Business Affairs

Key Policy

Scope
The following key policy addresses categories of keys, criteria for obtaining a key, authorization of key assignments, due date for return of key, and fines for late and lost keys checked out to IU Jacobs School of Music faculty, students, and non-School of Music persons.

Categories of Keys
Administrative Office Keys
Administrative office keys are for the use of faculty, staff, and hourly employees for conducting business on behalf of the IU Jacobs School of Music.
AI Studio Keys
AI studio keys are for the use of Associate Instructors to teach private lessons, coach chamber groups, and hold office hours.
Classroom Keys
Classroom keys are for the use of faculty and students who conduct classes in locked classrooms.
Faculty Studio Keys
Faculty studio keys are for the use of faculty for teaching, and for the use of students who need access to material or instruments in faculty member's studio.
Practice room Keys
Practice room keys are for the use of students who need to practice instruments such as percussion, piano, Steinway, harp, harpsichord, organ, or engage in reed making in locked practice rooms.
Temporary Keys
Temporary keys are for people who have been assigned to a classroom for one-time use (through the Events Coordinator), for a short period of time, or in cases where a key has become temporarily unavailable (for example, left at home, or locked inside a studio). Keys must be returned by the date and time given and signed for. Late fees will apply for each key: 1st day llate is $5 and each week after that is $25 per key. Returning keys late or not following contract rules may result in losing key privileges.

Criteria for Obtaining a Key
Written permission from a faculty or staff member must be submitted to the Music Facilities Office at somfac [at] indiana [dot] edu. Please fill out and attach the Excel spreadsheet, key request form, and send to somfac [at] indiana [dot] edu.
Steinway practice rooms must be authorized by the Scheduling Office each semester.

EVERYONE CHECKING OUT A KEY MUST PRESENT THEIR CRIMSON CARD TO OBTAIN A KEY EACH TIME THEY CHECK OUT A KEY. If you have the old Indiana University I.D. it is no longer valid even though the date on the card has not expired. If you do not have your Crimson Card on you then you will not be allowed to sign out a key (this includes faculty members).

Steinway Practice Piano
The Steinway Graduate Practice Agreement must be completed at the Scheduling Office prior to receiving the key from the Music Facilities Office. Each individual will be personally responsible for his or her own key(s). Keys are not to be shared, doors are to remained locked at all times, windows are not to be covered at any time, no food or drinks are to be in the room, no items are to be laid on the pianos.
A key contract is mandatory.

Authorization of Key Assignment
Written authorization is required from a faculty or staff member for all key assignments. Please fill out and attach the Excel spreadsheet, key request form, and send to somfac [at] indiana [dot] edu. (when sending in authorization we need to know whether the student is enrolled - make sure to look that information up and that you give an accurrate answer. We do not want to know IF they will be enrolled. We need to know if they ARE CURRENTLY ENROLLED).


For students use, faculty studio keys require written permission from the faculty member, while Classroom keys, Practice room keys, AI studio keys, and Administrative Office keys may be authorized by a faculty or staff member.

**When authorizing keys: You can authorize for Fall, Spring, or Academic Year (Fall & Spring both). You CANNOT authorize for Summer. Summer must be authorized separately toward the end of the Spring Semester. When authorizing Summer keys you cannot authorize keys for the coming Fall/Spring Semesters along with Summer. You may submit Fall/Spring authorizations toward the end of the Summer Semester.**

Faculty studio keys require written permission from the faculty member that is assigned that studio. Classroom keys, Practice rooms keys, AI studio keys, and Administrative Office keys may be authorized by proper faculty or appointed staff member.

Authorization of Key Assignment - SUMMER SESSION
Requests for keys during the summer need to follow the Criteria for Obtaining a Key and submit a key request form. If not enrolled for summer sessions, a refundable $150.00 per key is required. The due date will be the last day of final exams.***Summer authorization MUST be separate from ALL OTHER SEMESTERS. We will not accept authorizations for FAll, Spring, and Summer OR Spring and Summer OR Summer, Fall OR Summer, Fall, and Spring. SUMMER IS ALWAYS TO BE SEPARATE FROM ALL OTHER SEMESTERS. When sending in SUMMER authorizations it is VERY important to let us know if the student is enrolled at the time you fill out the authorization. If they are not currently enrolled the answer is to be NO. We do not want to have yes listed because they are "expected" to be enrolled in time. We need accurate information in real time please.***

DUE DATES FOR RETURN OF A KEY:

Part A-Students Use of Keys
All classrooms, practice rooms, AI studio, and faculty studio keys must be returned by the last day of final exams for the fall, spring, or summer semester.
Any student who leaves the Jacobs School of Music before the end of the semester must return his or her key(s) immediately. It is the responsibility of the key holder to know their contract and due dates of each key. Indefinite key assignments will not be permitted to students, A.I.'s, or G.A.'s.

Part B-Faculty and Staff Use of Keys
Administrative Office, Faculty Studio and Classroom keys may be retained. Indefinite key status can only be held by Faculty (no contract for employment with term expiration date) and Appointed Staff (the position held is fully funded and a permanant position) as long as they are employed by the Jacobs School of Music and have use for the room. if you have not used a room for more than a semester please return the key and it can be checked out again when needed please. Indefinite key assignments will not be permitted for hourly employees, student employees, visitors, Non-JSoM personnel, volunteers, visiting faculty, or Adjuncts.

Part C-Non-School of Music Persons Use of Keys
Keys should be returned by the date indicated on the key contract. Non-School of Music persons will not be permitted indefinite keys and may be subject to $150 deposit per key.

Fines
Late Key
Late return of a key will result in an automatic, non-refundable fine of $30.00 effective the day after the key is due. The charge for a late key will be charged to individual's bursar account. If the key is not returned in one month, it will be considered lost. See Lost Key below.

Lost Key
Loss of a key will result in a minimum fine of $60.00, plus the cost of re-coring and re-keying any and all doors affected, up to and including an entire building. The charge for a lost key will be charged to the individual's bursar account.

Electronic Locks
Some studios are controlled by an electronic lock and open with your campus ID card. For more information about access to these rooms, please contact the responsible faculty member or the Administrative Secretary in charge of keys.