Requesting Keys

Managers

Access Request Form

Steps for requesting keys/access

• Key requests must be initiated by an employee's supervisor. Employees cannot request their own keys.
• Complete the Online Access Request form to request both physical keys and electronic lock access.
• Supervisors are required to enter employee information including name, department, position title and OSU ID number.
• If the employee needs access beyond the standard department access, supervisors can request this additional access in the optional portion of the form.
• Submit the request to the Building Manager

Requesting 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 additional electronic lock access is needed, please consult with Rachel Burgess or Lucinda Amerman for guidance before completing the form.

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)

Grad Commons Staff: Exterior and Interior Loading Dock doors, Staff Lounge (3779), 6th floor Consultation rooms, 6th floor Classroom, 6th floor Grad Commons offices as needed.

Employees

• Your supervisor will submit a request to the Building Manager
• Building Manager will submit a request to the Key Shop.
• The employee will receive an email from the Key Shop when the key is ready to be picked up.
• After the employee picks up their keys, the employee will complete and sign the access request form acknowledging receipt of their keys.
  
  • By signing, the employee acknowledges their responsibility for their keys and Valley Library Key and Access policy.
  • This hard copy will be kept in the employee's personnel file.
• Employee will receive a temporary PIN to use for the electronic locks until the Room Coordinator has updated the locks with the employee's OSU ID card.
• If the employee's card doesn't work, is lost, or the employee gets a replacement OSU ID card, the employee needs to notify the Room Coordinator.

Building Manager

• Building Manager will review assigned electronic access and physical keys on the Access Request form and make any changed they deem necessary through DocuSign. Building Manager will approve requests for key access. If there are any discrepancies with the request, the Building Manager will contact the Room Coordinator or requesting manager to clarify.
• Building Manager will request physical keys from the Key Shop.
• Once the Access Request form has been completed by all parties, the Building Manager will print a hard copy of the signed document and place it in the employee's personnel file.
• Building Manager will maintain the Valley Library's records of issued building keys.

Room Coordinator

• After the Supervisor has submitted the Access Request form, it will be routed to the Room Coordinator who will indicate electronic access and physical keys to be approved by the Building Manager.
• Once the Access Request form has been approved by the Building Manager, the Room Coordinator will assign a temporary PIN to the new employee, contacting the employee and the employee's manager.
• Approximately twice a month the Room Coordinator will update the electronic locks.
  • New OSU ID cards will be added to the locks
  • Temporary PINS will be removed
• Room Coordinator will contact the employee and the employee's manager when an OSU ID card has been programmed into the lock.

Returning Keys

Managers

• When an employee is the leaving the employment of Valley Library, Managers will notify the Building Manager and the Room Coordinator of the employee's final date of employment.

Employees

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

Building Manager

• Building Manager will update the Valley Library's record of issued keys.
• Building Manger will return the key(s) to the Key Shop

Room Coordinator

• Room 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 had different requirements.

• A shared asset must have a clearly defined purpose
• A shared asset is usually assigned to the Building Manager
• A shared asset uses a different request form