initial rollout of keys and ID cards]
An individual may request keys or ID cards that will be used for access to Cooper Union facilities. The request must be made in writing and signed by the appropriate administrative unit head. Request forms will not be accepted by Buildings and Grounds if they are not legible, are incomplete, or are not signed by the appropriate administrative unit head. Request forms are available from Buildings and Grounds (Room 111 in 41 Cooper Square).
Keys and ID cards will be issued at the Buildings and Grounds office. Individuals must pick up their own key/ID card and show photo identification before the key/ID card is released. The key/ID card holder will sign and date an acknowledgement of receipt. There will be no “bulk issuance” of keys/ID cards.
3. Usage: By signing acknowledgment of receipt, the key/ID card holder agrees to the following conditions:
A. When entering or leaving an area that is locked, a student key/ID cardholder shall not permit any unauthorized individual to enter that area.
B. Unless other arrangements are made by an administrative unit head, authorized guests of a key/ID card holder will generally be required to stay in the proximity of the key/ID card holder, who assumes full responsibility for their presence.
C. An individual entering or leaving a locked building or area shall be responsible for securing the same.
D. Transfers. In no case is a key/ID card to be transferred from one individual to another or to be obtained from any source other than the Buildings and Grounds office.
E. Change in Status. The status of a key/ID card holder may change. The appropriate administrative unit head must approve any changes to keys/ID cards. Key holders changing offices must surrender their old key before being issued a new key.
F. Returns. Keys/ID cards remain the property of The Cooper Union. Unless an exception is made by an administrative unit head, keys and/or ID cards will be returned to Buildings and Grounds under the following conditions:
1. Faculty and staff members:
a. Upon transfer to another building
b. Upon termination of employment
a. Upon relinquishing assigned office/lab space
3. Employees on extended leave:
a. The expiration date has been exceeded
a. Upon graduation
b. Upon withdrawal from The Cooper Union
c. If academically dismissed
a. Upon termination of Cooper Union business
b. At the expiration date
G. Lost/Stolen Keys/Cards. The loss, theft, or return of any key/ID card is to be reported in writing by the key/ID card holder immediately to the Buildings and Grounds office, which will also inform the appropriate administrative unit head of the loss. There will be a $10 fee per lost or stolen card.