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Steps for requesting keys/access
- Key Building Access requests must be initiated by an employee's supervisor. Employees cannot request their own keysaccess.
- Complete the Online Requests are initiated by completing the online Access Request form to request both physical keys and electronic lock accesslinked above.
- Supervisors are required to enter employee information including name, department, position title and OSU ID number.
- If the employee needs access beyond the standard department access, supervisors can request this additional access in the optional portion of the form.
- Submit the request to the Building Manager
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- The form is for both physical keys and electronic lock access. If the supervisor is uncertain about which areas to request, please refer to the tables below outlining standard and non-standard areas of access for each department.
- Submit the request to the Building Manager.
- Once the Building Manager has approved the request, keys will be ordered and electronic locks will be programed.
- A DocuSign form will be initiated by the Building Manager for the employee to sign acknowledging OSULP's access policy.
- The employee will complete the DocuSign form after they have picked up their keys.
Physical Keys
Each department has a standard set of keys issued to employees.
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| Department | |||
|---|---|---|---|
| Ecampus | As Needed | Ecampus Media Rooms | Recording studios and storage |
| Ecampus | Limited Access | Telecom Closet | 4022 |
| RAS | As Needed | RAS Annex | RAS shared spaces (3730, RAS Annex) |
| SCARC | As Needed | DPU Faculty Offices/Storage | Faculty Offices/Storage--3757-3763 |
| SCARC | As Needed | Vault |
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Electronic Lock Access
For the most part, employees are given access to electronic locks based upon the department they work in. If the employee needs additional electronic lock access is needed, please consult with Rachel Burgess or Lucinda Amerman for guidance before completing the forminclude that in the request.
Standard Access by Department
LEAD, Master Key Holders: Pass-through credentials for all electronic locks
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Grad Commons Staff: Exterior and Interior Loading Dock doors, Staff Lounge (3779), 6th floor Consultation rooms, 6th floor Classroom, 6th floor Grad Commons offices as needed.
Employees
- Your supervisor will submit a request to the Building Manager
- Building Manager will submit a request to the Key Shop.
- The employee will receive an email from the Key Shop when the key is ready to be picked up.
- After the employee picks up their keys, the employee will complete and sign the access request form acknowledging receipt of their keys.
- By signing, the employee acknowledges their responsibility for their keys and Valley Library Key and Access policy.
- This hard copy will be kept in the employee's personnel file.
- Employee will receive a temporary PIN to use for the electronic locks until the Room Coordinator has updated the locks with the employee's OSU ID card.
- If the employee's card doesn't work, is lost, or the employee gets a replacement OSU ID card, the employee needs to notify the Room Coordinator.
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- Building Manager will review assigned electronic access and physical keys on the Access Request form and make any changed they deem necessary through DocuSign. Building Manager will approve requests for key accessapprove or deny request. If there are any discrepancies with the request, the Building Manager will contact the Room Coordinator or requesting manager to clarify.
- With the assistance of the Room Coordinator, Building Manager will request physical keys from the Key Shop, ensure electronic lock access has been granted, and initiate the DocuSign form outlining OSULP Building Access policy for the employee to sign.
- Once the Access Request DocuSign form has been completed by all partiesand signed, the Building Manager will print a hard copy of the signed document and place it in the employee's personnel file.
- Building Manager will maintain the Valley Library's records of issued building keys.
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- After the Supervisor has submitted the Access Request form, it will be routed to the Room Coordinator who will indicate electronic access and physical keys to be approved by the Building Manager.
- Once the Access Request form has been approved by the Building Manager, the Room Coordinator will assign a temporary PIN to the new employee, contacting the employee and the employee's manager. Room coordinator will initiate the DocuSign document for the Building manager and employee to sign.
- Approximately twice a month the Room Coordinator will update the electronic locks.
- New OSU ID cards will be added to the locks
- Temporary PINS will be removed
- Room Coordinator will contact the employee and the employee's manager when an OSU ID card has been programmed into the lock.
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