Prepared by
Will Chatham
Locksmith Crew Supervisor
Last updated:
6/7/01

TABLE OF CONTENTS

• The Philosophy Of The Locksmith Crew
• Definitions
• Work Orders: Priorities, How to & When to
• Dormitory Policy: Student Keys
• Conference Key Policy
• Building Managers
• Supervisors and Grand Master Keys
• Daily Key Check Outs
• Volunteer/Staff Housing Policy
• Hiring/Procedural Policies
• Other Policies

The Locksmith Crew Philosophy & Short History

Since it's start about 12 years ago as a sub-crew of Carpentry, the Locksmith Crew has developed into it's own entity, with a full time supervisor and up to 7 student workers. The growth of the college made the need for more areas of the campus to be secure, as well as the need for an organization of all the campus keys. This turned out to be a large task that made an individual locksmith crew and the hiring of a supervisor necessary.

The Locksmith Crew now strives to provide the Warren Wilson community with a sense of security and personal safety. We take seriously the dispersal, organization, and tracking of keys. We try our hardest to get members of the community to take a few small measures that will help to keep theft at a minimum, and security at a maximum.

The Locksmith Crew is an "elite" crew on the campus in the sense that students who are hired for it are not just the first few folks to come along. Instead, we interview the students as well as check into their previous work history, any disciplinary trouble in the past, and where they stand academically. The nature of our crew requires that we hire people whose integrity, honesty, and trustworthiness are not questionable. We do not allow them to continue being a locksmith if any questions about these things arise while on the crew. Furthermore, we do not hire students who have been here less than a semester. We like to see how they integrate into the community first. A Locksmith's apparent trustworthiness is reflected by both what he/she does during work time, and during social time. Since the Locksmith Crew has access to just about everywhere on campus, it is important that we are considered trustworthy, reliable people both at work and at home.

Since the first full-time Locksmith Crew Supervisor was hired in 1998, a major goal of the crew has been to implement key policies that effectively manage the key system. Almost all key checkouts have been centralized to our department. Our policies have seemed unfair at times, especially when someone has to pay a $50.00 lost or late key charge, but they are completely necessary to maintain a fair, secure key system. Researching the key policies of other colleges and testing parts of these policies on our campus has led us to develop the following key policy. As a side note, this policy proved to be so effective the lock department at Northwestern University adopted it and is currently using many parts of it.

The Locksmith Crew takes pride in being a skilled crew, and is dedicated to making key and lock issues on the campus run as smoothly as possible, and to give a feeling of safety to our community.

Warren Wilson College
Locksmith Crew Key Policy
2001-2002

DEFINITIONS
Change Key A key that operates only one lock, such as a dorm room key.
Master Key A key that operates a group of locks, usually part of or a whole building.
Grand Master Key A key that operates a group of buildings.
Cross Key When a key unintentionally works more locks than the one it is supposed to.

WORK ORDER PRIORITY
The Locksmith Crew will follow an established, prioritized schedule as work orders come in as follows:
1. Any "emergency" to the security of a person or any valuables. Student emergencies will take priority over staff/faculty emergencies, and the safety of people will take priority over the safety of valuables. For the most part, these "emergencies" will include lost/stolen keys, a lock that won't lock, or a lock that has been damaged by a break-in. Emergencies of this nature do not require a written work order, and will be attended to as quickly as they reasonably can.
2. Dorm related work orders crucial to daily operations.
3. Volunteer/Staff Housing work orders crucial to daily operations.
4. Academic/Administrative work orders crucial to daily operations.
5. Dorm related work orders of a non-crucial nature.
6. Academic/Administrative work orders of a non-crucial nature.
7. Volunteer/Staff Housing work orders of a non-crucial nature.
8. Any verbal request of a non-emergency nature. (Written work orders that have been processed through the Physical Plant office always get completed first.)

There are also large projects that the Locksmith Crew will be working on at any given time. These projects will be worked in with the above schedule, but will not hamper any of the "crucial" work needing to be done. These projects may delay any work orders past #4 for a reasonable amount of time.

WORK ORDER POLICY
The Locksmith Crew reserves the right not to complete any work order if it is not sent by the appropriate, authorized person. If related to dorms, the Housing Office must generate the work order. Any Academic/Administrative building work order must be sent by the building manager. Generally, students requesting keys through a work order will be asked to have the appropriate building manager sign the work order.

Unless they pose an immediate threat to the safety of a person or valuables, verbal requests will never take priority over any written request that has been processed through the Physical Plant database. This includes phone calls and in-person conversations.

Dormitory Key Policy: Students

KEY SIGN-OUT
A representative from the Locksmith Crew will attend an Resident Director (RD) training session before the school year starts. At this session, the RD's will be instructed on the proper methods of key checkouts and key returns. It is the responsibility of the RD to sign out keys to the students as they arrive, and to follow the procedure outlined here and explained at the training session.
· At the start of the school year, each RD will be given a box full of keys for their dorm. Inside of each box will be two keys for every room. Each key will be in a small envelope, which will be attached to an index card. On the face of the index card will be a brief key sign-out agreement, and spaces to sign for the key listed.
· When a student shows up to check in, the RD will look up the room number, get the correct index card, and have the student sign for the appropriately coded key. NOTE: each room has two keys that are essentially the same except for the code stamped on them. It is imperative that the student signs for the correct key on the correct card, and read the statement regarding key returns/lost key charges.
· The RD should remind the students of proper mid-year room switch procedures and how they relate to keys.
· Shortly after the students arrive and move in, the Locksmith Crew will pick up the sign-out books, the remaining keys, the envelopes, and the boxes from the RD. Further key checkouts must be arranged with the Locksmith Crew during key checkout hours or by appointment.

MID-SEMESTER ROOM SWITCHES
All room switches during the academic year must be approved by the Housing Office. Students will need to obtain a "Room Change" form from the housing office and get the signatures needed for a room switch approval. Once this has been completed, they need to bring the form to the locksmith department after arranging a time with the Locksmith Crew to turn in their old key and sign out the new one. If students opt to switch keys without going through the Locksmith Crew to do it, they will still be held responsible for the key they originally signed for, regardless of whether or not they had permission to switch rooms.

MID-YEAR ROOM SWITCHES
Students who will be switching rooms during Winter Break must also switch keys at this time. All key switches during this time may be handled by the Locksmith Crew. Students must arrange a time for turning in and signing out their keys. The Locksmith crew may work in cooperation with another person or department to handle key checkouts during this time. Notification will be posted. Students will be notified of proper procedure through email, signs, and dorm meetings. If students opt to switch keys without going through the Locksmith Crew to do it, they will be held responsible for the key they originally signed for, regardless of whether or not they had permission to switch rooms.

KEY RETURNS
Method A
At the end of each semester, the RD's will be given back the key box and index cards/envelopes. The returning of keys will be a little bit different since student leave at odd times, and since RA's play a large part in check-out.
· The RD or RA on check-out duty will carry the key box. When a student checks out of a room, the RD/RA will obtain the key, put it in the correct envelope, and check off his/her name on index card as having returned the key.
· If the student does not return the key, this will be noted so that he/she may be charged. The Locksmith Crew will double check these records to make sure that keys indicated as returned are actually there.
· If a student realizes that he/she is not coming back to school during Winter Break, that student is responsible for sending the key back through the mail, or will have to pay the charge. The Locksmith Crew campus post office box is 6122.
· The Locksmith Crew will pick up all of the keys from the RD's after students have left. The keys will be sorted through and charges will be applied where necessary.

When RA's and RD's leave, they may put their keys in the key box and sign their own names off the card. If the Lock Crew has already obtained the box, they must drop their key off either in the Housing Office key drop box, the Security Office key drop box, or in the key-drop slot in the Physical Plant Lock Shop.

Method B
All students will drop off their keys in one of the three Locksmith Key Drop Boxes. One box is located outside the Housing Office in Sunderland, one is in the Security Office, and one is outside the Locksmith Shop in the Physical Plant. The keys will be due by a certain time, to be announced and publicized by the Lock Crew.

Student will be notified which option will be used for key returns at the end of any given semester.

KEY CODES
Change keys and Master keys will be coded individually so that they may be tracked. The Locksmith Crew will keep close track of the number of keys made for a particular room, and who has these keys. Students will be held responsible for the specific key they have signed out, as will RD's/RA's for Master keys.

OTHER DORM RELATED KEYS
Keys such as bike room keys, kitchen keys, and cleaning closet keys will be coded and signed under the same lost/un-returned policy as room keys. Students will be held responsible for these keys in the same manner as the room keys. If a student needs a key to one of these areas, he or she will have to make arrangements with the Locksmith Crew to sign one out.

LOST KEYS
If a student loses a key at any point in time, he or she should notify the Locksmith Crew immediately. The Locksmith Crew will re-key the necessary locks as soon as possible, and will be responsible for distributing new keys. Also, they will charge those parties responsible for losing the key(s).

If a key is found to be lost or not returned at the end of a semester, then the Locksmith Crew will still re-key the room(s) as soon as possible, and charges will still apply.

WORN/BROKEN KEYS
Keys that have become too worn out to work or that break by mistake will be replaced by the Locksmith Crew at no cost.

FINES
The fine for losing a change key, not returning it on time, or returning the wrong key will be $50.00 plus $5.00 per door that the key operates. Master keys carry a per-building charge (about $8.00/lock).

OTHER KEY NOTES
It is unacceptable to have any campus key duplicated by an off-campus duplicator. If unauthorized keys are discovered, the necessary re-keying charges will apply to any locks the key operates.

DORM MASTER KEYS
Upon arrival of Resident Directors and Resident Assistants, master keys for each dorm will be signed out directly from the Locksmith Crew. These master keys will also be coded individually for identification. The Locksmith Crew will come see each RA and RD at the beginning of each term to check his/her master key and make sure it has not been lost, damaged, or stolen. If a master key is lost, the appropriate budget will be charged.
Since each dorm is a different size, the charge for re-keying will also be different. They are as follows (about $8.00/lock):
· Sunderland-92 locks-$736
· Vining-79 locks-$632
· Dorland-61 locks-$488
· Sage-19 locks-$152
· Stephenson-20 locks-$160
· Schafer-85 locks-$680
· Shepard-14 locks-$112
· Sutton-30 locks-$240
· ANTC-25 locks-$200
· Ball A-30 locks-$240
· Ball B-30 locks-$240
· Ball C-30 locks-$240
· Kittredge Music Wing-40 locks-$320
· Kittredge Theater-30 locks-$240
· Holden Arts Center-24 locks-$192
· Jensen-94 locks-$752
· Carson-27 locks-$216

This list may change from year to year.

The Locksmith Crew will make re-keying due to lost master keys their highest priority.

CONFERENCE KEYS:
SWANNANOA GATHERING, MFA, ETC.

The Locksmith Crew will work closely with the Housing Dept. to make sure there are enough keys for the conferences during the summer and winter breaks. The Housing Office will be responsible for the distribution and collection of these keys as each conference comes and goes. As best as it can, the Locksmith Crew will provide needed keys, and re-key rooms when keys are lost.

Any master keys needed by conferences will be signed out through the Locksmith Crew.

CONFERENCE CHARGES
The Housing Office will be responsible for letting the Locksmith Crew know when a key has been lost within the conferences. After re-keying the necessary locks, the Lock Crew will charge the Housing Office's budget. The Housing Office will then charge the responsible party.

The lost key/un-returned key charge will be $50.00 + $5.00 per-door that the key works (About $8.00/lock).

The charge for losing or not returning a master key is as follows for dorms:
· Sunderland-92 locks-$736
· Vining-79 locks-$632
· Dorland-61 locks-$488
· Sage-19 locks-$152
· Stephenson-20 locks-$160
· Schafer-85 locks-$680
· Shepard-14 locks-$112
· Sutton-30 locks-$240
· ANTC-25 locks-$200
· Ball A-30 locks-$240
· Ball B-30 locks-$240
· Ball C-30 locks-$240

This list may change from year to year.

This is $50.00 plus $5.00 per-lock, which will be the same rate for losing a master key or grand master key for any other building than dorms.

BUILDING MANAGER POLICY
The Locksmith Crew will explain and hand over all key operations to the building manager (BM). The BM will be responsible for the dispersal and collection of any keys to the staff/faculty/student workers in the building. Anyone who signs out a key, including the BM, must be made aware that if they lose the key or do not return it at the end of their employment, the budget of the department for whom they work(ed) will be charged the appropriate re-keying charges. The cost for losing a change key is $50.00 plus $5.00 per door that the key operates. A master key is about $8.00/door that the key worked.

If keys are lost or missing, it will be up to the BM and other people who use the building to request that locks be changed, based on the potential amount of threat to the security of the building. Excessive amounts of re-keying in any given building may necessitate the appropriate department budget being charged by the Lock Crew for the re-keying to take place.

SUPERVISOR GRAND MASTER KEY POLICY

GRAND MASTER KEYS
Certain staff & faculty, especially those relating to the Physcial Plant and Security areas, will be allowed to sign out Grand Master Keys directly from the Locksmith Crew. Whenever possible, lesser keys (masters, change keys) will be assigned rather than Grand Masters.

Once per academic term and once during the summer, the Locksmith Crew will check all Grand Master keys. Those parties with Grand Master Keys must show their key at this time so that it may be recorded by the Locksmith Crew.

If a Grand Master key is lost, the appropriate budget will be charged the per-building charge that the Grand Master worked. The Locksmith Crew will re-key any locks necessary as soon as possible. The per-building building charge are as follows:
· Sunderland-92 locks-$736 (Grand Master C)
· Vining-79 locks-$632 (Grand Master C)
· Sage-19 locks-$152 (Grand Master A)
· Stephenson-20 locks-$160 (Grand Master A)
· Schafer-85 locks-$680 (Grand Master A)
· Shepard-14 locks-$112 (Grand Master A)
· Sutton-30 locks-$240 (Grand Master B)
· ANTC-25 locks-$200 (Grand Master B)
· Ball A-30 locks-$240 (Grand Master B)
· Ball B-30 locks-$240 (Grand Master B)
· Dorland-61 locks-$488 (Grand Master B)
· Kittredege Music-$272 (Grand Master H)
· Kittredge Theater- $208 (Grand Master H)
· Holden-$105 (Grand Master H)
· DeVries/Pool-$144 (Grand Master H)
· Library-$175 (Grand Master F)
· Bannerman-$75 (Grand Master F)
· Spidel (Grand Master F)
· Carson (Grand Master F)
· Morse/Witherspoon (Grand Master F)
· Gladfelter (Master G)

DAILY PHYSICAL PLANT KEY CHECKOUTS

KEY SIGNOUTS
The Locksmith Crew will provide key checkout hours Monday through Friday from 8AM to 8:30AM, and 1PM to 1:30PM, unless otherwise posted. Within these hours, anyone needing a key may come to the lock shop and sign one out. This time period is for long term and short term key sign-outs. Proper written authority must be shown (in the form of a work order or a room switch form) in order to sign out a key.

LONG TERM SIGNOUTS
These sign-outs are constituted by persons needing dorm room keys for the academic year, work related keys, etc. Essentially, long term checkouts are for student rooms and keys essential to work (Offices, Janitor Closets, etc.). The policies regarding long term sign-outs are stated elsewhere in this policy depending on the nature of the key and person signing it out.

SHORT TERM SIGNOUTS
Students on work crews needing keys for certain areas may check out keys during these times. All keys signed out must be returned by 5 PM the same day. If no lock crew members are around, there is a drop-off slot in the door to the lock shop where the key should be left.

No master keys will be signed out to students without written permission from the student's supervisor. The supervisor may sign out a masterkey and let the student use it, but the supervisor is responsible for that key.

No grand master keys will be signed out short-term to any student.

Supervisors may sign out short term keys for extended amounts of time, or give written permission to a student to do so (except master keys).

The Locksmith Crew reserves the right to require proof that a key is needed for work. This proof may be in the form of a work order processed by the Physical Plant, or a written note from the person in charge of the area the key is to be used.

The Locksmith Crew will implement a key-strike policy for students that do not return keys the same day they were signed out. This means that on the first offense, that student may not sign out another key for two weeks. The second offense is a four week strike, and the third offense will keep the student from ever signing out a short-term key again. If a student does not return a master key the same day it was signed out, the first two strikes are skipped, and the student may never sign out a key again. The Locksmith Crew reserves the right to skip this three-strike procedure and not sign out a key at any given time if they feel it is necessary to do so.

Some keys that open sensitive areas are of equal importance as master keys, and will have the same rules and key strike penalties as master keys. The person signing out such a key will be told this upon sign-out.

If any person that checks out a short-term key loses the key, his or her department will be responsible for paying the re-keying charge for whatever locks must be re-keyed.

If keys are needed outside of key checkout hours, prior arrangements must be made with The Locksmith Crew to make an appointment for signing out a key.

VOLUNTEER/STAFF HOUSING

The Locksmith Crew will be responsible for the re-keying of each volunteer/staff house when any occupants move out. This includes replacing any locks that are worn, and cutting the needed number of keys for the new resident(s). The maintenance of these locks will also be the responsibility of the Locksmith Crew for as long as the house is inhabited. Volunteer/Staff housing work will be fit into the Locksmith Crew's prioritized schedule as instructed by the Physical Plant director (see page 3).

Residents will be asked not to make any copies of staff housing keys off campus. Furthermore, residents should not call an off-campus locksmith for any lock work needing to be done. If keys/work are needed, a resident should contact The Locksmith Crew via a work order, unless it is an emergency, in which case Campus Security should be called. They will call the Locksmith Crew.

If a house key is lost, the necessary locks will be re-keyed by the Locksmith Crew as soon as possible, falling into the prioritized schedule of work as detailed on page three.

THE LOCKSMITH CREW HIRING/PROCEDURAL POLICY

CREW MEMBERS
Student Locksmith Crew members are selected by the Locksmith Supervisor, with input from the Carpentry Supervisor, who is the direct supervisor of the LS (LS and CS). The LS will interview potential candidates as often as necessary before making a decision to hire or not. Certain aspects will decide whether or not a student will be hired on the crew. These include, but are not limited to:
· Apparent trustworthiness
· Reliability
· Previous work record
· Academic integrity
· Class standing. (No first year students are ever hired)
· Work schedule
· Ability to have Campus Driver License

The LS may inquire about the student to previous employers, or any campus person who may be able to provide a character testimony that aids the LS in the decision for hiring the student.

Upon acceptance on the lock crew, the student will be under a probationary evaluation period for the first semester on the crew. The LS will not allow the student to have access to the key vault unsupervised, nor will the student be placed on-call during this probationary period. At the conclusion of the probationary period, the student's performance will be evaluated. Three possible outcomes may result: He or she may be accepted fully as a member of the crew; the probationary period may be extended further; or the student will be asked to find another crew.

Locksmith Crew members are chosen on a strict set of criteria. Since the nature of the work is sensitive, and crewmembers are given a lot of trust, the following set of guidelines must be met before being considered as a potential employee.

· Student must have attended Warren Wilson at least one year.
· Student must not have a negative work history.
· Student must not be on Social or Work Probation.
· Student must not be a convicted felon.

The Locksmith Crew will operate on a "no warning/no benefit of the doubt" policy. This means that if any question of a student's honesty, integrity, or reliability arises, he or she will be asked to find another crew. This includes instances of disciplinary probation outside of the workplace, and outside of school.

Any misuse of keys or access to keys will result in an automatic firing. This holds true for any misuse of locksmith tools such as picks, shims, bolt cutters, etc. Firings will be issued if the student commits an act that warrants it.
All members of the Locksmith Crew agree to a two-year commitment to the crew.
All members of the Locksmith Crew must be able to obtain or already have a campus driver's license. Since driving is a necessary part of Locksmith operations, loss of a license will result in firing or removal from the crew.

After at least one semester on the crew, Locksmith Crew members will be expected to be on a rotating on-call schedule for weekends. Time will be compensated during the work week for weekend on-call duties.

OTHER POLICIES

PERSONAL LOCK WORK
Students, staff, faculty, and other community members may request work to be done for non-school related things. These include:
· Unlocking a bicycle lock that the key was lost to
· Cutting copies of personal keys
· Unlocking a car that the keys were locked in

The Locksmith Crew will honor such requests as decided by the supervisor. However, these requests will not precede any school related work that is going on. Some jobs performed may require a charge to pay for parts used (key blanks, pins, etc.)

Any time a car needs to be unlocked, a waiver absolving the locksmith and the school from any damages possibly incurred must be signed before the work will be done. Again, jobs such as this will be done only when and if there is time, as judged by the LS.