The Key Authority role helps maintain key control. This person may also be the Building Manager but doesn't have to be. The Key Authority is defined by University Unit, not building. However, since the entire building falls under the purview of OSULP, our Key Authority is responsible for key control of the entire building. Each University Unit may have two key authorities. The Dean assigns the role and requests Key Authority access for the employee from the Key and Lock Shop. This page outlines the responsibilities of the Key Authority.

Issuing Keys

One of the most common tasks for the Key Authority is to order keys from the Key and Lock shop for employees. Details about this process can be found here.

• Keys are requested by an employee's supervisor using the online Access Request Form.
• A task will automatically be created in the Access Request Project board in Asana. The Key Authority will specifically need to:
  • Order Keys
  • Email the employee explaining the process
  • Initiate the Access Request DocuSign form for the employee to complete after they have picked up their keys.
  • Update the "Issued Keys" spreadsheet once the employee has completed the Access Request form with the key duplicate numbers.
  • Save a copy of the completed Access Request form to the Admin Shared folder.
• The Key Authority will also need to coordinate with the /wiki/spaces/space/pages/55088458 who programs employee ID cards into the building electronic locks.

Ordering Keys

Keys are ordered online from the Key and Lock shop.

• You will need to login to your ONID.
• You will need to know the room number and corresponding key number. The employee's name, email, and OSU ID number will be listed in the Asana task description.
  • Most of the room numbers and key numbers you will need are in the "Issued Keys List" spreadsheet in the first tab "Keys by Dept."
  • This spreadsheet can be found: S:> Restricted Share > Admin > Building > Keys > Physical Keys > Issued Keys List
  • If the request is not a standard request, the room number with its corresponding key number can be found in the same location in the "Building Rooms and Keys Directory" spreadsheet.
• When completing the request form, use the library.maintenance@oregonstate.edu email address instead of your own email address. This ensures the automated email response goes to a shared folder, so others can see a key has been ordered if you are not available to confirm.
• When the key has been cut and is ready to be picked up, the employee will receive an email with instructions for picking up their key. Normally, but not always, Library Maintenance will be cc'd. The Key shop has to do this manually, so sometimes they forget.

Email Employee

You will need to email the employee instructions for accessing the building, picking up their keys and completing the Access Request form. Do this before you initiate the DocuSign form. Most of the time, this email will be sent to a new employee who is getting both physical keys and access to electronic locks. Below is a template email to send that can be adjusted accordingly for times where it is an existing employee who is only getting new keys. The photo referenced in the sample below is attached to this page. It can also be found S:> Restricted Share > Admin > Building > Keys > Physical Keys > Key numbers pic.

DocuSign Access Request Form

This form serves two purposes.

• Employee acknowledges the key and access policy when being issued access.
• Employee shares the duplicate numbers for each key used for key control records.

The Access Request form is a DocuSign template that the Key Authority should have access to. Once it is complete, a copy goes to all signers (Key Authority, Employee), the Executive Assistant to the Dean of Libraries, and the Building Manager. To complete the form, you will need to know:

• Employee Name
• Employee Department
• Employee OSU ID number
• Employee Position Titile
• Electronic lock access being granted
• Number for each key being issued and a description of which areas the key to which the key grants access

All but the last two bullets are included in the Asana task description when a supervisor submits the request. The supervisor will indicate which areas the employee needs access to, but the Key Authority is responsible for understanding exactly which areas that includes. Standard and nonstandard areas of access are described in Requesting and Removing Building Access. Information about the corresponding key numbers can be found in the "Issued Keys List" spreadsheet in the first tab "Keys by Dept." (S:> Restricted Share > Admin > Building > Keys > Physical Keys > Issued Keys List). The first tab of this spreadsheet can also be found in the "Key Authority" binder.

Once the Access Request form has been signed by the employee, the Key Authority will download a copy and save it to S:> Restricted Share > Admin > Building > Keys > Access Request Forms > (Current Academic Year) as Employee Last Name-Employee First Name.

Updating Key Control Records

Once the employee has picked up their keys and completed their portion of the Access Request form, you will need to update the key records. Add the employee name, key number and key duplicate number, employee department and date issued to the "Issued Keys List" spreadsheet (S:> Restricted Share > Admin > Building > Keys > Physical Keys > Issued Keys List) under the current academic year tab.