Key and Access Card Policy

Effective Date: September 9, 2009


Security of Viterbo University buildings and facility spaces is essential for the protection of individuals and Viterbo University assets. To ensure security, physical plant is responsible for establishing and maintaining a key system and an ID/door access card system. The key system includes the installation and maintenance of locks, and the disbursement and replacement of keys for Viterbo facilities, fleet vehicles, and equipment. The ID/door access card system includes taking employee and student ID photos, maintaining the card access computer data base, and printing, replacement, and distribution of all IDs.

Door Cards/IDs

Door cards/IDs are provided to students and employees at no cost for the first one issued. If the ID is lost, damaged (punched holes, etc.) or stolen, the replacement fee is $20 and can be purchased at the Physical Plant Department located at the corner of Eighth Street and Winnebago Street. Cash or check payment only for replacement ID cards.


    Building and room keys are issued as required to all employees, students living on campus, and selected vendors, contractors, and consultants. Keys issued to non-employees are subject to the same requirements as employees.
    Employees - The president, vice-presidents, and deans are responsible for determining what keys department employees are authorized to obtain. Requests for keys must be submitted via email by these department heads to the physical plant administrative assistant. Keys can be picked up at the physical plant front desk upon approval and appointment. Employee signature cards are maintained as record of keys issued. New employees must show identification when picking up keys. Keys must be safeguarded and used properly at all times. All keys must be returned to physical plant when no longer needed, when employees are reassigned, or if keys become unusable due to rekeying or remodeling. All keys must be returned to human resources or physical plant upon employment termination. Lost, stolen, or unreturned keys are subject to a $50 fee for each individual room key and  a $100 fee for each master key. Legal action is possible for uncollected fees.
    Students - Keys to residence halls and theme houses are inventoried, maintained, and distributed by the office of residence life. Students must ensure keys are safeguarded and used properly at all times. All keys must be returned to residence life when no longer needed. Lost, stolen, or unreturned keys are subject to a $65 fee for each individual room key. Legal action is possible for uncollected fees.
    Fleet vehicle keys - Keys can only be checked out by the authorized person reserving a Viterbo fleet vehicle. Vehicle reservation requests should be made by email only. Keys are available for pick-up at the physical plant office front desk by appointment. See Fleet Vehicle Policy for more information.
  • Broken keys will be replaced without charge if the broken key is returned to physical plant for exchange.
  • Anyone finding a key should immediately report and return keys to physical plant or Viterbo security.
  • All keys issued remain the property of Viterbo University. Keys for Viterbo facilities must not be reproduced, duplicated, or obtained from any source other than the physical plant department.