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• 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.

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• 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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Study Room back-up duties

1. Replace key cards as needed.
   1. Check the circulation inbox for damaged key cards
2. Replace batteries in the locks if a lock is slow to unlock or isn't responding at all.

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