Key Policy

Misuse of keys or keycards is cause for immediate termination of employment.

Never allow anyone into a unit who is not a resident of that sepcific unit (and always check this fact). If a parent or law enforcement official wants entry to a unit, call the on-call professional staff. You are allowed to use a key to enter a resident's unit only during an emergency. An example would be when a smoke detector is sounding alarm but no one answers the door. Remember, consult your supervisor or professional staff whenever possible.

If a resident loses a key, fill out a maintenance request for a new key and attach a check for the $30 replacement fee. Put the request in maintenance' mailbox. The resident could make the maintenance request online, but he or she will still be charged.

Using Keycards

Insert the card with the magnetic strip down and to the right. When fully inserted, the card triggers a switch that tells the lock to scan the card. The scanning happens while the card is being pulled out. So, the key is to pull the card out smoothly once the scan starts.

• Flashing green lights should indicate that the door is ready to be opened by turning the handle.


• Flashing yellow indicates that either the keycard is invalid (expired or wrong room) or the deadbolt id activated (but the deadbolts are disabled).


• Flashing indicates that the battery is low; a second try should work (still flashing green and red). Maintenance should be alerted to charge the battery.


• Flashing red and yellow indicates that the card is unreadable or defective.

On the edge of the door between the latch and the deadbolt is a small trigger. Pressing this trigger extends the deadbolt. (Doors can be propped open this way.) Turning the interior handle retracts the deadbolt.

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Handling a Locked Out Resident

1. Always verify identity.
   1. Either check a photo ID,
   2. Ask for the PIN which is on the lock out card, or
   3. Log into StarRez and ask personal inforamtion.


2. Always verify room assignment on the printed roster (for most up to date information—lock out cards can bo out of date).


3. Cases to be handled (after steps 1 and 2 above):

   Keycard stopped working:

   Use Saflok to interrogate the card. If the machine chokes and spits the card out the back, the card is defective. Fold the defective card and throw it away. Then program a new card for the resident. If the card is not defective, just reprogram the card. Magnetic or electric fields like cell phones can sometimes affect the cards.

   
   

   Keycard is lost or locked in room or unavailable:

   On the lock out card, write FD for front door, the date and time, your own initials, and get the residents signature. Program a new card and give it to the resident. Explain that the old card is deactivated and that it should be returned within 30 mninutes to return the old card. (The resident keeps the new card.) Write the appropriate information in the column for the returned card. If the old card is lost or if the old card is not returned in 30 minutes, just write Lost Card.

   
   

   Resident needs a metal bedroom key:

   A loaner key can be gotten from the lock out box by the printer. The lock out card needs to be filled out with BR for bedroom key, the date and time, your own initials, and the residents signature. Explain that they have 30 minutes to return the key. After 30 minutes there is a fine every 30 minutes. We cannot allow metal keys to just float around, since they cannot be cancelled like the key cards. When the resident brings the key back, fill in the information for its return.

   
   

   Metal bedroom key is lost:

   A loaner key can be given for 30 minutes just as above. A new key will have to be requested from maintenance and paid for.

The Saflok Program

Opening the Saflok Program

Never close this program. It should always stay open. But if it does close, click the key icon labeled Client. It takes a while to open, and then log in.

If that doesn't work, click the blue CR square, and, after waiting a few seconds, click the key icon.

Programming Keycards

After logging into Saflok, type in the four digit room number (with a dash and with the bed designation A, B, C, or D) such as 03-10A. Fill in the resident's last name and first name. Then set the move out date and hit tab to autofill the expiration date.

Now hit Make Key and hit Yes as many times as you need. When it tells you to insert a keycard, insert one with the correct bedspace designation A, B, C, or D.

If the card is spit out the back of the machine, it is defective. Bend the defective card, and throw it away. Otherwise, the card is returned out the front of the machine, and it is ready to give to the resident.

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