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School of Engineering

 

Policy for issuing University Keys to School of Engineering Undergraduate Students

Many Engineering undergraduate students, predominantly 4th year thesis students, require access to School facilities after hours, in order to work on their research and/or design projects. The School of Engineering is happy to support these students, subject to the following provisos.

• Receipt of written approval from the student’s supervisor (i.e. thesis supervisor and/or Subject Coordinator);
• The student pays a deposit of $20 per key to the School Office, refunded when the key is returned; and
• The student sign a Student Key Declaration in the presence of School Office staff.

By signing the Student Key Declaration, students agree to abide by all the rules that are listed on the Declaration. If for any reason a student is not abiding by those rules, all keys issued will be withdrawn and their deposit forfeited.

If a student loses one, or more, allocated University keys, he/she must complete a Statutory Declaration that must be submitted to the School Office, once it is approved by a Justice of the Peace. The $20 will be forfeit for each lost key.

If the student does not return all of the keys that they were issued and if they fail to submit a Statutory Declaration, the School may withhold grades in the relevant subjects that required facilities access in the first place.

Procedure

  1. Academic (thesis supervisor, Subject Coordinator) sends an email to Helen Shorthouse requesting that their undergraduate student be issued keys to access specified School rooms/labs after hours. This email must include the student’s name, and a list of rooms that they have been given authority to access.
  2. The student then visits the School of Engineering Office to collect their keys from Helen Shorthouse. Before any keys are issued, the student must sign the Key Declaration and pay a deposit of $20 per key. The student will be issued with a receipt for each key deposited.
  3. Before the end of the calendar year or following the completion of their project, whichever is sooner, the student must return all issued University keys to Helen Shorthouse in the School of Engineering Office. Helen will refund the $20 key deposit for each key returned.
  4. If a student loses a key for any reason, they must submit a Statutory Declaration for each key that they have lost. This Declaration must to be approved by a Justice of the Peace and submitted to Helen Shorthouse in the School of Engineering Office.

Contact for Queries: Helen Shorthouse or Shirley Bruce