Key, ID Card and Access Request Policy
Administrative unit head: Deans of Art, Architecture, Engineering and Humanities and all assistant, associate deans and administrative assistants.
Key/ID card: A Cooper Union door key or a Cooper Union ID card.
Access Request: Properly prepared access request form by student or faculty submitted to the appropriate school concerned requesting access to a classroom, lab, shop, or any room in which access is required.
The Office of Public Safety is committed to provide a safe and secure environment for all members of The Cooper Union and visitors to the institution. The mission of Cooper Union’s Office of Public Safety is to facilitate and strengthen partnerships with all Cooper Union faculty, staff, and students and to ensure a safe learning environment that supports academic freedom, respect for the individual, tolerance, and the open exchange of ideas.
One important area that the Office of Public Safety is responsible for controlling access to institutional facilities and preventing unnecessary or unauthorized access to our campus. The open environment of our campus is embraced and serves to promote and showcase the outstanding academic achievement and accomplishments by our talented students and faculty. The Office of Public Safety is dedicated to implementing access controls and related procedures in accordance with this policy that balance the positive aspects of such an open environment while maintaining a safe and secure campus.
The approval of access to any and all Cooper Union buildings, classrooms, facilities, labs, shops, galleries, halls is granted by the Director of Public Safety. It is the responsibility of each administrative unit head to review and endorse requests for access submitted by any student or faculty for any of the aforementioned areas. Individual students or faculty seeking approval for access to any classroom, lab or shop must submit them in writing on the appropriate form to their respective Deans Office for approval. The request, if approved by the Dean, Associate Dean or the dean’s designee of the respective school, will then forward the approved request to the Office of Public Safety. The Director of Public Safety will review the request and if approved authorize the appropriate level of access on the students ID card or approve the issuance of a key.
It is the responsibility of all administrative unit heads to ensure compliance with this policy and the associated procedures. The Director of Public Safety, in collaboration with the Deans, is the only college official that can approve access for students and faculty and modify access levels as necessary. It should be noted that any and all previous memos, procedures, or informal protocols regarding access control is revoked with the publication of this policy. In the rare event that the there is an immediate need to access a Cooper Union classroom, lab, shop or any facility or building and the administrative unit head is not available, the Director of Facilities management after conferral with the Director of Public Safety may authorize a Key and or ID card and grant access on a temporary basis, until the appropriate dean, assistant dean or administrative unit head can be consulted to verify the need. Administrative unit heads will consider the necessity where access to a particular laboratory or studio implicates considerations of public safety, security, or privacy. 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.
ID Card Requests for Incoming Students or New Faculty or Staff
All requests for a new ID card for incoming students, new faculty and staff should be made in writing and submitted by email direct to firstname.lastname@example.org. The request must include the person’s name and colleague number. No ID card can be produced without a colleague number. The Human Resources office generates a colleague number for new employees and the admissions office for new incoming students. An email notification will be made when the ID card is ready. All completed ID cards will be obtained from the Building and Grounds office located at 41 Cooper Square room 111.
Requests for an ID card that was Lost, Stolen, Damaged, or Non-Scanning ID cards
To report the loss or theft of an ID card, or if it is not scanning you must appear at the Building and Grounds Office during normal business to fill out the appropriate form. All lost and or stolen ID cards must be reported in writing on the appropriate form which can be obtained in the Building and Grounds office. The Buildings and Ground office will notify the Office of Public Safety in all instances involving the loss or theft of a Cooper Union ID card.
Requests for a Key
An individual may request keys 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 office at 41 Cooper Square in room 111. All such requests will be forwarded to the Office of Public Safety. The Director of Public Safety will review all requests for a key and make the final determination on approval. Please contact Buildings and Grounds at extension 160 with any questions or concerns.
To Request Access to a Lab, Shop or any Cooper Union Classroom or Area with Access Controls
Students or faculty seeking approval for access to any classroom, lab or shop must submit them in writing on the appropriate form to their respective Deans Office for approval. Forms are available on the Cooper Union website, the Building and Grounds Office, and the Office of Public Safety. It is the responsibility of each administrative unit head to review and endorse requests for access submitted by any student or faculty for any lab, shop, or classroom. The request, if approved by the Dean, Associate Dean or administrative assistant of the respective school will then forward the approved request to the Office of Public Safety. The Director of Public Safety will review the request and if approved authorize the appropriate level of access on the students ID card or approve the issuance of a key.
Distribution of Keys and ID cards.
Keys and ID cards will be issued at the Buildings and Grounds office. Individuals must pick up their own key or ID card and show photo identification before the key or ID card is released. The key or ID card holder will sign and date an acknowledgement of receipt. There will be no “bulk issuance” of keys or ID cards.
By signing acknowledgment of receipt, the key and or ID card holder agrees to the following conditions:
A. All members of the college community are responsible for having their Cooper Union ID card with them while on campus at all times.
B. When entering or leaving an area that is locked, a key and or ID cardholder shall not permit any unauthorized individual to enter that area.
C. Unless other arrangements are made by an administrative unit head, authorized guests of a key and or ID card holder will be required to stay in the proximity of the key and or ID card holder, who assumes full responsibility for their presence.
D. An individual entering or leaving a locked building or area shall be responsible for securing the same.
E. All key and or ID card holders are required to report any security issues, unsafe conditions which threaten public safety or any other hazards or conditions which could impact on the safety and security of The Cooper Union community and or its facilities.
F. Under no circumstances is a key or ID card to be transferred from one individual to another or to be obtained from any source other than the Buildings and Grounds office.
G. Allowing other individuals to use your Cooper Union ID card to gain entry on to Cooper’s campus or to use campus facilities is a violation of this policy and may result in that person receiving a summons for criminal trespass and subject the actual cardholder disciplinary action.
Change in Status: The status of a key and or ID card holder may change. The Dean, Assistant Dean or appropriate administrative unit head must confer with The Director of Public Safety to approve any changes to keys or ID cards. Key holders changing offices must surrender their old key before being issued a new key.
Returns. Keys and ID cards remain the property of The Cooper Union. Keys and ID cards will be returned to Buildings and Grounds who will make written notification to the Office of Public Safety under the following conditions:
1. Faculty and staff members:
- Upon transfer to another building
- Upon termination of employment
- Upon relinquishing assigned office/lab space
3. Employees on extended leave:
- The expiration date has been exceeded
- Upon graduation
- Upon withdrawal from The Cooper Union
- If academically dismissed
- Upon termination of Cooper Union business
- At the expiration date
Lost/Stolen Keys/Cards The loss or theft of any key or ID card must be reported to the Director of Public Safety. The loss of any key or ID card is reported in writing on the appropriate form by the individual key or ID card holder to the Buildings and Grounds office, who will forward the report to the Office of Public Safety. There will be a $10 fee per lost or stolen card.