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Access Request Form

Key and Access Policy

Requesting Keys

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.
• The form is for both physical keys and electronic lock access. 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 Building ManagerKey Authority.
• Once the Building Manager Key Authority has approved the request, keys will be ordered and electronic locks will be programed.
• A DocuSign form will be initiated by the Building Manager 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

For the most part, employees are given access to electronic locks based upon the department they work in. If the employee needs additional access, please include that in the request.

Standard Access by Department

LEAD, Master Key Holders: Pass-through credentials for all electronic locks

RAS: Exterior and Interior Loading Dock doors, Staff Lounge (3779), Shared Staff Work Spaces (2011, 3730, H4160)

SCARC: Exterior and Interior Loading Dock doors, Staff Lounge (3779), Shared Staff Work Spaces (2011, 3730, H4160), Barnard Classroom (5420)

TED: Exterior and Interior Loading Dock doors, Staff Lounge (3779), Shared Staff Work Spaces (2011, 3730, H4160), Autzen and Willamette Classrooms, Meeting room (2511), Storage Closet (3094)

Ecampus: Exterior and Interior Loading Dock doors, Staff Lounge (3779), Ecampus Shared Staff Work Space (H4200)

Little Village, RWS: Exterior and Interior Loading Dock doors, Staff Lounge (3779), RAS Staff Work Spaces (3730)

SMS: Exterior and Interior Loading Dock doors, Staff Lounge (3779), LEAD Staff Work Spaces (2011), Willamette West (3622). SMS also programs electronic locks for their spaces (1420, 2013, 2021, 2035, 4563)

-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
• Building Manager The Key Authority will submit a request to the Key Shop.
• The employee will receive an email from the Room Key Authority Coordinator with information about:
  • a temporary PIN
  • instructions for accessing electronic locks until the Room 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.
  • A hard copy will be kept in the employee's personnel file.
• 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 Room Access Coordinator.

Building Manager

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 Building Manager Key Authority will contact the Room Coordinator or requesting manager to clarify.
• With the assistance of the Room Coordinator, Building Manager 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 , ensure electronic lock access has been granted, 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 will print a hard copy of the signed document and place it in the employee's personnel file.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, it tasks will be routed assigned to the Room Coordinator who will indicate electronic access and physical keys to be approved by the Building ManagerKey Authority and Access Coordinator through specialized software.
• Once the Access Request form has been approved by the Building ManagerKey Authority, the Room Access Coordinator will assign a temporary PIN to the new employee, contacting the employee and the employee's manager. Room coordinator will initiate the DocuSign document for the Building manager and employee to sign.and inform the Key Authority.
• Approximately twice a month the Room Access Coordinator will update the electronic locks.
  • New OSU ID cards will be added to the locks
  • Temporary PINS will be removed
• Room 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 Building Manager and the Room Coordinator Key Authority of the employee's final date of employment.

Employees

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

Building Manager

Key Authority

• Key Authority will update the Valley Library's record of issued keys.
• Building Manger 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

• Room 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.