Keys and Locks

General Policy

The use of a key by anyone other than the person assigned to the suite or room for which the key is being used is prohibited. Please note: this does not prohibit University-authorized personnel from accessing rooms in conjunction with the performance of their duties.
 
Residents may not borrow keys from each other, nor are residents permitted to lend anyone their room key. The duplication of keys by anyone other than University-authorized personnel is prohibited. The creation and/or use of "dummy keys" for the purpose of entering a residential room or suite is prohibited.
 
In order to maintain an appropriate level of personal and community security, residents should carry keys with them at all times. Residents should not leave them in room and suite door locks or other locations outside of their residence hall room or suite for the purpose of gaining entry.
 
For more information about obtaining a guest pass, please visit Guest Passes.

Key Loan Policy

A key loan occurs when a resident borrows a key from the Hartley Hospitality Desk in order to gain access to his or her assigned room. The resident must complete a form requesting a temporary key and acknowledging that the key will be returned within four hours. Late charges will be assessed for keys not returned within 4 hours. If the resident has an extenuating circumstance that prohibits him or her from returning the temporary key within four hours, an extension may be granted. This extension must be approved prior to the scheduled return of the key.

Each resident is granted three complimentary key loans per term. Once a resident exceeds three key loans, s/he will be subject to a $10 fee.  Each subsequent key loan is subject to a $10 fee.  There is no rollover of unused complimentary key loans at the end of each term.

 Columbia Housing will inform a resident via e-mail if/when s/he:

  • has exceeded three complimentary key loans.
  • has incurred a $10 fee. 

Columbia Housing extends a grace period on all key loan requests through September 21.  Beginning September 22, any temporary key issued is tracked in a resident’s record. Key loan records are reset on the first day of classes for each term.

To Top

Key Assist Policy

A key assist occurs when a staff member travels to a resident’s assigned room or suite to unlock the door given the resident’s inability to travel to the Hartley Hospitality Desk. Residents are granted one complimentary key assist per term. Each subsequent key assist is subject to a $20 service fee.  Requests are tracked by term and are reset on the first day of classes for each term. There is no rollover of unused complimentary key assists at the end of each term.

Columbia Housing will inform a resident via e-mail if/when s/he:

  • has used his or her complimentary key assist.
  • has incurred a $20 service fee.

To Top

Proxy Escort Policy

A proxy escort occurs when, with the permission of the resident to whom a room is assigned, a staff member grants a non-resident entry to a room or suite in order to retrieve something left behind.   Proxy escort requests are tracked by term and are reset on the first day of classes for each term. 

A proxy escort is granted only if a resident assigned to an applicable room or suite emails Columbia Housing from his or her Columbia University email account to request access for an explicitly designated non-resident.  The email must indicate the item(s) that the designated non-resident may retrieve from the room and the date and time that access is requested for the non-resident. The accompanying staff member will verify that only the item(s) identified by the resident are retrieved.

Residents are granted one complimentary proxy escort per term. Each subsequent proxy escort is subject to a $20 service fee. There is no rollover of unused complimentary proxy escorts at the end of each term.

Columbia Housing will inform a resident via e-mail if/when s/he:

  • has used his or her complimentary proxy escort.
  • has incurred a $20 service fee. 

 To Top