As of August 1, 2025: you will be charged $25 for each key, plus a $2 admin fee per transaction. We accept credit card or ACH payment.

Please use the following instructions for requesting keys.

You are requesting key(s) for the first time

Email the following 3 documents to .

1. PDF/forwarded email of written approval from authorized faculty or staff. The email must specify which rooms you will need access to.
2. Key Issuance Form
   1. Fill in your information, including name, position, UW Net ID, and email. Please fill in your forwarding address, which is required in order to issue your refund upon returning of keys. Please do not E-Sign the document, rather type in your name. “Signing” it will make the form no longer editable.
   2. Fill in the Building, Room Number, and Deposit amount on the form.
3. Receipt of payment
   1. Pay for your keys using the ESS Key Store link. A $25 deposit is required for each key issued and will be refunded upon the return of the key. Please note a non-refundable $2 admin fee will apply per transaction.

For example, for 2 keys will cost: $25 (key 1) + $25 (key 2) + $2 admin fee = total $52.

Staff will notify you when your keys are ready for pick up from the Front Office, JHN 070.

You already have a key issuance form on file

Email the following 2 documents to .

1. PDF/forwarded email of written approval from authorized faculty or staff. The email must specify which rooms you will need access to.
2. Receipt of payment
   1. Pay for your keys using the ESS Key Store link. A $25 deposit is required for each key issued and will be refunded upon the return of the key. Please note a non-refundable $2 admin fee will apply per transaction.

For example, for 2 keys will cost: $25 (key 1) + $25 (key 2) + $2 admin fee = total $52.

Staff will notify you when your keys are ready for pick up from the Front Office, JHN 070.

Short-Term Visitors

If you have a short-term visiting student/scholar (2 months or less), you (sponsoring faculty) may write a check for a key(s) for us to keep on file as collateral. When the visitor returns the key, we will return the check to you.

Key Returns and Refunds

Once you no longer require access to a space, you need to return your keys. Upon doing so in the front office, please verify your forwarding address. This address is where a check will be mailed with your refund, so it is important it is up to date. If you are graduating or moving, please be sure you can receive mail at the address provided. All key deposits are refundable (not including the $2 admin fee). If you return a key within one year, the refund will be processed to the original credit card or bank account. For transactions older than a year, a physical check will be mailed.