Library Key and Access Procedures
...
In order to ensure proper security of the building, it is possible that locks may have to be replaced if keys to those areas are lost. The employee who signs for these keys takes on the responsibility for maintaining control of them, and may be held liable for the costs associated with re-keying those locks which the key opened. The relevant university policy for this rule is the Campus Facilities and Grounds Manual, policy 007-13: Building Key Control.
The act of loaning or transferring keys to another individual is prohibited. Keys are intended for individual use. It is the responsibility of the individual to maintain their key, and to turn it in to the Building Manager when their position changes or they are no longer working in the Valley Library. Requests for keys can only be approved by the University Librarian or her designee.
...
2. Once all responsible parties have signed the access request form, the Building Manager will:
a. If required, submit a key request to the key shop for any offices that the employee needs access to.
b. Input the employee’s access ID number into the electronic lock system so that they have access to the building, staff lounge, and any other rooms required for the employee’s position.
3. The Building Manager will provide the employee’s supervisor with a printed copy of the employee’s access request form listing the rooms they have access too.
a. The Building Manager will write a temporary access pin on the access request form, that can be used until the employee receives their ID card from the ID Center and their card is set up in the system.
b. At the beginning of the month, after the employee starts work, the temporary pin will be deactivated and the employee’s physical prox credential (such as their ID card) will be used to gain access to electronic locks in the library.
4. It is the employee’s responsibility to go to the key shop and ID center to get their key and ID. The employee will receive a notification from the key shop when their keys are ready.
...
New keys or access for student employees can be issued through the same process. However, key requests must be issued to a student’s classified or unclassified supervisor, who is responsible for ensuring return of the key when the student is no longer working for their unit. For electronic locks, student employees will be issued a PIN that they can use to access those areas of the library.
Removing Access
When an employee leaves employment with a library or partner unit, they will go through out-processing. Part of out-processing will include the turning in or notification of the Building Manager that the employee will no longer be working in the library. The following process will be used:
...
Data for credential access for specific electronic locks will be kept quarterly. This information will only be maintained for research room audit purposes. Classroom and study room usage data will be audited through Alma circulation records. Offices, building, or any other electronic lock access information can be released at the discretion of the University Librarian.
...