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Access Request Form

Key and Access Policy

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.
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, keys will be ordered.
A DocuSign form will be initiated by the 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.

Tables can be sorted

Tables can be sorted A-Z by column. Click the appropriate column heading to sort the table.

Standard Access by Department

Department	Issued To	Key to Request	Rooms key will open
Admin	Everyone in department	Admin Shared Spaces & Offices	4700 (Admin/ETS), Offices in 4700, Closets (4167, 4182, 4788) Scrum Room (4657)
Admin	Everyone in department	Elevator Key	4th floor elevator access (E4568), Loading dock and elevator lobbies (2711), Staff Room (3779)
Ecampus	Everyone in department	Elevator Key	4th floor elevator access (E4568), Loading dock and elevator lobbies (2711), Staff Room (3779)
ETS	Everyone in department	Elevator Key	4th floor elevator access (E4568), Loading dock and elevator lobbies (2711), Staff Room (3779)
TED	Everyone in department	Elevator Key	4th floor elevator access (E4568), Loading dock and elevator lobbies (2711), Staff Room (3779)
RAS	Everyone in department	Elevator Key	4th floor elevator access (E4568), Loading dock and elevator lobbies (2711), Staff Room (3779)
SCARC	Everyone in department	Elevator Key	4th floor elevator access (E4568), Loading dock and elevator lobbies (2711), Staff Room (3779)
OSU Press	Everyone in department	Elevator Key	4th floor elevator access (E4568), Loading dock and elevator lobbies (2711), Staff Room (3779)
SMS	Everyone in department	Elevator Key	4th floor elevator access (E4568), Loading dock and elevator lobbies (2711), Staff Room (3779)
URWS	Everyone in department	Elevator Key	4th floor elevator access (E4568), Loading dock and elevator lobbies (2711), Staff Room (3779)
Department Heads	Department Heads	Master Key	All rooms
Ecampus	Everyone in department	Ecampus Shared Spaces	4200, 4943, 4977, and storage closets (4715, 4724)
Ecampus	Faculty with Offices	Ecampus Faculty Offices	Hoteling Offices, Conference rooms, Faculty Offices, Hallway doors.
LEAD	Everyone in department	LEAD Shared Spaces	Locked closet, Book closets, Circulation area, Information Desk office
LEAD	Everyone in department	Exterior Doors	Exterior doors except exterior loading dock door, 4th floor elevator access, Loading dock and elevator lobbies, Staff Room.
ETS	Everyone in department	ETS Shared Spaces and Offices	4700 (Admin/ETS), Offices in 4700, Closets (4167, 4182, 4788) Scrum Room (4657)
OSU Press	Faculty with Offices	OSU Press Faculty Offices	3772, 3773, 3774
TED	Faculty with Offices	Specific Office Room Number	3735, 3741, 3745, 3751, 3765, 3767, 3769
RAS	Faculty with Offices	RAS Faculty Offices	RAS Faculty Offices, RAS shared spaces (3730, RAS Annex)
Little Village	As Needed	Little Village
RWS	As Needed	RWS Faculty Offices	2750 B, C, D
SCARC	Everyone in department	3rd Floor Work Spaces/offices	3169 and all its offices, Storage (3054, 3073)
SCARC	Everyone in department	5th Floor Work Spaces/offices	5th floor suite, Wilson room
SMS	Everyone in department	SMS Spaces	Studios, 2nd floor work spaces
LEAD	LEAD Faculty	LEAD Submaster	All LEAD areas and faculty offices

Nonstandard Access by Department

Department
Ecampus	As Needed	Ecampus Media Rooms	Recording studios and storage
Ecampus	Limited Access	Telecom Closet	4022
LEAD	As Needed	Emergency Exit alarms
RAS	As Needed	RAS Annex	RAS shared spaces (3730, RAS Annex)
SCARC	As Needed	DPU Faculty Offices/Storage	Faculty Offices/Storage--3757-3763
SCARC	As Needed	Vault

Requesting Electronic Lock Access-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.

Department/Employee Class	Credential Type	Standard Access
Library Admin Students	Normal	Classrooms, 2511, 3094
Ecampus Faculty/Staff	Normal	Exterior Access, 3779, H4160, H4200
Family Resource Center	Normal	Exterior Access, 3730, 3779
Grad Commons Students	Normal	6812, 6822, 6420, 6559, 3779
Guin	Normal	2511
LEAD	Pass Through	All doors except research rooms and study rooms
LEAD Students	Normal	2043, 2066, 2088, 2511
LIT Staff & Students	Normal
Master Key Holders	Pass Through	All doors except research rooms and study rooms
Media Hub	Normal	Exterior Access, 2011, 3622, 3779, H4160
Media Hub Students	Normal	Exterior Access, 2011, 3779
Onsite Grad School Staff	Normal	Exterior access, 6812, 6822, 6420, 6559, 6169, 6170, 6172, 3779
OSU Press	Normal	3094
OSU Press Students	Normal
Research & Learning Faculty and Students.	Normal	Classrooms, 2511, 3094
RAS Staff & Students	Normal
SCARC	Normal	3094, 5420
SCARC Students	Normal
URWS Staff	Normal	Exterior access, 2082, 2088, 2515, 3730, 3779
URWS Students	Normal	2088, 2711 interior only, 3779

Nonstandard Access by Department

Department/Employee Class	Credential Type	Nonstandard Access
LIT	Normal	3094
SCARC	Normal	Classrooms, 3094
RAS	Normal	2043

Employees

Your supervisor will submit a request to the Building Manager
The Key Authority will submit a request to the Key Shop.
The employee will receive an email from the Key Authority Coordinator with information about:
- a temporary PIN
- instructions for accessing electronic locks until the 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.
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 Access Coordinator.

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 Key Authority will contact the requesting manager to clarify.
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 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, 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, tasks will be assigned to the Key Authority and Access Coordinator through specialized software.
Once the Access Request form has been approved by the Key Authority, the Access Coordinator will assign a temporary PIN and inform the Key Authority.
Approximately twice a month the Access Coordinator will update the electronic locks.
- New OSU ID cards will be added to the locks
- Temporary PINS will be removed
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 Key Authority of the employee's final date of employment.

Employees

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

Key Authority

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

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.

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