Library Key and Access Procedures
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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.
If an employee loses or replaced their ID card, they need to let the Building Manager know so that appropriate action can be taken to reset locks with the new credentials.
This policy is broken into three sections: in-processing new employees, requesting a new key, and removing access.
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A copy of the OSULP new employee checklist can be found on the wiki. The following lays out the process that a supervisor will follow to acquire building and office access for new employees:
1. Once an ID number has been generated for the employee, the supervisor will fill out the online access request form.
2. Once all responsible parties have signed the After the Building Manager has 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. E-mail an access pin to the employee until they can receive their ID card from the ID Center and that card is set up in the system.
c. Schedule a time for the employee to stop by the Building Manager's office to physically sign the form, indicating they accept responsibility for their keys.
3. 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.
a. Once the employee has received their ID card, they must notify the Building Manager so that this new credential can be added to the electronic lock system.
4. 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.
Requesting a New Key
An employee might need a new key for a variety of reasons – they might change offices or change responsibilities. Either way, it is the supervisor’s responsibility to initiate an access request form for the employee. The Building Manager will notify the employee receiving the key when their request has been approved and they will receive an e-mail from the key shop when their new keys are ready to be picked up. The employee will turn in their key at the time they pick up their new key. If no key is being turned in, then that will be annotated on the access request form.
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 can either be issued a PIN or have their ID card set up for access to electronic locks so that they can use to access those areas of the library.
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