DEPARTMENT ACCESS COORDINATOR TRAINING PACKET
PROVIDED BY: DEPARTMENT OF CENTRAL SECURITY ACCESS SERVICES

> Entering a Key Request
> Getting Access to University Buildings Policy 3.10.2
> Other Access Definitions
> University of Minnesota Key Stamping Specifications
> Delivery Times

Entering a Key Request

Lessons in this unit include:

1. How to Enter a Web Key Request for Building Keys
2. How to Enter a Web Key Request for Cabinet Keys
3. How to Enter a Web Key Request for Core Changes

What is a Web Key Request?

A Web Key Request is a process for a Department Access Coordinator to request building keys, cabinet keys or core changes in COMPASS via the web. A Web Key Request is reviewed by Locksmith Services and turned into a key work order. This process allows Locksmith Services to verify the web key requests before releasing them into the key order backlogs.

When do I use Web Key Request?

A Department Access Coordinator uses it whenever there is a need to order building keys, cabinet keys or core changes. If you are not the Department Access Coordinator for an area, contact the appropriate one to place the order for you.

IMPORTANT: Access Services will be the central point of contact for all Locksmith Requests once this training has been provided to you. Any questions on locksmith issues or requests should be directed to Locksmith Services at 625-9152.

How to Enter a Web Key Request

1. Access the Online Key Request link from the Locksmith Services page.
2. Enter your Username ID and Password and click on the Login button. They will be provided by Access Services after receiving training on this form. If your Username ID and Password are not working you must contact Locksmith Services at 625-9152.
   
   IMPORTANT:  A red asterisk (*) next to a field indicates the information for that field is mandatory.
   
3. The Requestor Name will default to your login name. You must be an authorized Department Access Coordinator to use this form. If not, you must contact the Department Access Coordinator for your area.
4. The Holder ID will default to the same person as the requestor. You will NOT need to change the holder though since you will be assigned as the holder within COMPASS. As a Department Access Coordinator you are responsible for maintaining accurate records of keys issued within your area.
5. Enter an Account Number (CUFS). Include the Area, Org/Sub-Org codes as necessary.
   
   IMPORTANT: All work is chargeable except the replacement of a bad core for a supported building. If CUFS account information is not entered on the request, it will not be processed. We will attempt to contact you for that information prior to canceling the request. If a replacement core of a bad core is needed, for a supported building, contact the FM Call Center at 624-2900.
   
6. Enter your Site number (Zone) or choose a Site (Zone) from the "Site" button. Click on the underlined Site number or Description name to select.
7. Building is an optional field, but should be entered if this information is known to limit the options when searching for a key number within the Site you selected. Click on the "Building" button to display a list of building names within the zone (Site) you specified in the previous field. You can click on any underlined field to select that building.

Keys Requested Fields:

FYI: Please note that for ordering building keys proceed to the next section. To request cabinet keys proceed to the section marked For Cabinet Keys. To request a core change or replacement core that may include keys proceed to the section marked For Core Changes.

For Building Keys

• Enter a valid Key #. Typically, the Key Number begins with the 3-digit building code. The remaining characters are the actual key code. For example: Key number 098-A1 belongs to Building 098 and is an A1 key. If you are unable to enter a Key # contact Locksmith Services at 625-9152.
• Include the Quantity of keys you need cut from this key order.
• You can continue entering as many key numbers as needed with this order, up to a maximum of eight. Any remaining key numbers will need to be entered on a new Web Key Request.
• Enter the Request Type as KEY.
• There is a Comments field available if there is any additional information you wish to provide.
• FYI:  Keys will be delivered to your Zone Office for pickup when the order is completed. Any inquiries on the status of a Key Request should be directed to Locksmith Services at 625-9152.
• IMPORTANT : Master level keys (keys that open all doors in a specific grouping or series of codes) were previously label with a SM or M in front of the code. As a result the master level key for the A series in a building (key codes A1.. A?) was previously labeled either MA or SMA. To standardize labeling of keys and facilitate electronic data queries, the Key # does not include the SM or M in front of the code. In the example above the MA or SMA key, the Key # would be the three digit building number, a hyphen, and just an A.

For Cabinet Keys

• Type the word "Cabinet" and enter the quantity of the key you are requesting.
• Enter the Request Type as CABINET.
• In the Comments field detail the code and qty of cabinet keys required.
• Keys will be delivered to your Zone Office for pickup when the order is completed. Any inquiries on the status of a Key Request should be directed to Locksmith Services at 625-9152.

For Core Changes

• Type the word "Core" and enter the quantity of core changes you are requesting.
• Enter the Request Type as CORE.
• In the Comments field provide detailed information of the request. Be specific about the rooms, the codes, and the quantity of keys required.
• Keys resulting from a core change may be delivered to the Department Access Coordinator unless otherwise directed. Any inquiries on the status of a Key Request should be directed to Locksmith Services at 625-9152.

To Complete All Orders:

• Click on the "Continue" button to proceed to the next page. Any errors in your key request will appear at the upper left-hand corner of the screen. Make any corrections necessary in the fields indicated in the error message. If you are unable to enter a Key # contact Locksmith Services at 625-9152
• When corrections have been made, press the "Continue" button again.
• Review your key request for correct information. If you need to make any changes to your request, click on the "Back" button to correct the necessary fields at the previous screen.
• When the Web Key Request is complete and corrected, click on the "Submit" button to submit your request for processing. You will see the recorded request information on screen.
• To print a hard copy of your request, select "Print" from your browser’s toolbar.
• You can choose to press the "Exit" button to quit, or click on the "New Request" button to continue enter additional key requests.

IMPORTANT: If you need to cancel a request that has been assigned a Key Request Number contact Locksmith Services at 625-9152.

Getting Access to University Buildings
Financial Policy 3.10.2
Effective November 1999

The following are responsible for the accuracy of the information contained in this document:
Responsible University Officer - Vice President for University Services
Responsible Office - University Services - Department of Central Security

Policy Statement

The University controls access to its space by using traditional key systems, electronic card reader systems and alarms. Key systems are used predominantly for practical and financial reasons. Individual responsibility and accountability is the primary method used to ensure that authorized people request, receive and return control keys or cards as their duties dictate.

Each campus shall have an Access Control Director and each department will have an Access Coordinator to develop and implement the access program. Anyone duplicating, possessing, or using access control keys or cards to University premises without authorization will be subject to disciplinary actions from the University, or criminal charges where appropriate.

Definitions

Access Control - Control of entry/exit to an area by any means (mechanical or electronic), divided into four categories on the Twin City campus:

• Mechanical Key System - Any mechanical device used to operate a mechanically controlled mechanism for entry/exit to a controlled area. These locks typically operate with the Building Master key.
• Specialized Security Key Systems - Any specialized security lock or change of keying for special areas which utilize a manual/mechanical or electrical push-button, combination lock, with key-override. Also any individual application using a specialized key core that is not operable with the building master keying system.
• Lockbox Systems - An access control system designed for building access, used by service departments or police/fire personnel.
• Card Access Control Systems - A high capacity computerized card access control system, either designed with the capability for central system administration by the Department of Central Security, or of a stand-alone type designed for independent administration by a department. An electronic or electro-mechanical device replaces or supplements mechanical key access and the University U-Card is used to unlock doors. Access to specific internal building doors by individuals is determined by the Department Access Coordinator. The system provides entry access to various doors within a building and enables automatic locking and unlocking of specific doors or groups of doors at prearranged times during the day.

Access Control Director - The vice president for University Services has been designated as the overall authority and delegated the responsibility for administration of this policy, procedures, approvals and issuance of all University access keys and is accountable for access and security of all campus facilities and property. On the Duluth Campus, the vice president for Finance and Operations has been designated as the overall authority to implement this policy and procedures.

Department Access Coordinator - An employee in a given department appointed by the Dean or Department Head to be responsible for the adherence and implementation of this policy.

Campus U-Card Access System - A high capacity computerized card access control system capable of either serving numerous building exterior doors and a number of campus departments or of serving individual doors within a specific department.

Key - Any mechanical device used to operate a mechanically controlled mechanism for entry/exit to a controlled area.

Key Coding - Numerical combinations which control the variety of keys a department uses without jeopardizing access control.

Access Control Administrator - Designated individual within Department of Central Security who manages the keying system and service delivery. An individual with be assigned with the Duluth Campus.

Access Control File - Critical records maintained by Department of Central Security, such items as key codes, key copy numbers, and Access Control database as well as departmental control access data.

Lockbox - An access control system designed for building access, used by service departments or police/fire personnel.

Responsibilities

Deans, Directors, Department Chairs, and Administrative Officers - Fully implement this policy within their respective areas. All records are subject to review by the Office of the Vice President for University Services.

Individual Departments - Financially responsible for the consequences of violations of this policy by their employees.

Vice President for University Services - On the Duluth Campus, this is the Vice President for Finance and Operations. Designated as the overall Twin Cities Campus Access Control Director and is responsible for or may delegate the following items:

• Approves all new access control systems and modifications to existing systems.
• Ensures appropriate authorization of all key fabrication and electronic access requests.
• Directs Access Control Manager to conduct a key control record audit as needed.
• Ensures the involvement of Department of Central Security and University Police in the design and planning of new and modified access control systems.
• Requests designated Department of Central Security and University Police employees to conduct reviews of campus departments and units to determine the adherence to and implementation of the access control-policy.
• Reports the results of key control reviews of campus departments to the Executive Vice President and Provost, at regular intervals.
• Directs designated Department of Central Security employees to establish service programs for administering, maintaining and repairing the mechanical and electronic access control systems.

Access Control Administrator - Oversees the service program for access systems. Elements of this service program include:

• Maintaining access control files.
• Directing the fabrication of all keys for campus spaces, mechanical access control, and specialized security keys.
• Managing a service program for all maintenance and repair work regarding mechanical and electronic access systems.
• Consulting with University Chief of Police (or designee) concerning records of keys lost or stolen. Decisions to re-key or to duplicate keys are based on consultation between the Chief of Police, the Access Control Manager, and the respective Dean or Department Head. All re-keying will be administered through Central Security. The cost of routine re-keying and key-cutting is borne by the affected Department.

Department Head - Appoints a member of his/her department to be responsible for the duties of the Department Access Controller, and shall advise Facilities Management, in writing, of the departmental member assigned the responsibilities of access key controller, and their alternate(s). The notification should be updated and confirmed anually, and should include the employees' work address, telephone number and signature.

All University personnel are required to:

• Sign an approved form documenting record of the issuance of the key;
• Maintain, secure and be responsible for any access control key(s) issued;
• Report loss or theft of access control keys to the Department Access Controller, and to the University Police Department (who will notify Central Security personnel) within 24 hours of discovery of theft or loss, and;
• Return to the Department Access Key Coordinator, upon terminating from the department, all keys issued.

• Maintains accurate records of all access control activities
• Orders and issues all department access control keys
• Prompts recovery of University keys from personnel who are terminated or transferred to another department
• Returns unassigned departmental access control keys in a timely and secure manner
• Authorizes after hour locksmith services
• Reports any position/responsibilities changes in your or another DAC's status

Other access Definitions

Building Key - A secured key that is used to open a door to a University space. Most building keys are BEST, but there are other types across campus such as Corbin, Schlage and Sargeant A building key is uniquely identified by a specific keying system, key code and copy number.

Cabinet Key - An unsecured key that is used to open a variety of office furnishings, mechanical systems or miscellaneous items. These are manufacturer specific codes that can be copied and are not tracked individually with a copy number.

Copy Number - Is a sequence number that identifies the specific number of a building key, cut for a specific key code.

Core - Also called key core, is the device that the key is inserted into. In most cases this is a BEST interchangeable core that is shaped in a figure eight and is approximately ½” wide by 1” in height.

Cylinder - A round cylindrical device into which the core is inserted.

Key System - A hierarchical system or grouping of codes. It is defined by one Grandmaster and can have multiple sub groupings of codes, each defined by a master level key. Keying Systems in most instances are unique to a specific University building. Currently on campus some buildings have multiple keying systems or multiple buildings have a single keying system.

GM Codes - A group of codes within a keying system with No master other than the Grand Master for the system. A lock keyed in this way can be opened only by the GM key or a key for that specific code.

X Codes - A group of codes within a keying system with NO master. A lock keyed in this way can be ONLY opened by the key for that specific code. Since this type of code limits access to fire and life safety personnel, it must be approved through the special security keying request process. This process may include a meeting with the Department Access Coordinator and Central Security.

University of Minnesota Key Stamping Specifications

• How to Read a Key

An electronic key management system has been implemented. To facilitate this change you may see a change in the way your keys are labeled.

Change 1

Master level keys (keys that open all doors in a specific grouping or series of codes) were previously label with a SM or M in front of the code. As a result the master level key for the A series (key codes A1- A?) was labeled either MA or SMA. To standardize labeling of keys and facilitate electronic data queries we will be dropping the SM or M in front of the code. In the example above the MA or SMA will be labeled with just an A.

Change 2

Keys are in most instances labeled with a building number on the side of the key in addition to the key code. With some buildings having multiple keying systems and other systems used in multiple buildings you may see a change in the building marked on your key. This building number represents a unique keying system, which may also be for the same building it is used, but in a few instances it does not. In those instances you may see the building number (representing a specific keying system) change to reflect the building in which those key codes originated. (IE a XY100 code used in building 074 would actually be labeled building 107 since these codes are used in multiple buildings but originate with building 107 system.)

Change 3

To identify a key as an outside door key, the key is now labeled with the letters OSD. For example, to order an outside door key number 299.1 you must enter a key number of OSD-299.1 when ordering online.

DELIVERY TIMES

Keys are delivered to the Facilities Management zone offices on Mondays, Tuesdays and Thursdays. Your zone office will contact you when keys are ready to be picked up.