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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 Room Coordinator with information about:
  • a temporary PIN
  • instructions for accessing electronic locks until the Room Coordinator has updated the locks with the employee's OSU ID card
  • information about the keys that have been ordered for them and what spaces those keys access
• The employee will receive an email from the Key Shop when the key is ready to be picked up from the ID Center, located in the Memorial Union.
• The employee will receive an email to sign from DocuSign for this Access Request to be completed after the employee picks up their keys.
  
  • The employee will enter the duplicate numbers from their issued keys into the form and sign the form.
  • By signing, the employee acknowledges their responsibility for their keys and Valley Library Key and Access policy.
  • A hard copy will be kept in the employee's personnel file.
• If the employee's ID 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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• 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.

Picking Up Keys

• Employees will receive an email from the key shop when keys are ready to be picked up.
• Keys are picked up from the ID Center located in the Memorial Union.
• Employees will need to show their OSU ID card when picking up their keys.

More details about the Key Shop's process for issuing keys can be found here

Returning Keys

Managers

• When an employee is the leaving the employment of Valley Library, Managers will notify the Building Manager and the Room Coordinator of the employee's final date of employment.

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