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One of the most common tasks for the Key Authority is to order keys from the Key and Lock shop for employees. Details about this process can be found here.
- Keys are requested by an employee's supervisor using the online Access Request Form.
- A task will automatically be created in the Access Request Project board in Asana. The Key Authority will specifically need to:
- Order Keys
- Email the employee explaining the process
- Initiate the Access Request DocuSign form for the employee to complete after they have picked up their keys.
- Update the "Issued Keys" spreadsheet once the employee has completed the Access Request form with the key duplicate numbers.
- Save a copy of the completed Access Request form to the Admin Shared folder.
- The Key Authority will also need to coordinate with the /wiki/spaces/space/pages/55088458 who programs employee ID cards into the building electronic locks.
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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 and Removing Building KeysAccess. 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 Access Request form has been signed by the employee, the Key Authority will download a copy and save it to S:> Restricted Share > Admin > Building > Keys > Access Request Forms > (Current Academic Year) as Employee Last Name-Employee First Name.
Updating Key Control Records
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.
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Add the employee name, key number and key duplicate number, employee department and date issued to the "Issued Keys List" spreadsheet
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(S:> Restricted Share > Admin > Building > Keys > Physical Keys > Issued Keys List) under the current academic year tab.