Table of Contents
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These key and access procedures are intended for all partner organizations and employees of the Valley Library. It addresses building access to The Valley Library only. These procedures are made publicly accessible. Key control is an important aspect of security for both personal and organizational property. Ensuring proper key control helps keep everyone in the Valley Library safer. Loss of keys or loss of key control means that access to the building and areas in the building cannot be limited to employees working in the library.
In order to ensure proper security of the building, it is possible that locks may have to be replaced if keys to those areas are lost. The employee who signs for these keys takes on the responsibility for maintaining control of them, and may be held liable for the costs associated with re-keying those locks which the key opened. The relevant university policy for this rule is the Campus Facilities and Grounds Manual, policy 007-13: Building Key Control.
The act of loaning or transferring keys to another individual is prohibited. Keys are intended for individual use unless specifically requested as a shared asset. It is the responsibility of the individual to maintain their assigned key(s), and to turn it (them) in to the Building Manager Key Authority when their position changes, or they are no longer working in the Valley Library. Requests for keys can only be approved by the University Librarian or her designeeKey Authority. Only the Dean of Libraries may designate up to two Key Authorities by emailing OSU Access, Lock, and Key.
If an employee loses or replaced their ID card, they need to let the Key Authority know, so that appropriate action can be taken to reset locks with the new credentials.
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- Once an ID number has been generated for the employee, the supervisor will fill out the online access request form.
- After the Building Manager has signed the access request form, the Key Authority will:
- If required, submit a key request to the key shop for any offices that the employee needs access to.
- E-mail an access pin to the employee until they can receive their ID card from the ID Center and that card is set up in the system.
- The Key Authority will send an Access Request form through DocuSign for the employee to
- add the key duplicate information if applicable.
- sign the form, indicating the employee accepts responsibility for their keys.
- It is the employee’s responsibility to go to theID center to get their keys and ID card. The employee will receive a notification from the key shop when their keys are ready.
- Once the employee has received their ID card, they must notify the Key Authority, so that this new credential can be added to the electronic lock system.
- At the beginning of the month, after the employee starts work, the temporary pin will be deactivated and the employee’s physical prox credential (such as their ID card) will be used to gain access to electronic locks in the library.
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