Overview

The role of the Electronic Locks Coordinator is to program and maintenance the electronic door locks throughout the building. Common tasks include creating and assigning credentials, programming credentials into the locks, collecting audit data from the locks, maintaining the locks by regularly replacing the batteries, and troubleshooting problems with the locks. This manual will cover everything related to working with the electronic locks.

Electronic Locks: Types, Location and Ownership 

There are currently 3 different models of electronic locks in Valley Library. Valley Library is responsible for programming most, but not all of the locks. Detailed documentation about lock construction and parts can be found in the Room Coordinator's desk in a file labeled "Study Room Lock Specs."

• AD-200

  • Most were purchased and installed in Spring, 2016. 
  • Locks are modular which means that the electronics can be replaced when they die without needing to replace the entire lock.
  • The electronics can also be upgraded to expand the types of credentials accepted. This is unnecessary for Valley Library.
  • Total number of Valley Library AD-200 locks: 3
  • Total number of AD-200 locks managed by other units: 2

• CO-200

  • Most were purchased and installed in Spring, 2019.
  • Locks are modular which means that the prox reader can be replaced if it dies without needing to replace the entire lock.
  • Total number of Valley Library CO-200 locks: 13
  • Total number of CO-200 locks managed by other units: 4

• LE

  • First purchased Spring, 2021. Additional locks were purchased Winter, 2022.
  • Being used to replace the CM 5500 locks on the study room doors.
  • Also used by Our Little Village (3564).
  • These locks will be using the Allegion Engage App for programming via bluetooth and No Tour.
  • Total number of LE locks: 24

Programming Software

Current software versions

CO-200, AD-200

• Valley Library uses Schlage SMS Express 4.2.0 (as of 06/12/2019).
• The current version was purchased April, 2019
• Updates can be downloaded, but you need to call Allegion because the downloads are not easily found.

LE Wireless locks

• Use the Allegion Engage App and are programmed via bluetooth using smart key cards and a mobile device.
• This App is a free download but requires creating a user account.
• Login credentials can be found in the Room Coordinator Binder.

Programming Peripherals

In addition to the computer and programming software, you will use several peripheral items. These include:

CO-200, AD-200

• Handheld device (HHD)

  • This is used to transfer programming information from the computer to the lock and lock usage data from the lock to the computer.
  • Uses Schlage Utility Software
  • Connects to Windows 10 using a patch installed remotely by Allegion

• USB autosync cable

  •  Used for connecting the HHD to AD-200 and CO-200 locks

• Enrollment Reader (CRP2)

  • This is the same technology as what the locks use to read the data from a credential
  • This is used to identify the serial number of a prox chip when creating a new credential 
  • This is also used to determine if a prox chip is still functioning

LE Wireless locks

• Mobile device with the Allegion Engage app-currently an Apple Ipad
• MT 20 Multi-Technology Enrollment reader for staff doors in Library Staff Facility file
  
  • This reads the credentials and uploads them into the app for lock programming
• MT20W Multi-Technology Enrollment reader for doors in Valley Library Facility file

Vocabulary

• Audits: Audits tell us about the locks. In Schlage SMS Express, data is limited to door and credential access. In Engage, it also included diagnostic data, lock update attempts and battery power levels.
• Bit Formats: This determines the pattern of data on a prox chip. Valley library uses 26 bit chips which is currently the industry standard and should be compatible with most electronic locks. OSU ID cards also have prox chips in them. Old ID cards have a 26 bit format but newer cards use a 35 bit format.
• Credentials: This is essentially the "key" someone uses to unlock a door. The credential can come in many different forms. Valley Library uses codes (PINS), cards, and fobs. 
• Enrollment Reader: The enrollment reader reads the credentials prox chip or the smart chip number and inputs it into the programming software. If the reader is unable to read the number, it means the credential is incompatible with the reader or damaged and needs to be replaced.
• Facility Code: With prox chip credentials, this is a 3 digit code assigned to a batch of key cards and fobs. The Facility code can usually be found on the box or tube holding new key cards and fobs.
• Facility File: Files are called Facilities in the lock software. The electronic locks in Valley Library are separated into several different facility files, based largely on user group usage. Because the locks have been added incrementally, sometimes the groupings may seem strange.
• Fob: Another kind of credential that can be easily added to a key chain.
• Hot Stamp: Prox cards have a a 4-5 digit prox code. The key cards purchase by Valley Library have this code "stamped" on the back of the card. The prox code can be used to determine the serial number if the enrollment reader is unavailable.
• Key Card:  Valley Library uses two kinds of key cards as credentials. Smart chip cards for research rooms and study rooms. Prox chip cards staff areas. OSU ID cards have both smart and prox chips. We use the prox chip. 
• Prox chip or Proximity chip: This is the chip inside prox chip cards and fobs. When placed near the lock, the reader in the lock induces a current in the card. The current powers the chip in the card and allows the card to then transmit data (specifically the chip's serial number) to the lock.
• Prox lookup tool: This is a website utilized by the ID Center. It allows you to determine the prox chip code and facility code of an OSU ID card. Access must be granted by the ID Center.
• Serial Number: Each prox chip has a serial number assigned to it. When programming locks, the serial number is how the locks identify authorized credentials.
• Smart chips: In simplified terms, this is a chip that can carry programming to the lock for you and allows us to program locks remotely.

Software Support

• Support website
  • Navigation: Electronic Locks tab < More < CM Series Locks
  • Their website isn't designed very well, so sometimes it is difficult to find information that you need.

• 877-671-7011

• Additional contact information

Maintenance

Key Card Replacement for Study Rooms, Research Rooms, and Classrooms

• LEAD manages replacement of key cards for study rooms and research rooms using Engage.
• Admin manages the following key cards and credentials:
  • Employee credentials
  • Credentials for AD-200 and CO-200 locks that use Schlage SMS Express for programming. This includes Willamette East/West and Autzen classrooms.

Lock Maintenance

• Create replacement key cards for some classrooms/
• Replace batteries in door locks.
• Program locks for staff access as needed.

Employee Credential back up duties

1. Assign temporary PINS to new employees and communicate with employee managers (for both full-time staff and student workers).
2. Update employee credential spreadsheets.

For longer absences:

1. Working with the study room and research room back up to:
   1. troubleshoot electronic locks
   2. program new employee credentials
   3. delete former employee credentials

2. For longer absences: 

   1. Work with the study room and research room back up if electronic lock troubleshooting is needed.