Key, ID Card and Access Request Policy
The Safety and Security Department is committed to provide a safe and secure environment for all members of The Cooper Union and visitors to the institution. One important area that the department is responsible for controlling access to institutional facilities and preventing unnecessary or unauthorized access to our campus.
The approval of access to any and all Cooper Union buildings, classrooms, facilities, labs, shops, galleries, halls is granted by the Director of Safety and Security. It is the responsibility of each administrative unit head to review and endorse requests for access submitted by any student or faculty for any of the aforementioned areas. Individual students or faculty seeking approval for access to any classroom, lab or shop must submit them in writing on the appropriate form to their respective Deans Office for approval. The request, if approved by the Dean, Associate Dean or the dean’s designee of the respective school, will then forward the approved request to the Safety and Security Department. The Director of Safety and Security will review the request and if approved authorize the appropriate level of access on the person’s ID card or approve the issuance of a key.
It is the responsibility of all administrative unit heads to ensure compliance with this policy and the associated procedures. The Director of Safety and Security, in collaboration with the Deans, is the only college official that can approve access for students, staff and faculty, and modify access levels as necessary. Administrative unit heads will consider the necessity where access to a particular laboratory or studio implicates considerations of public safety, security, or privacy. Individuals who are charged with the ongoing operation of a space will be notified as to which individuals have been granted access to that space.
ID Card Requests for Incoming Students or New Faculty or Staff
All requests for a new ID card for incoming students, new faculty and staff should be made in writing and submitted by email direct to email@example.com. The request must include the person’s name and colleague number. No ID card can be produced without a colleague number. The Human Resources office generates a colleague number for new employees and the admissions office for new incoming students. An email notification will be made when the ID card is ready. All completed ID cards will be obtained from the security desk in 4 Cooper Square.
Requests for a Key
An individual may request keys that will be used for access to Cooper Union facilities. The request form must be completed and signed by the appropriate administrative unit head, then emailed to firstname.lastname@example.org. Request forms will not be accepted by Buildings and Grounds if they are not approved by the appropriate administrative unit head. The Director of Safety and Security will review all requests for a key and make the final determination on approval. Once approved, the key will be available for pickup at the security desk in 41 Cooper Square.
It should be noted that under normal circumstances, students will not be issued keys, but if needed, would have the ability to sign out the appropriate key at the security desk.
To Request Card Access to a Lab, Shop or any Cooper Union Classroom or Area with Access Controls
Students, staff or faculty seeking approval for access to any classroom, lab or shop must submit them in writing on the appropriate form to their respective Deans Office for approval. Forms are available on the Cooper Union website, Cooper Union - Key-Access Card Request Form.pdf. It is the responsibility of each administrative unit head to review and endorse requests for access submitted by any students, staff or faculty. The request, if approved by the Dean, Associate Dean or administrative assistant of the respective school will then forwarded to email@example.com. The Director of Safety and Security will review the request and if approved authorize the appropriate level of access on the person’s ID card. Any card access to classroom, lab or shops given to students will expire at the end of the semester.
The loss or theft of any key or ID card must be reported to the Director of Safety and Security.
To report the loss or theft of an ID card, or if it is not scanning, please complete the Lost ID Form and either email it to firstname.lastname@example.org or leave a printed copy at the security desk in 41 Cooper Square. Once the new ID is produced, it can be picked up at the security desk in 41 Cooper Square.
By signing acknowledgment of receipt, the key and or ID card holder agrees to the following conditions:
- All members of the college community are responsible for having their Cooper Union ID card with them while on campus at all times.
- When entering or leaving an area that is locked, a key and or ID cardholder shall not permit any unauthorized individual to enter that area.
- An individual entering or leaving a locked building or area shall be responsible for securing the same.
- All key and or ID card holders are required to report any security issues, unsafe conditions which threaten public safety or any other hazards or conditions which could impact on the safety and security of The Cooper Union community and or its facilities.
- Under no circumstances is a key or ID card to be transferred from one individual to another or to be obtained from any source other than the Safety and Security Department.
- Allowing other individuals to use your Cooper Union ID card to gain entry on to Cooper’s campus or to use campus facilities is a violation of this policy and may result in that person receiving a summons for criminal trespass and subject the actual cardholder disciplinary action.
Change in Status
The status of a key and or ID card holder may change. The Dean, Assistant Dean or appropriate administrative unit head must confer with The Director of Safety and Security to approve any changes to keys or ID cards. Key holders changing offices must surrender their old key before being issued a new key.
Keys remain the property of The Cooper Union. Keys and ID cards will be returned to Safety and Security upon termination, extended leave or graduation.