Library Key and Access Procedures
The Library Online Access Request Form
Steps for how to fill out the Online Access Request Form can be found on the Building and Library Space Planning wiki space.
These key and access procedures are intended for all partner organizations and employees of the Valley Library. These procedures are made publicly accessible.
Key control is an important aspect of security for both personal and organizational property. Ensuring proper key control helps keep everyone in the Valley Library safer. Loss of keys or loss of key control means that access to the building and areas in the building cannot be limited to employees working in the library.
In order to ensure proper security of the building, it is possible that locks may have to be replaced if keys to those areas are lost. The employee who signs for these keys takes on the responsibility for maintaining control of them, and may be held liable for the costs associated with re-keying those locks which the key opened. The relevant university policy for this rule is the Campus Facilities and Grounds Manual, policy 007-13: Building Key Control.
The act of loaning or transferring keys to another individual is prohibited. Keys are intended for individual use. It is the responsibility of the individual to maintain their key, and to turn it in to the Building Manager when their position changes or they are no longer working in the Valley Library. Requests for keys can only be approved by the University Librarian or her designee.
This policy is broken into three sections: in-processing new employees, requesting a new key, and removing access.
In-Processing New Employees
A copy of the OSULP new employee checklist can be found on the wiki. The following lays out the process that a supervisor will follow to acquire building and office access for new employees:
1. Once an ID number has been generated for the employee, the supervisor will fill out the online access request form.
2. Once all responsible parties have signed the access request form, the Building Manager will:
a. If required, submit a key request to the key shop for any offices that the employee needs access to.
b. Input the employee’s access ID number into the electronic lock system so that they have access to the building, staff lounge, and any other rooms required for the employee’s position.
3. The Building Manager will provide the employee’s supervisor with a printed copy of the employee’s access request form listing the rooms they have access too.
a. The Building Manager will write a temporary access pin on the access request form, that can be used until the employee receives their ID card from the ID Center and their card is set up in the system.
b. At the beginning of the month, after the employee starts work, the temporary pin will be deactivated and the employee’s physical prox credential (such as their ID card) will be used to gain access to electronic locks in the library.
4. It is the employee’s responsibility to go to the key shop and ID center to get their key and ID. The employee will receive a notification from the key shop when their keys are ready.
Requesting a New Key
An employee might need a new key for a variety of reasons – they might change offices or change responsibilities. Either way, it is the supervisor’s responsibility to initiate an access request form for the employee. The Building Manager will notify the employee receiving the key when their request has been approved and they will receive an e-mail from the key shop when their new keys are ready to be picked up. The employee will turn in their key at the time they pick up their new key. If no key is being turned in, then that will be annotated on the access request form.
New keys or access for student employees can be issued through the same process. However, key requests must be issued to a student’s classified or unclassified supervisor, who is responsible for ensuring return of the key when the student is no longer working for their unit. For electronic locks, student employees will be issued a PIN that they can use to access those areas of the library.
Removing Access
When an employee leaves employment with a library or partner unit, they will go through out-processing. Part of out-processing will include the turning in or notification of the Building Manager that the employee will no longer be working in the library. The following process will be used:
1. The employee’s supervisor will notify the Building Manager of the employee’s final date of employment.
2. The Building Manager will contact the employee and make arrangements to pick up their keys from them on their last day. If they do not have a physical key, then they will notify the Building Manager of this.
3. Employees can mail their keys to the Building Manager if they fail to meet with them on their last day. They can also drop keys off in a key drop-box in the LEAD area, or hand it off to the circulation desk for them to deposit it in the drop-box.
4. Once a key has been returned, the Building Manager will update the key-control log.
The Building Manager will run annual audits, using the key-shops roster of access and comparing it to the key-control log to ensure that proper key control is maintained. Issues of key control will be forwarded to the associated unit supervisor or the point of contact for a partner unit.
Issues with keys or access can be directed to the building supervisor.
The key-control log, lists of employee’s ID numbers, and credential access logs will be maintained by the Building Manager. This information will be stored locally on a stand-alone system, or stored in a restricted share drive, limited to access by the Building Manager and library administration.
Data for employee ID numbers and the key-control log will be kept indefinitely, and information deleted as employees leave their units, or turn in their keys.
Data for credential access for specific electronic locks will be kept quarterly. This information will be maintained for research room audit purposes. Classroom and study room usage data will be audited through Alma circulation records. Offices, building, or any other electronic lock access information can be released at the discretion of the University Librarian.
If there are issues with the individual's physical prox access, then the employee will discuss these issues with the Room Coordinator.