Students, faculty, and staff may receive keys to specific facilities on campus, such as classrooms, labs, lounges, and practice rooms, after an appropriate key request is submitted and approved. To simplify this process, we have compiled a list of frequently asked questions regarding key requests. Office of Residence Life (ORL) and the Department of Public Safety (DPS) collaborate on key requests and returns.
How are keys requested and distributed?
The professor, supervisor, or department head of the employee must initiate all key requests.
Key approvals can only be made by a department head or higher. Key requests are made to email@example.com. Please allow up to 72 hours for processing before keys are ready. Please submit a new request for each set of keys you are requesting.
For an employee to receive keys, they must be in the Banner system and must have set up their Northeastern email. The employee information will not import into our system until they have set up their email. This must also be done in order to receive an ID card, which must be created prior to keys being distributed. For students to receive keys, they must have a clear Student Account and present their student ID.
If the key is in stock, we will notify the requester that the employee or student may pick it up and sign it out from the DPS Key Hub in CPM. If the key is not in stock, a key request will be made and a notification sent to the requestor informing them of the delay. Please allow three to four business days for new keys to be made. An email will be sent to the supervisor/key requester when the key is ready.
All students and employees are required to present their ID when picking up keys. The student or employee will sign to agree to the key holder’s responsibilities. Keys cannot be signed out on someone else’s behalf.
What are DPS Key Hub hours?
The DPS Key Hub, in CPM, is open:
8:00 am–4:00 pm
By appointment only after hours or on Thursday and Friday
Who is required to pay a key deposit?
Interns, volunteers, contractors, temporary employees, visiting artists, and guest lecturers will be assessed a $25 per key deposit. The maximum deposit is $75 per person for three or more keys. Payment of key deposits may be taken in cash, Visa, Mastercard, or a check made out to Mills College at Northeastern. Upon returning the key by the approved deadline, deposits will be refunded in a form designated by Finance (typically cash, check rebate, or through credit card refund).
Lounge keys may be signed out by current students who meet the eligibility requirements for each lounge and have completed the Lounge Key Access list. This document is available to students through their Student Portal. The lounges are run & maintained by OSA (Office of Student Activities), but keys are distributed through Office of Residential Life (ORL) Completing the Lounge Key Access list, having a clear student account, and presenting a valid ID enables students to sign out lounge keys. Lounge keys are due back to ORL at the end of each academic year. Lounge keys are not available over the summer as all of the lounges go offline during that time.
These keys are issued beginning on the Wednesday of the second week after classes commence. The sponsoring faculty member and department head sends an email (to firstname.lastname@example.org) listing the students who have access or a signed Key Request Form for each student.
The request must identify:
-Specific buildings and room numbers to which each student needs access
-Specific deadline for the keys to be returned
-Banner # (B00XXXXXX)
Since we have multiple copies of most standard classroom keys, turnaround times are relatively quick, but please wait for a reply from email@example.com before sending students/staff/faculty to our office. After approvals have been received and the keys are deemed available, departments will be notified that the keys are ready for pick up. It is the responsibility of each individual department to notify their students/staff/faculty to pick up keys at the DPS Key Hub at CPM noting that students/staff/faculty must bring their Northeastern ID and student must additionally make sure that their student account is clear.
Why do we need approvals and signatures in order to release keys?
ORL and DPS need to know that a recipient of a key is authorized to enter those areas. This is critical to maintaining a safe and secure campus. Only faculty, staff, and students working for or attending the College have a right to access the facilities. Department heads and supervisors must take care in granting access on a limited basis so recipients have only the access they need.
How do I put in a request for more keys to be cut, or ask for a lock change?
All requests for additional keys, master keys, and lock changes must go through ORL. ORL will ensure that all the proper approvals are in place and that the correct keys are being distributed. Do not submit a work order. If you submit a work order, it will be canceled.
How do I request a master key?
All master key requests must be approved by your department head. This is the same process used for all key requests (see “How are keys requested and distributed?”). After the department head submits the request, ORL will contact the Director of Auxiliary Services to review the request. A notice will be sent to the requester and department head letting them know whether the master key request has been approved and how and when to pick it up.
Why does ORL charge for missing keys?
Lost keys are very expensive to replace. Often rooms and/or buildings must be re-keyed in the event of a lost key. The missing key charges help to offset this expense. Each key has a $25 replacement fee if lost. In some cases, lost or stolen keys can result in fines of $100 or more per key if a lock change is required. If a key has been stolen, and a police report is filed, ORL may waive the cost of rekeying a lock and an ID replacement. However, the $25 replacement fee will not be waived.
Replacement Key Fee Structure: (per key)
Grand Masters–assessed on a case-by-case basis
Building Maste–$500 minimum
Art/Music/Book Arts – $100 (without a lock change)
Housing Key–$100 (requires lock change)
Non-Housing Key–$25 *(with exception to departments above)
What do I do with my keys when I leave Mills?
When you leave the College, all keys must be returned to the DPS Key Hub at CPM. If any keys are missing or not returned, you will be charged $25 (minimum) per key. The fine could increase to $100 or more per key if a lock change is required. Lost or unreturned Book Arts, Art, and Music keys cost $100 per key. The cost of lost building master keys will be a minimum of $500; if multiple locks need to be changed the individual will pay for each lock change at a cost of a $100 each. Master keys are extremely expensive, so take great care if you receive one.
If you are leaving the College you must return all your keys to ORL.
I have a bunch of keys that I never use and am not sure what they open. What do I do with them?
Return any keys that no longer work, or are not in use, to the ORL office. Fines for missing keys signed out prior to 2006 will not be charged. Be sure to keep your receipt documenting the key return, so there is a record that you returned the key and you will not be fined at a later date.
I have changed positions and would like to give some keys to a coworker, how do I do that?
Keys are NOT transferable. All key distributions and returns MUST go through DPS. To request new keys email firstname.lastname@example.org