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Overview

There are a total of 89 locks in the library that require their batteries Electronic locks are battery operated which means the batteries need to be changed annually. This includes:

• Group Study rooms
• 90 day Research rooms
• Small Classrooms (1420, 5420, and 6420)
• Willamette East & West
• Autzen
• Several staff areas

The exception is room 1563: the lactation room. This lock is managed by Childcare and Family Resources.

Four AA batteries are required per door. With a total of 89 rooms, a complete battery change requires 356 batteries. The process takes approximately 8 hours. Rooms do not have to be reprogrammed after a battery change.

Battery replacement for CM Series lock (old locks)

Supplies

• Check-off form
• Philips head screwdriver or cordless drill
• 4 AA batteries per lock
• Study Rooms Master key

Steps to replace batteries

• The battery compartment is located under the interior latch, secured by four Philips head screws, one at each corner. 
• Remove all 4 screws while carefully holding on to the back of the lock so it doesn't fall. 
• Carefully pull the piece off of the door.
• This is most easily done with the door closed. 
  • When you do this, you are locking yourself in the room. Don't freak out.
  • The piece you are removing will look like this.

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• The part remaining on the door will have a square hole that should have a peg with a spring on it. Sometimes the peg will fall out. Some of the doors are missing the spring.When you put it back in, make sure the rounded end is outward facing. 

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• Remove the old batteries and replace with new ones.
• Fit the back panel back, being careful to line up the peg and spring. Then replace the screws. 
  • Take care to sink the screws properly; if you don't, the threads inside the panel will be stripped and the screw will not screw in completely. It may also cause damage to the panel.
  • A good trick is to put the screw in by hand, turn it counter-clockwise until you feel the screw slip into place. Then carefully turn the screw clockwise by hand a rotation or two to properly thread the screw.
• Finally, pull on the handle to make sure that the latch engages. If it doesn't, remove the back panel again and check whether the batteries and the spring and pin are in correctly.
• Record completion of door.
• When all doors have been completed, record in table at the bottom of this page.

Battery replacement for CO-200 & AD-200 locks (newer locks)

These locks need to be changed more often, probably twice per year. 

Supplies

• Check-off form
• Philips head screwdriver or cordless drill
• 4 AA batteries per lock
• Master Key card for New locks

Steps to replace batteries

regularly. However, not all locks are equal in usage and priority of access. If a study room lock dies unexpectedly, it isn't nearly as problematic as the locks in the loading dock area. The schedule of maintenance takes these factors into consideration. Additionally, the Valley Library is not responsible for maintaining all of the electronic locks in the building. Some are managed by other groups. This page outlines:

• Which locks are maintained by The Valley Library
• Schedule of maintenance
• How to replace batteries
• Troubleshooting tips

Locks managed by other units

SMS

• 1420
• 2035

Childcare and Family Resources

• 1563–Lactation Room

Maintenance Schedule

Every 2 months

• Both locks in the loading dock area (2711)
• Currently the first week of odd numbered months

Every 3 months

• Locks for all other staff areas
• Currently scheduled the first week of September, December, March, and June.
• Note that twice a year staff locks and the loading dock locks are changed at the same time.

September

• Research room and study room locks are changed the first week of September.
• This ensures the batteries are freshest during our busiest time of year, beginning of Fall term.
• Staff areas and the loading dock locks are also changed in September which means every electronic lock should have the batteries changed during the first week of September.

Annual Summer Unlock

Every summer we use the Smart Time feature to set the 5th floor study rooms to automatically unlock during the day. Patrons are not required to reserve 5th floor study rooms or check out the key card at the Circulation desk during the summer. At the end of summer intersession, the locks are set to automatically lock again. Important steps to remember when programming for Summer Unlock:

1. Verify building hours for summer before setting SmarTime
2. Start time is when the library opens for the day and End time is 15 minutes after the library closes for the day.
3. There will be a separate profile for Mondays-Thursdays, Fridays, Saturdays, and Sundays depending on the summer schedule.

Battery Replacement

You should gather the supplies listed below when replacing batteries, especially if you are doing multiple locks.

• Check-off form (found in Box>Library Maintenance>Electronic Locks
• Philips head screwdriver with PH#1 (For LE Locks)
• Philips head screwdriver with PH#2 (For CO/AD Locks)
• 4 AA batteries per lock
• Master key

CO-200 & AD-200 locks

• The battery compartment is located under the interior latch, secured by one Philips head screw. 

• After unscrewing, remove the cover to expose the battery pack. Remove one of the side screws on the band holding the battery pack in place. The cover needs to be pulled Then pull the cover down and out. 

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• After unscrewing, remove the cover to expose the battery pack. The cover needs to be pulled down and out. 

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• This is what it looks like when the battery pack is out. Be sure not to disconnect the red & black wires.

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• Replace the batteries

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• .
• Test the lock by using your master key to make sure the

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• lock is

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• properly working before screwing everything back together

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• . 
  • The door is unlocked if all the of the latches retract and become flush with the side of the door

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• • .

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• Put everything back together and replace screw by hand

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• tightening.

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• Avoid over

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• tightening the screws.

To replace batteries for all other doors:

1. Gather batteries, a Philips head screwdriver, the master keycard, and a checklist of all the study rooms. The screwdriver is in the toolbox in the locked closet. Batteries are ordered through the supplies person.
2. Open the door that you want to change the batteries. Using the Philips head screwdriver remove all four screws at the back panel of the lock. 
3. Carefully remove the panel. Take note at how the the spring and peg fit together as you remove them. If they happen to come out, replace them in their correct positions. The latch doesn't operate without the spring, which is the part that tends to fall off. 
4. Remove the old batteries and replace with new ones.
5. Fit the back panel back and replace the screws. Take care to sink the screws properly; if you don't, the threads inside the panel will be stripped and the screw will not screw in completely. In this case the panel is damaged and can only be fixed by replacement. 
6. Finally, pull on the handle to make sure that the latch engages. If it doesn't, remove the back panel again and check whether the batteries and the spring and pin are in correctly.
7. Record completion of door.
8. When all doors have been completed, record in table below.

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LE Locks

• Remove the single screw at the top of the battery cover on the backside of the lock. You will need a #1 Phillips head screwdriver for this because the screws are very small.

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• Replace the four batteries
• Screw the battery cover back into place.

Documentation

It is important to maintain documentation including spec files, operator manuals, purchasing and maintenance records, etc. for the electronic locks. These will be useful when troubleshooting problems.

Troubleshooting Locks