Overview

The role of the Electronic Locks Coordinator is to program and maintenance the electronic door locks throughout the building. Common tasks include creating and assigning credentials, programming credentials into the locks, collecting audit data from the locks, maintaining the locks by regularly replacing the batteries, and troubleshooting problems with the locks. This manual will cover everything related to working with the electronic locks.

Electronic Locks: Types, Location and Ownership 

There are currently 4 different models of electronic locks in Valley Library. Valley Library is responsible for programming most, but not all of the locks. Detailed documentation about lock construction and parts can be found in the Room Coordinator's desk in a file labeled "Study Room Lock Specs."

• CM 5500 series Mortise Locks 

  • Purchased and Installed in 2006
  • Locks are an all-in-one system which means when the electronics die, the entire lock will need to be replaced.
  • Locks are installed in the following doors: Study Rooms, Grad Commons Research Rooms, consultation rooms, and the small classrooms (5420 and 6420).
  • Valley Library is responsible for all of these locks.

• AD-200

  • Most were purchased and installed in Spring, 2016. 
  • Locks are modular which means that the electronics can be replaced when they die without needing to replace the entire lock.
  • The electronics can also be upgraded to expand the types of credentials accepted. This is unnecessary for Valley Library.

• CO-200

  • Most were purchased and installed in Spring, 2019.
  • Locks are modular which means that the prox reader can be replaced if it dies without needing to replace the entire lock.

• LE

  • First purchased Spring, 2021. Additional locks were purchased Winter, 2022.
  • Being used to replace the CM 5500 locks on the study room doors.
  • Also used by Our Little Village (3564).
  • These locks will be using the Allegion Engage App for programming via bluetooth

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Schlage Express Software

The Schlage Express software is what we use to program all of our electronic locks. The electronic locks allow access to a room with a key card, key fob, or PIN. Granting a user access to a particular door involves two distinct parts:

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• Creating a New Credential will show you how to create a user profile, add credentials and assign access rights.
• Programming Electronic locks will show you how to generate and transfer a programming file to the HHD, program the lock, and back-up the file when you are finished.
• /wiki/spaces/space/pages/55085930 addresses the types of credentials and access assigned to staff and student workers
• Creating a Replacement Key Card gives detailed instructions for replacing a study room or research room key card.
• Gathering Lock Audit Data goes over the process for collecting lock usage data. This data is gathered as part of enforcing minimum usage policy requirements for research rooms.
• Smart Time will explain how to program a lock so that it will lock or unlock on its own at specified times.

Current software version

CM 5500, CO-200, AD-200

• Valley Library uses Schlage SMS Express 4.2.0 (as of 06/12/2019).
• The current version was purchased April, 2019
• Updates can be downloaded, but you need to call Allegion because the downloads are not easily found.

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• Use the Allegion Engage App and are programmed via bluetooth using smart key cards and a mobile device.
• This App is a free download but requires creating a user account.
• Login credentials can be found in the Room Coordinator Binder.

Programming Peripherals

In addition to the computer and programming software, you will use several peripheral items. These include:

CM 5500, CO-200, AD-200

• Handheld device (HHD)

  • This is used to transfer programming information from the computer to the lock and lock usage data from the lock to the computer.
  • Uses Schlage Utility Software
  • Connects to Windows 10 using a patch installed remotely by Allegion

• USB autosync cable

  •  Used for connecting the HHD to AD-200 and CO-200 locks

• Serial autosync cable 

  • Used for connecting the HHD to CM 5500 locks

• Enrollment Reader (CRP2)

  • This is the same technology as what the locks use to read the data from a credential
  • This is used to identify the serial number of a prox chip when creating a new credential 
  • This is also used to determine if a prox chip is still functioning

• A Programming Credential

  • Currently a fob but can also be a key card

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• Mobile device with the Allegion Engage app-currently an Apple Ipad
• MT 20 Multi-Technology Enrollment reader
  • This reads the credentials and uploads them into the app for lock programming

Getting Started with CM-5500, CO-200, and AD-200 locks

Logging On

The SMS Express software is on a Library Spaces computer.

• Log in to the computer using your local login
• A shortcut for SMS Express is on the desktop.
• The login information for this software is in the Room Coordinator binder located in the Room Coordinator's office, room 4657.

Working with Facility Files

• Facility files are the database files used by SMS Express.
• Valley Library has several facility files. These files were developed based on door location instead of use because usage changes, but location does not.
• The facility files are as follows:
  • Floor 1
  • Floors 2, 3, 4
  • Floor 5
  • Floor 6
• Each facility file almost needs to be treated as a separate building because each file has its own group of users and credentials.
  • This is why floors 2, 3 & 4 are in the same facility. This facility includes all of the staff work areas in the building with electronic locks.
• If someone needs access to doors in more than one facility, you will need to create their user profile in each file. User profiles do not carryover from one facility to another.
  • The most common instance of this occurring with SCARC staff who also need access to 5420, Barnard, on the 5th floor.
• Each time you program locks, you will want to back-up the facility when you are finished. This is critical.

Getting Started with LE locks

Logging On

The Engage programming software is entirely online. The login credentials can be found in the Room Coordinator binder located in the Room Coordinator's office, room 4657.

• Log in to the Allegion Engage software
• A list of users appears on the home page. Clicking on a user will show you if they have a credential and what doors that credential can access.
• For key cards, we assign them to a user named "room number, copy number".
• Unlike SMS Express, you cannot see the credential serial number once it has been added and assigned. If a user has more than one credential, it is impossible to tell which one is which.

Syncing locks

• Once you have made changes in the program, such as adding a new user and assigning credentials with access to doors, the changes will be automatically uploaded online.
• Open the Engage app on the Ipad to sync the programming to the locks. You must be within range of the lock to sync. The closer to the door you are, the less drain you will put on the lock's batteries.

Vocabulary

• Audits: Audits are the the record of lock usage. This data is collected by Schlage SMS Express and can be downloaded and analyzed to determine which credentials have been used to open doors and how often.
• Bit Formats: This determines the pattern of data on a prox chip. Valley library uses 26 bit chips which is currently the industry standard and should be compatible with most electronic locks. OSU ID cards also have prox chips in them. They are currently a 26 bit format but the ID Center may be switching to a 35 bit format in the near future. The new cards are being purchased from Schlage, so they are compatible with Valley Library locks.
• Credentials: This is essentially the "key" someone uses to unlock a door. The credential can come in many different forms. Valley Library uses codes (PINS), cards, and fobs. 
• Enrollment Reader: The enrollment reader reads the serial number on the prox chip. When connected to the computer, it will populate the serial number field in the programming software. If the reader is unable to read the number, it means the credential is damaged and needs to be replaced.
• Facility Code: This is a 3 digit code assigned to a batch of key cards and fobs. The Facility code can usually be found on the box or tube holding new key cards and fobs.
• Facility File: Files are called Facilities in SMS Express. The electronic locks in Valley Library are separated into several different facility files, based largely on user group usage. Because the locks have been added incrementally, sometimes the groupings may seem strange.
• Fob: This is a proximity chip credential. They are small and grey and can be added to a key chain.
• Hot Stamp: Each key card has a 4-5 digit prox code. The key cards purchase by Valley Library have this code "stamped" on the back of the card. The prox code can be used to determine the serial number if the serial reader is unavailable.
• Key Card: This is a proximity chip credential in a card format. Valley Library uses key cards as credentials for research rooms and study rooms. OSU ID cards are also proximity chip credentials.
• Prox chip or Proximity chip: This is the chip inside cards and fobs. When placed near the lock, the reader in the lock induces a current in the card. The current powers the chip in the card and allows the card to then transmit data (specifically the chip's serial number) to the lock.
• Prox lookup tool: This is a website utilized by the ID Center. It allows you to determine the prox chip code and facility code of an OSU ID card. Access must be granted by the ID Center.
• Serial Number: Each prox chip has a serial number assigned to it. When programming locks, the serial number is how the locks identify authorized credentials.

Software Support

• Support website
  • Navigation: Electronic Locks tab < More < CM Series Locks
  • Their website isn't designed very well, so sometimes it is difficult to find information that you need.

• 877-671-7011

• Additional contact information

Maintenance

Key Card Replacement

• Each morning Circulation desk staff check for missing key cards and inform the Room Coordinator who tracks how long a key has been missing. Keys that have been missing for more than 3 days should be replaced.
• If a key is damaged or quits working, Circulation desk staff will complete a follow-up form and put the key card will be put in the Circulation inbox behind the Circulation desk.
• A copy of the follow-up form will be sent to library.maintenance@oregonstate.edu.

Research Rooms

Key Card Replacement

• Create replacement keys for damaged and lost keys.
• When damaged and lost keys are reported to Circulation, a follow-up form will be completed with a copy emailed to library.maintenance@oregonstate.edu. Damaged key cards will be put in the Circulation desk inbox.
• If the room is currently checked out when a key is lost or damaged, copy 2 of the key will be checked out to the patron. Copy 2 is kept in the Circulation Locked Closet.
• Bill key cards that are lost.

Lock Maintenance

• Create replacement key cards (non-functioning or physically damaged) for research rooms.
• Replacing batteries in door locks. This should be done once per year for research rooms. 
• Program locks for staff access as needed. Usually Grad Commons staff.
• Graduate Writing Center has 2 fobs for their use programmed into the locks for doors 6171, 6812, 6822, 6420

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1. Replace key cards, batteries and general electronic lock troubleshooting.
2. If need be, analyze audit data and enforce minimum usage requirements by contacting patrons, and if need be, evicting patrons from their rooms.

Employee Credential back up duties

1. Assign temporary PINS to new employees and communicate with employee managers (for both full-time staff and student workers).
2. Update employee credential spreadsheets.

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