Electronic Locks

Lock Maintenance

• Locks must be programmed by the Room Coordinator as needed to ensure staff and patrons have appropriate access to the spaces.
• Batteries need to be changed annually in all door locks.
• If a lock is malfunctioning, the Room Coordinator must do troubleshooting to determine the cause of the malfunction.
• Maintaining spec files on all electronic door locks in the building.

• Annually

  • Summer term unlock the 5th floor study rooms

  • Battery replacement during Winter Break

Maintenance

Key Card Replacement

• Each morning Circulation desk staff check for missing key cards and inform the Room Coordinator who tracks how long a key has been missing. Keys that have been missing for more than 3 days should be replaced.
• If a key is damaged or quits working, Circulation desk staff will complete a follow-up form and put the key card will be put in the Circulation inbox behind the Circulation desk.
• A copy of the follow-up form will be sent to library.maintenance@oregonstate.edu.

Replacing batteries in door locks

• Batteries should be replaced at least once per year. If doors seem to start failing earlier, then consider changing the batteries twice per year for study rooms due to the heavy usage. The battery change checklist is a tab in the Small Rooms Specs spreadsheet referenced above.

Summer Unlock

During the summer, the 5th floor study rooms are left unlocked for drop-in use. You will program the doors for Summer Unlock using SMS Express "Smart Time".

• Electronic lock specs are found in a file in the Room Coordinator's desk

Research Rooms

Key Card Replacement

• Create replacement keys for damaged and lost keys.
• When damaged and lost keys are reported to Circulation, a follow-up form will be completed with a copy emailed to library.maintenance@oregonstate.edu. Damaged key cards will be put in the Circulation desk inbox.
• If the room is currently checked out when a key is lost or damaged, copy 2 of the key will be checked out to the patron. Copy 2 is kept in the Circulation Locked Closet.
• Bill key cards that are lost.

Lock Maintenance

• Create replacement key cards (non-functioning or physically damaged) for research rooms.
• Replacing batteries in door locks. This should be done once per year for research rooms. 
• Program locks for staff access as needed. Usually Grad Commons staff.
• Graduate Writing Center has 2 fobs for their use programmed into the locks for doors 6171, 6812, 6822, 6420

Study Room back-up duties

1. Replace key cards as needed.
   1. Check the circulation inbox for damaged key cards
2. Replace batteries in the locks if a lock is slow to unlock or isn't responding at all.

Research Room back-up

1. Replace key cards, batteries and general electronic lock troubleshooting.
2. If need be, analyze audit data and enforce minimum usage requirements by contacting patrons, and if need be, evicting patrons from their rooms.

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.