ARE YOU A STUDENT LIVING IN RESIDENCE?
For information on how to replace a lost/broken key, please visit the Housing Services Website.
Access to the Key Request Portal is restricted. Policies regarding ordering keys vary by department. Please consult your Facility Manager or Departmental Key Coordinator if the Key Request Portal icon does not appear in your Maximo Service Request Catalogue.
Inquiries can also be directed to the Key Control Services team, facilities@yorku.ca
Access the Maximo Service Request Catalogue here: https://maximo.info.yorku.ca
You will be required to provide the following information:
- Departmental Contact Name and Extension number (Administrative Assistant/Key Coordinator/Department Representative responsible for key distribution).
- Name of the key recipient(s) (Indicate Faculty/Staff/Student/Departmental Key Cabinet)
- Type of key (door, cabinet, etc…)
- Building
- Room number or key number
- Number of keys required
- Budget account number
- Date
- Departmental Authorization
- Master Key questionnaire (if applicable)
ALL KEY REQUESTS ARE REVIEWED BY SECURITY. Requests may be refused or returned for clarification if information is missing or if additional details are required.
Requests are typically processed within 7-10 days, once they are approved and routed to the Key Control Services. For large orders (greater than 50) please allow 20 days for processing.
- Clients will receive an e-mail notification when key requests are ready for pick-up.
- Key requests are to be picked up from Security Services, Community Safety Service Desk.
- During the current COVID-19 pandemic operations, community members are asked to email David Timmins at dtimmins@yorku.ca and Mae Springer mspring@yorku.ca to arrange a pick up time.
- Once confirmed, community members can attend at the specified date/time, Monday to Friday between the hours of 10:30 am - 5:00 pm at the William Small Centre Suite 210 located at the top of stairs to lower level, Tim Hortons).
- Upon arrival, please use the intercom in the hallway outside suite 210 to contact a staff member for assistance.
- Keys must be picked up by the “Contact Name” on the Service Request. An alternate pick-up person can be provided within the request form.
- ID and proof of key request must be provided at pick-up.
- A Key Issue Authorization Agreement must be signed
All keys are the property of York University and are not to be copied.
When ordering keys, always be aware of what they open:
- Change key: All doors have individual keys, known as “change keys”
- Sub-Master key: Opens multiple doors within an area assigned to a Faculty, department, or unit
- Master Key: Opens most doors in a building
Broken/Bent Keys
Broken or bent keys must be returned to Campus Security to be replaced. A Key Request must be submitted so Security and Key Control can process the replacement.
Key Transfers
Keys may be transferred from one employee to another with the approval of the local Facility Manager, Key Coordinator or designated authority (i.e.: Department Chair, Dean, Director, Manager or Supervisor) The local area must retain the approval on file and update all associated records.
Lost / Misplaced Key Report Form
All lost keys must be reported to Security in a timely manner. A Security Incident Report Number will be issued for reference. This incident number is required within the Key Request form to request a replacement key. To maintain campus security, Key Control Services will process a lock change for any doors associated with the lost key. Overriding the requirement for a lock change will require approval from the local Facility Manager and Security Services. Lock changes are chargeable requests billed to a Faculty or department.
Lock Changes
Lock changes are done for several reasons:
- Security Control – I.E.: If keys are lost or stolen, if a room is broken into or if an employee quits their job or is terminated and does not return his/her key(s).
- Faculty or departmental relocations or renovations
- Revised Faculty or Departmental requirements
Lock changes are chargeable and billed to the associated Faculty or Department.
Key Cutting Fees
Key requests are billed at the rate of $10.00 per key.
Lock Change Fees
Lock changes are billed at the minimum rate of 2 hours labour. The base fee also covers the cost of materials. Cost may vary. Additional labour and material costs may be charged, depending on the complexity of the work required. Please consult the Key Control Services team if an estimate is required. Please e-mail facilities@yorku.ca for support.
Doors with Card Access
All doors equipped with card access must also have a key override cylinder installed and be supported by Maintenance.
What is a department key cabinet?
Many Faculties, departments, and sub-units have assigned spaces with multiple uses and users. Key cabinets are used to control keys that are issued and returned. Each area is responsible for controlling the distribution of local keys and to maintain up-to-date records.
For further information regarding the University’s Access Control policy, click here(https://secretariat-policies.info.yorku.ca/policies/access-control)
For further information regarding the University’s Access Control Framework, click here (https://www.yorku.ca/dfa).