Viterbo University Key and ID Badge Procedures

Viterbo University ID Badge Procedures/Information:

Viterbo University ID Badges are provided to students and employees at no cost for the first one issued. If the ID badge is lost, damaged (punched holes, etc.) or stolen, the replacement fee is $20 and can be purchased at the Physical Plant Department located on campus at 727 Winnebago Street, Monday-Friday 7:00am-3:00pm. Cash or check payment only for replacement ID badges. Lost or stolen ID badges must be reported to Physical Plant and Campus Safety and Security within 24 hours of the discovery of the loss or theft.

ID badges serve several functions. They provide identification for Viterbo University personnel. They allow access to the Amie Mathy Fitness Center as well as Athletics sporting events. They are used in the Caf, the Pod, and Einsteins for individuals on meal plans. They are used at the Library to check out materials. They also grant access to buildings via the door-card readers at exterior doors. Students and employees will need their ID badges to access these exterior doors when they are locked evenings and weekends. Some campus doors are always locked and need ID badge access to open.

First Year Students obtain their initial ID badge either at the Student Transition and Registration (STAR) event held in the summer or during their Orientation right before the semester starts. Students who are unable to attend STAR or their Orientations, may stop in at the Physical Plant Monday-Friday, 7:00am-3:00pm to obtain an ID badge. Please call 608-796-3920 to schedule an appointment.  If students are unable to come to campus during those times, they may email dmpopp@viterbo.edu with a photo of themselves (similar to a passport photo) and an ID badge will be created for them and mailed to their preferred address via USPS.

Faculty and staff will obtain their initial ID badge during the Human Resources onboarding process. Adjuct Faculty may stop in at the Physical Plant Monday-Friday, 7:00am-3:00pm to obtain their ID badge. Please call 608-796-3920 to schedule an appointment. If those times do not work with schedules, Adjunct Faculty may email dmpopp@viterbo.edu with a photo of themselves (similar to a passport photo) and an ID badge will be created for them and mailed to their preferred address via USPS.

Viterbo University Key Procedures/Information:

• KEY ASSIGNMENT
  Building and room keys are issued as required to all employees, students living on campus, and selected vendors, contractors, and consultants. Keys issued to non-employees are subject to the same requirements as employees. Keys are not transferable.

• AUTHORIZATION
  • Employees - The president, vice-presidents, deans, department chairs, or supervisors are responsible for determining what keys department employees are authorized to obtain.
    • Human Resources Department will initiate a Key Request Etrieve form for supervisors to request keys from Physical Plant for new hires. Supervisors of current employees requesting a change in office venue, submit a request to the Space Allocation Committee. If this request is approved, the Space Allocation Committee will initiate a Key Request Etrieve form for the supervisors to request keys from Physical Plant for office moves of current employees.  Supervisors of employees needing additional key access due to additional work duties will email dmpopp@viterbo.edu to request the additional keys for their employees.
    • Once the Key Request Etrieve form is completed by supervisors, Physical Plant will prepare the keys. In the case of new hires, keys will be ready by onboarding and in the case of an office move or additional keys requested, Physical Plant will notify the employee when keys are ready. 
    • Keys must be safeguarded and used properly at all times. All keys must be returned to Physical Plant when no longer needed, when employees are reassigned, or if keys become unusable due to rekeying or remodeling. All keys must be returned to Human Resources or Physical Plant upon employment termination. 
  • Students - Keys to residence halls are inventoried, maintained, and distributed by the office of        Residence Life. Students must ensure keys are safeguarded and used properly at all times. All keys must be returned to Residence Life when no longer needed.

• Lost or stolen keys – lost or stolen keys must be reported to Campus Safety and Security and the Physical Plant office within 24 hours of the discovery of the loss or theft. Replacement keys may be issued and are subject to replacement fees at the cost to the individual indicated below. Employees either pay this fee by way of cash/check at the Physical Plant or by way of credit card at the Business Office. Students will pay this fee according to the procedures of Residence Life.
  • Employees
    • $75.00 for individual room key (key which operates only one door)
    • $100.00 for building master/sub-master key (key which operates multiple doors within a single building)
    • $300.00 for grand master key (key which operates both exterior and interior locks across multiple campus buildings)
    • $500.00 maximum out of pocket fine per event
  • Students  
    • $75.00 for individual room key
    • $100.00 for Clare Apartment key

• Broken keys will be replaced without charge if the broken key is returned to Physical Plant for exchange.
• Anyone finding a key should immediately report and return keys to Physical Plant or Viterbo Safety and Security.
• All keys issued remain the property of Viterbo University. Keys for Viterbo facilities must not be reproduced, duplicated, or obtained from any source other than the physical plant department.

Effective Date: April 1, 2025