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.

Email Template

Hi (Employee name),

Welcome to Valley Library! We are happy you will be joining us. Below I’ve outlined steps to getting you access to the building.

Keys: You will be getting keys issued to you for the building. You should be getting an email soon from the Lock & Key Shop letting you know your keys are ready to be picked up from the ID Center in the MU. You will also be getting an email saying you have a DocuSign form to sign titled “OSULP Access Request Form”. Please do not sign this form until you have picked up your keys. The form asks for information you won’t have until you pick up your keys.

Once you get your keys, you will need to enter the duplicate number for each key on the form. The form already has the 7 digit alpha-numeric key number. The duplicate number is the 3 digit number on the key below the 7 digit alpha-numeric key number. In the attached photo, it is the number underlined in blue. Please enter that number next to the appropriate key number on the form. Because you have more than one key, please be careful to ensure you are entering the correct duplicate number on each line.

You should be getting ( x ) keys.

54XXX9R: This key allows you to access (list locations).
54XXX9R: This key allows you access to (list locations).

If you have any trouble with any of these keys, please let us know. On rare occasions, a key is not cut well and won’t work.

Electronic Locks: There are several electronic locks throughout the building. Your ID card will be programmed into the locks, acting as a key, after you get it. The locks are programmed based on a chip in your card, not your ID number, so if you get a new card in the future, please let me know. I will need to program the locks for your new card.

I have issued you a temporary PIN to use in case your ID card doesn’t work for some reason. This PIN will open many of the electronic locks in the building. It goes without saying, but I’m going to say it anyway, please do not share this PIN with anyone. (Employee Supervisor) also has your PIN in case you forget it/can’t find this email in the onslaught of messages you will get, etc. To use your PIN, simply enter it into the keypad and wait for the light to turn green. If you make a mistake, just give the lock a moment to reset and try again.

Your PIN: XXXXXX

Building Access: When entering the building outside open hours, use the loading dock door on the west side of the building. Your keys will not work on any of the exterior doors including this door, but it has an electronic lock. Your PIN already works on this door. I will be adding your ID card to this lock soon. Once that has been done, your PIN will be deactivated, and you will need to use your ID card to access the building. Hold the card over the keypad (don’t swipe) until the Schlage button turns green. You will hear the door unlock.

Don’t hesitate to email me if you have any questions.

Kind regards,

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/Returning Building Keys. 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 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.
Save a copy of the Access Request form.