Often key cards are lost and need to be billed in Alma and replaced. While most of the references are to study rooms, this page covers the process from start to finish for key cards for all types of rooms including study rooms, research rooms, and classrooms.

Checking for Lost Study Room and Classroom Key Cards

Circulation desk checks for missing study room key cards as part of the daily opening procedures.

• Valley Circ will
  • Send a Slack message to the Room Coordinator each morning listing the missing key cards
  • Email the last patron to use the key card and remind them to return the key card. They use a spreadsheet with barcodes for all of the key cards to help locate the latest booking in LibCal.
• Room Coordinator will
  • Update Asana by adding the missing key cards as a subtask to the "Study room key card replacement" task. This task is on the Library Maintenance Request Project Board under Building Maintenance.
  • Add a due date for 3 days out
  • Delete any subtasks for key cards that are no longer being reported as missing
  • Create replacement key cards for subtasks due that day
  • Update the barcode in both Alma and the Circulation desk barcode spreadsheet. If you do not have access to the spreadsheet, request access from Circulation.
  • Bring the replacement key cards to the Circulation desk.
• Returned key cards will be
  • Reported to Library Maintenance via the Circulation follow-up form
  • Placed in the Circulation Inbox
  • Picked up by the Room Coordinator

Lost Research Room key cards

Lost key cards for research rooms are more complicated because the rooms have a patron's personal belongings in them.

Loaning Copy 2

1. Only give copy 2 of a research room key card to the patron who has copy 1 checked out. Verify identity first.
2. Keep copy 1 checked out to the patron in Alma for the time being.
3. Program the lock and remove copy 1's access to the lock. Don't delete the credential from the program.

Lost key cards that are returned

1. Check the key card back into Alma.
2. Program the lock and add give copy 1 access to the lock again.

Replacing lost key cards for Research Rooms

If it becomes clear a lost key card is not going to be returned before it is needed for the following term, do the following:

1. Check the key card back into Alma.
2. Create a replacement key card.