Library Key and Access Procedures

The Library Online Access Request Form

These key and access procedures are intended for all partner organizations and employees of the Valley Library. These procedures are made publicly accessible.

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 policies are intended for all regular employees of 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. 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 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 designee.

This policy is broken into three sections: in-processing new employees, requesting a new key, and removing access.

In-Processing New Employees

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:

1.       Once an ID number has been generated for the employee, the supervisor will fill out the online access request form.

2.       Once all responsible parties have signed the access request form, the Building Manager will:

a.       If required, submit a key request to the key shop for any offices that the employee needs access to.

b.       Input the employee’s access ID number into the electronic lock system so that they have access to the building, staff lounge, and any other rooms required for the employee’s position.

3.       The Building Manager will provide the employee’s supervisor with a printed copy of the employee’s access request form listing the rooms they have access too.

a.       The Building Manager will write a temporary access pin on the access request form, that can be used until the employee receives their ID card from the ID Center and their card is set up in the system.

b.       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.

4.       It is the employee’s responsibility to go to the key shop and ID center to get their key and ID.  The employee will receive a notification from the key shop when their keys are ready.

Requesting a New Key

An employee might need a new key for a variety of reasons – they might change offices or change responsibilities.  Either way, it is the supervisor’s responsibility to initiate an access request form for the employee.  The Building Manager will notify the employee receiving the key when their request has been approved and they will receive an e-mail from the key shop when their new keys are ready to be picked up.  The employee will turn in their key at the time they pick up their new key. If no key is being turned in, then that will be annotated on the access request form.

New keys or access for student employees can be issued through the same process.  However, key requests must be issued to a student’s classified or unclassified supervisor, who is responsible for ensuring return of the key when the student is no longer working for their unit.  For electronic locks, student employees will be issued a PIN that they can use to access those areas of the library.

Removing Access

When an employee leaves employment with a library or partner unit, they will go through out-processing.  Part of out-processing will include the turning in or notification of the Building Manager 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 Building Manager of the employee’s final date of employment.

2.       The Building Manager will contact the employee and make arrangements to pick up their keys from them on their last day.  If they do not have a physical key, then they will notify the Building Manager of this.

3.       Employees can mail their keys to the Building Manager if they fail to meet with them on their last day.  They can also drop keys off in a key drop-box in the LEAD area, or hand it off to the circulation desk for them to deposit it in the drop-box.

4.       Once a key has been returned, the Building Manager will update the key-control log.

The Building Manager 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 building supervisor.

The key-control log, lists of employee’s ID numbers, and credential access logs will be maintained by the Building ManagerKey Authority. Only the Dean of Libraries may designate up to two Key Authorities by emailing OSU Access, Lock, and Key.

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

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• Dean of Libraries.