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Frequently Asked Questions about the Key Process

Ordering Keys
How do I order keys?
Do I need to get approval before I submit a key order?
What’s a Key Authorizer and how can I find out who is one in my DLC?

Picking up Keys
How do I know when the keys are ready?
Where do I go to get the keys?
Will I need to show an ID when I pick up the keys?
What happened to the old Key Office in Building E18?

Turning in Keys
What do I do with the keys when I no longer need them?

Locks
How do I get a lock repaired?
Do I have to pay to have a new lock installed?

Additional Information

Ordering Keys

How do I order keys?

The first step in ordering a key is to go to the Building Services tab in SAPweb.

  • Once in SAPweb, click on the Keys link under the Basic Services heading. (You will need an MIT certificate to do this).
  • Fill out the online form and click Submit.
  • Save the MIT Key Request Form as a PDF.

The pdf will contain all of the information you entered in the online form.

  • Email this PDF to a Key Authorizer for your DLC.
  • Be sure to cc yourself on the email you send to the Key Authorizer.

You should not deliver paperwork to the Customer Service Center. The Key Authorizer reviews the request and if approved will forward the request via email to key-request@mit.edu

An email response will be sent to the Key Authorizer (and those included on the email submission) notifying him/her that the request has been received. At this time a number will be assigned to the order in Request Tracker (RT).

Do I need to get approval before I submit a key order?

Yes. All requests must be approved by a Key Authorizer for your DLC. That Key Authorizer will then forward the PDF file to key-request@mit.edu .

What’s a Key Authorizer and how can I find out who is one in my DLC?

A Key Authorizer is usually an administrator or manager who is authorized to order keys within his/her DLC. On the Key Authorizer web page, a person whose name appears in bold is authorized to sign for DLC master keys within his/her area. All others listed are authorized to sign for individual room keys within their DLC.

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Picking up Keys

How do I know when the keys are ready?

The Key Authorizer will receive an email notifying him/her when the keys are ready. Your Key Authorizer will notify you or you may be included on the email. You should not go to the Customer Service Center to pick up keys until you receive notification from the Security and Emergency Management Office (SEMO) or your Key Authorizer.

After the keys are picked up, an email will be sent to close the order.

Where do I go to get the keys?

To the Customer Service Center in Room 7-019. Pick-up times are from 8 AM to 4 PM, Monday through Friday. 

Will I need to show an ID when I pick up the keys?

Yes. Anyone picking up keys must provide the Customer Service Center Representative with a valid MIT ID card in order to pick up the keys. In addition, you will be asked to sign for the keys so that Facilities can track who has received keys. Also, you should know the name of the Key Authorizer who approved the request and forwarded the form or what the Request Tracker number for the order is.

What happened to the old Key Office in Building E18?

Sharon Flanagan, the Key Lady for many years, retired in June 2010. Around that time the functions of the Key Office were transferred to SEMO. SEMO coordinates the distribution for keys as well as installation of new locks and assignment of keys for office moves.

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Turning in Keys

What do I do with the keys when I no longer need them?

When you do not need the keys any longer, you should turn them in to a Key Authorizer in your DLC.

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Locks

How do I get a lock repaired?

To have a lock repaired, go to the Building Services tab in SAPweb. Under the Repairs heading click on Buildings. There is no charge for this service.

Do I have to pay to have a new lock installed?

Yes. Changing or installing new locks is a special service and includes a fee. Go to the Building Services tab in SAPweb. Under the Special Services heading click on Locks.

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Additional Information

If you have any additional questions regarding the key process, call (617) 258-7366 or send an email to SEMO at security-office-keys@mit.edu.

For answers to questions about locksmith services contact Repair and Maintenance at (617) 258-6507.

 RELATED LINKS
 Questions/Comments
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 View Work Orders - Check on previously submitted requests
 Getting Help for Non-Facilities Buildings
 CONTACT INFO

Facilities

Department Directory

SEMO

Robin Arena
Key Office Associate

Customer Service Center

Key Distribution Hours: Mon - Fri 8 AM - 4 PM
Phone: 617-253-4948
Building: 7-019
Email: dof-csc@mit.edu

making MIT work Massachusetts Institute of Technology