Quick Links

The Library Online Access Request Form

Steps for how to fill out the Online Access Request Form can be found on the Library Spaces Management & Planning wiki space.

Key and Access Policy

These key and access procedures policies are intended for all partner organizations and regular employees of the The Valley Library and its partner organizations and are grounded within University key and access policies. 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.

Keys

Requesting a New Key

Key requests will be initiated by the employee’s supervisor and submitted to the Key Authority for approval using the online Access Request Form. Supervisors requesting keys for their direct reports agree to ensure:

• All keys shall be assigned to a person, not a department, organization, or committee, etc. 
• Ensure all keys are returned for any employees that will no longer be working for the university.
• Understand that it is not permitted to transfer possession of a key to another employee. All keys must be returned to the Key Shop via The Valley Library Key Authority and reassigned to the appropriate person.

The Key Authority will send an Access Request form through DocuSign for the employee to add the key duplicate information if applicable and accept responsibility for their keys.

By signing this form, the employee agrees to Oregon State University Building Key Control policy which states anyone in possession of an Oregon State University building key shall:

• Keep the key in a secure location anytime the key is not in use.
• Immediately report a lost or stolen key.
• In the event the key is lost, then the key holder may be held liable for the costs associated with re-keying the buildings accessed by the lost key.
• Return any key no longer needed to their supervisor.

At The Valley Library, student employees are not issued physical keys. Keys used by student employees are issued as a shared asset under the name of their supervisor and should be returned to the supervisor or a designated area at the end of each shift.

Returning Keys

Supervisors are responsible for making sure employee keys are returned to the key authority. Keys can be returned directly to the Key authority or in the designated key drop box. Once an employee has returned their key to the Key Authority, they are no longer responsible for the key.

Lost keys

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 007 007-13: Building Key Control.The act of loaning or transferring keys to another individual is prohibited.  Keys

Shared Assets

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 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 Key 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 appropriate action can be taken to reset locks with the new credentials.

Onboarding New Employees

Faculty and Staff

A copy of the OSULP new employee checklist can be found on the wiki.  The following lays out the process that a supervisor will follow to acquire building and office access for new employees:

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1. add the key duplicate information if applicable.
2. sign the form, indicating the employee accepts responsibility for their keys.
   

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Student Employees

Supervisors may request access to electronic locks for student employees by using the online access request form.

Student employees are not generally issued physical keys. Keys used by student employees are issued as a shared asset under the name of their supervisor and should be returned to the supervisor or a designated area at the end of each shift.

Requesting a New Key

An employee might need a new key for a variety of reasons – they might change offices or change responsibilities.  It is the supervisor’s responsibility to initiate an access request form for the employee.  

1. The Key Authority will notify the employee receiving the key when their request has been approved and the employee will receive an e-mail from the key shop when their new keys are ready to be picked up. 
2. The Key Authority will send an Access Request form through DocuSign for the employee to
   1. add the key duplicate information if applicable.
   2. sign the form, indicating the employee accepts responsibility for their keys.
3. The employee will turn in their old keys to the library per university policy by dropping their keys in the key drop box on by the 4th floor employee mail boxes. They are not to return their keys to the ID Center.
   

Removing Access

Faculty and Staff

When an employee leaves employment with a library or partner unit, they will go through out-processing.  Part of offboarding will include the turning in or notification to the Key Authority that the employee will no longer be working in the library.  The following process will be used:

1. The employee’s supervisor will notify the Key Authority of the employee’s final date of employment.
2. Employees should drop keys off in a key drop-box in the 4th floor reception area by the staff mailboxes.  Employees may also mail their keys to The Valley Library, attention Key Authority if needed.
3. The Key Authority will return the keys to Facilities Key Shop and update the key-control log.

Student Employees

Supervisors should inform the Key Authority when students have ended their employment with The Valley Library, so that their access is removed from the electronic locks.

Access Support

If there are issues with the individual's physical prox access, then the employee should contact the Key Authority.

Key Control

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Shared assets requested by the Valley Library Key Authority are to be used only by Library employees and Library Partner employees. Third party contractors needing access to any part of The Valley Library are required to contact the University Key and Access shop for key access. Only the University Key and Access shop has the authority to issue building keys to third party contractors.

Key Control

• The Key Authority will run annual audits, using the key-shops roster of access and comparing it to the key-control log to ensure that proper key control is maintained.  Issues of key control will be forwarded to the associated unit supervisor or the point of contact for a partner unit.
• Issues with keys or access can be directed to the Key Authority.
• The key-control log and lists of employee’s ID numbers will be maintained by the Key Authority.  This information will be stored locally on a stand-alone system, or stored in a restricted share drive, limited to access by the Building Manager and library administration.  

Access

All employees will be given access to electronic locks using a non-transferrable credential. In most cases, the employee’s OSU ID cards will be used as the employee credential. Exceptions to this will be authorized by the Access Coordinator. Transferrable credentials such as PINS will not be used.

Supervisors should make their employees aware of the following restrictions:

• Credentials are intended for individual use. Loaning or transferring credentials to another individual is prohibited.
• Credentials should only be used to access the building and its spaces during scheduled work hours.

Requesting Access

Building Access will be requested by Supervisors and submitted to the Access Coordinator for approval using the Access Request form as part of the onboarding process. Employees will acknowledge the Access policies at the same time they acknowledge Key policy by signing the Access Request Form through DocuSign.

Removing Access

When an employee ends their employment at The Valley Library, their supervisor is responsible for notifying the Access Coordinator of the employee’s last day of work, so that their credentials can be removed from the electronic locks.

Lost/Replacement Credentials

If an employee loses or replaces their ID card, they must inform the Access Coordinator, so appropriate action can be taken to reset locks with the new credentials.

Access Control

• Credential access logs will be maintained by the Key Authority.  This information will be stored locally on a stand-alone system, or stored in a restricted share drive, limited to access by the Building Manager and library administration.  
• Data for employee ID numbers and the key-control log will be kept indefinitely, and information deleted as employees leave their units, or turn in their keys.
• Data for credential access for specific electronic locks will be kept quarterly.  This information will be maintained for research room audit purposes. Classroom and study room usage data will be audited through Alma circulation records.  Offices, building, or any other electronic lock access information can be released at the discretion of the Dean of Libraries.