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Hi (Employee name), Welcome to Valley Library! We are happy you will be joining us. Below I’ve outlined steps to getting you access to the building. Keys: You will be getting keys issued to you for the building. You should be getting an email soon from the Lock & Key Shop letting you know your keys are ready to be picked up from the ID Center in the MU. You will also be getting an email saying you have a DocuSign form to sign titled “OSULP Access Request Form”. Please do not sign this form until you have picked up your keys. The form asks for information you won’t have until you pick up your keys. Once you get your keys, you will need to enter the duplicate number for each key on the form. The form already has the 7 digit alpha-numeric key number. The duplicate number is the 3 digit number on the key below the 7 digit alpha-numeric key number. In the attached photo, it is the number underlined in blue. Please enter that number next to the appropriate key number on the form. Because you have more than one key, please be careful to ensure you are entering the correct duplicate number on each line. You should be getting ( x ) keys.
If you have any trouble with any of these keys, please let us know. On rare occasions, a key is not cut well and won’t work. Electronic Locks: There are several electronic locks throughout the building. Your ID card will be programmed into the locks, acting as a key, after you get it. The locks are programmed based on a chip in your card, not your ID number, so if you get a new card in the future, please let me know. I will need to program the locks for your new card. I have issued you a temporary PIN to use in case your ID card doesn’t work for some reason. This PIN will open many of the electronic locks in the building. It goes without saying, but I’m going to say it anyway, please do not share this PIN with anyone. (Employee Supervisor) also has your PIN in case you forget it/can’t find this email in the onslaught of messages you will get, etc. To use your PIN, simply enter it into the keypad and wait for the light to turn green. If you make a mistake, just give the lock a moment to reset and try again. Your PIN: XXXXXX Building Access: When entering the building outside open hours, use the loading dock door on the west side of the building. Your keys will not work on any of the exterior doors including this door, but it has an electronic lock. Your PIN already works on this door. I will be adding your ID card to this lock soon. Once that has been done, your PIN will be deactivated, and you will need to use your ID card to access the building. Hold the card over the keypad (don’t swipe) until the Schlage button turns green. You will hear the door unlock. Don’t hesitate to email me if you have any questions. Kind regards, |
DocuSign Access Request Form
This form serves two purposes.
- Employee acknowledges the key and access policy when being issued access.
- Employee shares the duplicate numbers for each key used for key control records.
The Access Request form is a DocuSign template that the Key Authority should have access to. Once it is complete, a copy goes to all signers (Key Authority, Employee), the Executive Assistant to the Dean of Libraries, and the Building Manager. To complete the form, you will need to know:
- Employee Name
- Employee Department
- Employee OSU ID number
- Employee Position Titile
- Electronic lock access being granted
- Number for each key being issued and a description of which areas the key to which the key grants access
All but the last two bullets are included in the Asana task description when a supervisor submits the request. The supervisor will indicate which areas the employee needs access to, but the Key Authority is responsible for understanding exactly which areas that includes. Standard and nonstandard areas of access are described in Requesting/Returning Building Keys. Information about the corresponding key numbers can be found in the "Issued Keys List" spreadsheet in the first tab "Keys by Dept." (S:> Restricted Share > Admin > Building > Keys > Physical Keys > Issued Keys List). The first tab of this spreadsheet can also be found in the "Key Authority" binder.
- Once the employee has picked up their keys and completed their portion of the Access Request form, you will need to update the key records.
- Add the employee name, key number and key duplicate number, employee department and date issued to the "Issued Keys List" spreadsheet.
- Save a copy of the Access Request form.