Your
key can be cut and waiting for you.
Keys
are issued to faculty, staff and students who have
obtained a completed Key Request Card. The following procedures are designed to conform
to the campus key policy and will guide you to obtaining
the key that you need.
- Notify
your department. Complete a Key Request Card. The
Key Request Card can be downloaded
from our web page or purchased through campus stores
(which is located in hte administrative services
building). Be sure to obtain an authorizing signature
(see key/code issue authorization),
as well as provide full name, department, extension
to call when key is ready, employee/student ID number,
building and room the key will unlock (specify which
door if applicable). Students requesting keys need
to add their home address and quarter of issue.
- Fax
a copy of the "key card(s)" to x75904
(Attn: Facilities Services front office) or you
may campus mail copies or originals to Facilities
Services.
- Please
allow at least two days to process your request
once we receive it. We will call you when your key
is ready for pick up.
- Bring
your CSUSB picture ID and original completed Key Request Card(s) with you when
you pick up your key(s) at Facilities Services (unless
the original was already delivered to Facilities
Services). Sign for receipt of keys when you come
to Facilities Services. We will be glad to assist
you during our front office window hours of 7:30
a.m. to 4:45 p.m.
To
Renew a Key
-
Complete
a Key Request Card. Please check
the Renewal box or write "Renewal" at
the top of the card. Please follow directions listed
in "To Request a Key".
-
Bring
your CSUSB keys, CSUSB picture ID, and original
completed Key Request Card(s)
with you when you renew your key(s) at Facilities
Services (unless the original was already delivered
to Facilities Services). The front office will need
to see your CSUSB keys during renewal. Sign for
receipt of keys when you come to Facilities Services.
One Key Request Card is
needed for every key requested.
KEY/CODE
ISSUE AUTHORIZATION
Key/Code
Issue Authorization at a given level can authorize the
issuance or renewal of keys in the levels below. For
instance, someone with Level 3 authorization can authorize
Level 3, Level 2, and Level 1 requests made via the
Key Authorization and Receipt card, but not Level 4.
Key
holders cannot sign as their own authorizing signature,
with the exception of the president and vice presidents.
Key
Security Level Definitions
Level
1 Authorization
A person with Level 1 authorization can authorize keys
or codes that only open a single area. These keys are
also called "change" keys because they operate
only one cylinder or one group of keyed alike cylinders
in a keying system (such as exterior door keys). Persons
with Level 1 authorization can not authorize any off-system
access requests. Additionally, individuals with Level
1 Authorization can only authorize Level 1 student and
part-time faculty key renewals.
Level
2 Authorization
A person with Level 2 authorization can sign for keys
or codes that are of a department sub-master level.
This means that the key opens more than one area within
a single department. Usually, department chairs or directors
have this level of authorization. Additionally, individuals
with Level 2 authorization can only sign for Level 2
and Level 1 student and part-time faculty key renewals.
Level
3 Authorization
A person with Level 3 authorization can authorize keys
or codes that are of a department master level. This
means that the key or code operates all or most master-keyed
locks of a given department. Usually, chairs, directors,
college deans and/or vice presidents have this level
of authorization. Additionally, individuals with Level
3 authorization can only authorize Level 2 and Level
1 student and part-time faculty key renewals.
Level
4 Authorization
A person with Level 4 authorization can authorize keys
or codes that are of a building master level. This key
may be a building master, a building sub-master, floor
master, etc. This means that the key or code operates
all or most master-keyed locks in a given building.
Only vice presidents have this level of authorization.
Additionally, individuals with Level 4 authorization
can authorize all levels of student and part-time faculty
key renewals.
Online
Student Key Renewal Information
The
Facilities Services Key Issuance staff invites you
to participate in renewing student keys online. If
you would like to participate in this program, we
will need a current and completed Key/Code Issue Authorization
Form from your area prior to setting up Online Student
Key Renewal access. (The form can be downloaded by
clicking “Signature
Authorization Form.”) We ask that these forms
be updated at the beginning of every fiscal year or
whenever a change of staffing occurs that impacts
who authorizes keys for your department. Authorizing
staff will need a valid campus e-mail address. Please
check the “Online Renewals” box on the Key/Code
Issue Authorization Form to indicate that an employee
should be provided access to the online program. Once
your request has been processed, you will be e-mailed
a password. The online submission will trigger an
e-mail to our office staff (at keys@csusb.edu) to
check the renewal database. We will compare the submitted
information to the information in our database. If
there are no discrepancies, we will approve the request.
If there are discrepancies, or if we have questions,
we may place the status as “denied” with
an explanation. The system will automatically e-mail
you this reply. You are welcome and encouraged to
download our instruction booklet (http://facilities.csusb.edu/PDF/OnlineKeyRenewalInstructions.pdf)
that explains in detail how the process works.
Inquiries
regarding faculty and staff clearance by FS may be
forwarded to keys@csusb.edu, x75167, or fax number
75904. We will check our key database to see if the
clearing individual has any outstanding keys and reply
to the requester. For security reasons, all clearance
forms and any outstanding keys are required to be
submitted to FS in order to obtain a Facilities Services
Clearance stamp. If a position is going to be renewed,
you may send Key Request Cards with the Clearance
form. This will allow us to clear the individual as
a past employee and issue them keys as a new employee.
The employee will not be cleared until new cards are
received or a replacement fee is paid for each outstanding
key. (See "Lost or Stolen Keys" for more
information.) If you have questions about this procedure,
you are welcome to call x75167.
-
Inform
University Police of the keys that were lost or
stolen.
-
Pay
the key replacement fee at the Bursars (SH-102)
or at FM front office -- currently $10 per key.
-
Complete
a Key Request Card for each key
you need to replace. Read the section on how "To
Request a Key".
-
Proof
of payment of the replacement must be presented
to Facilities Services to obtain the new key or
receive University clearance.
When
you come to get your key(s), bring with you the following
-
-
Faculty/Staff/Student
Photo Identification
When
we review and approve your completed request, we will
- Have
the key prepared by our locksmith.
- Notify
you when the key(s) are ready.
- Place
your key in the Facilities Services front office
for pick up by you.
Additional
Information
- Key
Request Procedure flow chart
- Students
must renew or return their keys at the end of each
quarter (-- during the first two weeks of December,
March, June and September). If the key is not returned
or renewed, a hold will be placed on their SIS record,
restricting registration, transcripts, their diploma,
and grades.
- The
Vice President of your division must sign Master
Key, Sub-master Key and Floor Sub-master Key requests.
- Signature
Authorization form. This form should be renewed
annually and each time there is a change to an authorized
signature. This will allow us to know who is allowed
to issue keys for particular areas. Please feel
free to view and print/use the current Signature
Authorization form. It should be completed and forwarded
to the Facilities Services.
- Keys
are the property of CSUSB and can be requested for
return by your department or Facilities Services.
- Conditions
of Issuance of a Key. Upon signing your "key
card", you are agreeing to abide by the Conditions
of Issuance.
- Only
one (1) key of a kind issued per person.
- A
fee will be charged for all keys that have been
lost or stolen to cover the cost of replacement.
- Agreement
to return the key to Facilities Services upon
request, or at the end of your need to perform
your duties at CSUSB.
- CSUSB
keys are considered the property of CSUSB. These
keys may not be loaned, misused, sold, duplicated
or caused to be duplicated and must be surrendered
upon request to the Facilities Services.
- In
order to maintain stock, key(s) not picked up in
30 days will be returned to the lock shop and subject
to a restock fee. The request will be discarded.
Locks
and Rekeying
Although
Facilities Services maintains locks, rekeying locks
can not be performed as a maintenance function. Persons
requesting lock rekeying may submit a request to work
control and should include justification for the need.
(Work
Request: http://139.182.84.34:100/request.html)
The work will be performed on a chargeback basis.
All
locks (including padlocks -- though some exceptions
apply) must be on the campus master key system. Unauthorized
locks will not be installed and all such locks will
be removed upon discovery and funded on a chargeback
basis.
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