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Library Key and Access Procedures
The Library Online Access Request Form
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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.
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This policy is broken into three sections: in-processing new employees, requesting a new key, and removing access.
In-Processing New Employees
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:
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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.
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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.
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 can either be issued a PIN or have their ID card set up for access to electronic locks so that they can 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:
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