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Access Request Form

Key and Access Policy

Types of Access

Because The Valley Library uses both mechanical and electronic locks, there are two types of access supervisors may request for their direct reports. Both requests require completing the Access Request Form. You may request both types of access at the same time.

• Keys
  • Allows access to mechanical locks
  • Not issued to student employees
• Electronic Credentials
  • Grants access to electronic locks
  • Issued to Faculty, Staff, Student Employees, and Partners.

Requesting Keys-Supervisors Only

Steps for requesting keys/access

• Building Access requests must be initiated by an employee's supervisor. Employees cannot request their own access.
• Requests are initiated by completing the online Access Request form.
• Supervisors are required to enter employee information including name, department, position title, and OSU ID number.
• If the supervisor is uncertain about which areas to request, please refer to the tables below outlining standard and non-standard areas of access for each department.
• Submit the request to the Key Authority.
• Once the Key Authority has approved the request, keys will be ordered.
• A DocuSign form will be initiated by the Key Authority for the employee to sign acknowledging OSULP's access policy.
• The employee will complete the DocuSign form after they have picked up their keys.

Physical Keys

Each department has a standard set of keys issued to employees. 

• Some keys are issued to everyone in the department, regardless of their position within the department.
• Some keys are issued based upon specific access needs within the department.

The tables below identify standard and additional access for each department. Supervisors should refer to this table if they are uncertain about what optional access they may need to request for their employee.

Standard Access by Department

Nonstandard Access by Department

Requesting Electronic Lock Access-Supervisors Only

Steps for requesting access

• Electronic Lock Access requests must be initiated by an employee's supervisor. Employees cannot request their own access.
• Requests are initiated by completing the online Access Request form.
  • Access for multiple student employees can be requested in one request by selecting "student employee" on the form.
• Supervisors are required to enter employee information including name, department, position title, and OSU ID number.
• If the supervisor is uncertain about which areas to request, please refer to the tables below outlining standard and non-standard areas of access for each department.
• Submit the request to the Key Authority.
• Once the Key Authority has approved the request, a temporary PIN will be issued, typically via email with the employee's supervisor cc'd. Employees should not share this PIN with anyone.
• The Key Authority will program the employee's credential (an OSU ID card) into the locks; within 2 weeks, the PIN will be deactivated.

Electronic Lock Access

Each department has a standard set of keys issued to employees. 

• All Library Employees will be given the following access:
  • Exterior building access,
  • 2011 (LEAD),
  • 3730 (RAS, R&L, OSU Press),
  • H4160 (4th floor hallway to Library Admin),
  • 3779 (Staff Room).
• This does not include employees from non-library employees who work within The Valley Library.
• Additional access by department is listed in the table below.

Supervisors should refer to this table if they are uncertain about what optional access they may need to request for their employee.

Nonstandard Access by Department

Employees

• Your supervisor will submit a request to the Building Manager
• The Key Authority will submit a request to the Key Shop.
• The employee will receive an email from the Key Authority Coordinator with information about:
  • a temporary PIN
  • instructions for accessing electronic locks until the Access Coordinator has updated the locks with the employee's OSU ID card
  • information about the keys that have been ordered for them and what spaces those keys access
• The employee will receive an email from the Key Shop when the key is ready to be picked up from the ID Center, located in the Memorial Union.
• The employee will receive an email to sign from DocuSign for this Access Request to be completed after the employee picks up their keys.
  
  • The employee will enter the duplicate numbers from their issued keys into the form and sign the form.
  • By signing, the employee acknowledges their responsibility for their keys and Valley Library Key and Access policy.
• If the employee's ID card doesn't work, is lost, or the employee gets a replacement OSU ID card, the employee needs to notify the Access Coordinator.

Key Authority

• The Key Authority will review the Access Request form and approve or deny request. If there are any discrepancies with the request, the Key Authority will contact the requesting manager to clarify.
• The Key authority will email the employee and their supervisor with a temporary PIN, instructions for picking up their keys, and instructions for completing the DocuSign form.
• The Key Authority will request physical keys from the Key Shop and initiate the DocuSign form outlining OSULP Building Access policy for the employee to sign.
• Once the DocuSign form has been completed and signed, the employee, Key Authority, Building Manager, and Executive Assistant to the Dean of Libraries will get a copy.
• The Key Authority will maintain a file of signed Access Request Forms on the Restricted drive.
• The Key Authority will coordinate with the Access Coordinator to ensure electronic lock access has been granted.
• The Key Authority will maintain the Valley Library's records of issued building keys.

Access Coordinator

• After the Supervisor has submitted the Access Request form, tasks will be assigned to the Key Authority and Access Coordinator through specialized software.
• Once the Access Request form has been approved by the Key Authority, the Access Coordinator will assign a temporary PIN and inform the Key Authority.
• Approximately twice a month the Access Coordinator will update the electronic locks.
  • New OSU ID cards will be added to the locks
  • Temporary PINS will be removed
• Access Coordinator will contact the employee and the employee's manager when an OSU ID card has been programmed into the lock.

Picking Up Keys

• Employees will receive an email from the key shop when keys are ready to be picked up.
• Keys are picked up from the ID Center located in the Memorial Union.
• Employees will need to show their OSU ID card when picking up their keys.

More details about the Key Shop's process for issuing keys can be found here

Returning Keys

Managers

• When an employee is the leaving the employment of Valley Library, Managers will notify the Key Authority of the employee's final date of employment.

Employees

• Employees will return their physical keys to the Key Authority. Employees can return the key to:
  • Key Authority
  • Key drop box on the 4th floor by the mailboxes
• Once the employee has returned the key to the Key Authority, they are no longer responsible for the key.

Key Authority

• Key Authority will update the Valley Library's record of issued keys.
• Key Authority will return the key(s) to the Key Shop and keep a record of the date keys are returned to the Key Shop.

Access Coordinator

• Access Coordinator will remove employee's OSU ID card from the electronic locks after the employee's final date of employment.

Shared Assets

A shared asset is a key that is used by multiple people. Because the key does not remain in the possession of one person, requesting a shared access has different requirements.

• A shared asset must have a clearly defined purpose and be approved by the Building Manager.
• A shared asset is usually assigned to the Building Manager.
• A shared asset uses a different process.