Key and Access Policy

Quick Links

The Library Online Access Request Form

Steps for how to fill out the Online Access Request Form can be found on the Library Spaces Management & Planning wiki space.

Key and Access Policy

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.

If an employee loses or replaced their ID card, they need to let the Key Authority know so that appropriate action can be taken to reset locks with the new credentials.

Onboarding New Employees

Faculty and Staff

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. After the Building Manager has signed the access request form, the Key Authority will:
3. If required, submit a key request to the key shop for any offices that the employee needs access to.
4. E-mail an access pin to the employee until they can receive their ID card from the ID Center and that card is set up in the system.
5. The Key Authority will send an Access Request form through DocuSign for the employee to
   1. add the key duplicate information if applicable.
   2. sign the form, indicating the employee accepts responsibility for their keys.
      
6. It is the employee’s responsibility to go to the ID center to get their keys and ID card.  The employee will receive a notification from the key shop when their keys are ready.
7. Once the employee has received their ID card, they must notify the Key Authority, so that this new credential can be added to the electronic lock system.
8. 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.
   

Student Employees

Supervisors may request access to electronic locks for student employees by using the online access request form.

Student employees are not generally issued physical keys. Keys used by student employees are issued as a shared asset under the name of their supervisor and should be returned to the supervisor or a designated area at the end of each shift.

Requesting a New Key

An employee might need a new key for a variety of reasons – they might change offices or change responsibilities.  It is the supervisor’s responsibility to initiate an access request form for the employee.  

1. The Key Authority will notify the employee receiving the key when their request has been approved and the employee will receive an e-mail from the key shop when their new keys are ready to be picked up. 
2. The Key Authority will send an Access Request form through DocuSign for the employee to
   1. add the key duplicate information if applicable.
   2. sign the form, indicating the employee accepts responsibility for their keys.
3. The employee will turn in their old keys to the library per university policy by dropping their keys in the key drop box on by the 4th floor employee mail boxes. They are not to return their keys to the ID Center.
   

Removing Access

When an employee leaves employment with a library or partner unit, they will go through out-processing.  Part of offboarding will include the turning in or notification to the Key Authority 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 Key Authority of the employee’s final date of employment.
2. Employees should drop keys off in a key drop-box in the 4th floor reception area by the staff mailboxes.  Employees may also mail their keys to The Valley Library, attention Key Authority if needed.
3. The Key Authority will return the keys to Facilities Key Shop and update the key-control log.

Access Support

If there are issues with the individual's physical prox access, then the employee should contact the Key Authority.

Key Control

• The Key Authority 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 Key Authority.
• The key-control log, lists of employee’s ID numbers, and credential access logs will be maintained by the Key Authority.  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 Dean of Libraries.