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Types of Credentials by User Groups

• Key cards

  • Study rooms, Research rooms and Classrooms use key cards
  • The key cards are purchased by Library Spaces and kept by the Room Coordinator
  • They are labeled using a label maker and a record is created in Alma for these credentials.
  • Key cards are checked out to patrons at the Circulation desk.

• OSU ID cards

  • Used primarily by OSU staff. We do not use this credential for student employees, unless they request it. (COVID-19 Exception–Student employees now use ID cards as their credential because they need exterior door access to the loading dock.)
  • OSU ID cards have a proximity chip in them that can be utilized as a credential for Valley Library locks.
  • Cards are programmed using the card's hotstamp and facility code.
  • The hotstamp and facility code can be looked up by OSU ID number through a prox lookup website. Access to this website must be requested from the ID Center.
  • Using this data, a credential is created in the software and programmed into the door locks.

• Key fobs

  • Used primarily by departments. Examples include:
    • DAS, Honors College, Information Desk.
  • The Room Coordinator has a supply of key fobs that can be programmed as credentials.
  • These are generally labeled with a key tag.

• Personal Identification Numbers (PIN)

  • PINs are issued as temporary credentials.
  • They are always given an expiration date.
  • Tracked on a spreadsheet managed by the Room Coordinator.

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• People
  • Faculty, staff and student employees each have a user profile in Schlage Express
  • People user groups are primarily by library department or partner group

• Doors

  • This is used primarily in the facilities for 1st, 5th, and 6th for study rooms and research rooms.
  • Credentials for a door must be assigned to a user. Credentials are usually a key card.
  • Because the rooms are used by multiple patrons, it is not realistic to give each patron their own credential to use the room. 
  • Instead, the door becomes the user. 
    • Credentials for the room are then assigned to the room's door. 
    • Each door is given two credentials (copy 1 & copy 2). 
    • These are the key cards we check out at the Circulation desk.
  • We could use Circulation as the user, but then Circulation would have hundreds of credentials, and that isn't practical either.

• Keys

  • This group is for credentials that are used as shared assets.
  • It includes:
    • Key cards in the Circ locked closet such as master key cards for rooms, freeze and toggle credentials, and circulating staff credentials.
    • Credentials for outside departments like Campus Printing and Mailing.

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