Toolkit

Keys & Access Request

Building, Lab, Office Access Procedures & ID Card Requests

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Introduction

BE Facilities operate a number of security systems for our buildings. These include key locks, OmniLocks/Cypherlocks and card key access systems. Keys and access codes/cards are assigned by the BE Facilities office, usually by the BE Security Administrator.

Upon request of the BE Dean, BE Department Chairs, and BE managers; faculty and staff will be assigned keys and codes that provide access to their areas of work and study, including exterior doors, offices, labs and the mailroom. Personnel assigned keys must ensure they safe keep them at all times in accordance with UCSC Key Issuance Policy.

Key and Access Card or Code Rules of Conduct

  • All University keys, ID Cards, PIN number access shall not be left unattended or in unlocked vehicles. Keys left in vehicles must be locked out of view.
  • All personnel are responsible for maintaining building security. Doors shall not be propped open or left in an unlocked position during hours when the building is normally closed to the public.
  • Personnel should not unlock buildings, rooms or let other persons follow them into buildings unless they are known to have legitimate access to the building or room.
  • All lost/missing/stolen university keys must be immediately reported to the BE Facilities office.

E2 Door access and other research lab OmniLock access is issued on an expiring basis. BE Facilities strives to warn personnel prior to their card expiration to get renew from their sponsor. Instructional Lab OmniLock access is generally issued on a quarterly basis for class lab use. Access ends when the course ends. Access beyond course ending requires approval from course instructor and BELS.

Access to Buildings, Labs and Offices

Please utilize the UCSC key request system to request and approve keys and rooms access (for non lab course access). For BELS lab access submit a request to bels-request@soe.ucsc.edu and include the required information listed in the process below.

For people needing to visit facilities, Keys, Cards and Codes are issued 1:00pm to 3:00pm daily.

Note: BioMedical Sciences Building (Biomed) access is controlled via PBSci Facilities office located in the Jack Baskin Engineering Building room #399C. Please use the same web request listed above.

Process

Requestor should login to the UCSC key request system using CruzID login.

Requestor selects the desired lab and/or office access by entering the room number or space name. When making a request for electronic access, the 5 or 6 digit code from the back of your UCSC Photo ID card is needed. This code is stamped between the magnetic stripe and the edge of the card on the back. If you do not have a UCSC Photo ID card, you will need to request one from BE Facilities via email to: bsoe-facilities@rt.ucsc.edu

  1. The system automatically emails approvers for the space to approve key/code/ID card access to the space.
  2. Principal Investigator (faculty) or delegated assistant or BE manager approves the access request in the OnLine Keys database system. This authorization is made using CruzID account authentication. Approver can change some parameters of the request, such as length of issue time.
  3. Once access is approved, request moves to key issuer (usually BE Facilities staff) for issuance of key.
  4. Requester is emailed asking they approved terms and conditions for access. Requester will need to login to the system at https://keys.adc.ucsc.edu with their CruzID username and password and approve conditions for access.
  5. Once access is approved and requester has approved terms and conditions, the system alerts facilities it is ok to issue key or code.
  6. If a new access card is required, BE Facilities authorizes ID card services to produce a new ID card for the individual. Facilities staff update the electronic lock system or prepare a key for issuance and notify the requester their access or key is ready.
  7. Individual visits the BE Facilities office and obtains key or presents access card for programming into system. If electronic access is requested and the requestor is already in the electronic access system, they may not need to visit BE Facilities.

Requesting BELS Teaching Lab Access

For BELS Lab access for a class or lab section, the instructor or TA should send an email with student names and CruzIDs to:
email: bels-request@soe.ucsc.edu
Subject: Dept-ClassNumber Quarter LabRoom Roster/Access List
Body:
We prefer an spreadsheet file attachment formatted as follows: 
StudentFirstName StudetLastName CruzID Room Number InstructorApproving

BELS staff will format and upload a bulk request to keys database system. This method also enables BELS staff to automatically approve access and to hold a roster record. Should BELS need to close the lab for maintenance, BELS staff then have the ability to email the students.

Requesting ID Cards for Electronic Access

For Faculty and Staff Employees
All new faculty and staff who don’t have a UCSC ID card issued by another Division or campus unit, must make a request for one through BE Facilities via the ticket request system by emailing bsoe-facilities@rt.ucsc.edu with the information noted below. Do not make requests directly through ID Card Services as you will be asked to provide payment in the form of a FOAPAL. BE Facilities maintains a running account with ID Card Services so that the cost of card issuance is covered by the Division.

  • Email: bsoe-facilities@rt.ucsc.edu
    SUBJECT: Photo ID Card Request – <name of person>
    Body:
  • NAME:
  • EMPL ID NUMBER:
  • AFFILIATION (Academic, Staff, Other):
  • DEPARTMENT/UNIT:
  • UCSC EMAIL:
  • NEW OR REPLACEMENT?:
  • START DATE:

For Students: Many graduate and undergraduate students receive UCSC Photo ID cards that are also proximity cards that can work on our systems. If your student photo ID card is not a proximity reader card, you may ask BE Facilities office to authorize and fund a new card with this capability. BE Facilities will authorize on a case by case basis depending upon whether a card is really needed or not (e.g OmniLocks can work with either a code or card).

BE Facilities staff will authorize and fund UCSC ID Card Services to make a Proximity Reader Photo ID card which can then be picked up per information below.

 Getting your UCSC Photo ID Card for Electronic Access

ID Card Services will take your photo and make an ID card after BE Facilities has sent them approval. To make your ID card, ID Card services needs: 

  1. BE Facilities authorization to make an ID card for you (BE Facilities pays ID card services for each card).
  2. Your UCSC ID number (employee or student ID number).
    New employee ID numbers can take several days to produce by payroll after starting work. 
  3. A government issued photo ID, such as a drivers license, passport, passport card.
  4. A personal visit to ID Card Services

Once authorized, visit ID Card Services to pick up the physical ID card. It‘s recommended that before going to the location that you ensure they will be open and they have an authorization for ID card for you.

ID Card Services located is located at the Quarry Plaza, in the Bay Tree Bookstore building. The nearest parking is the Hall Student Center Parking Lot which is typically full. They are open Monday – Friday 8am to 5pm (sometimes closed for breaks, etc. so it’s advisable to call ahead to confirm). They can be reached at 831-459-2990.

Note: Photos for UCSC ID cards require a government issued photo ID, along with student or employee number. No hats or sunglasses may be worn when campus ID photo is taken.

 Other Keys & Access Information

Deposits and Lost Key Fees/Fines

There is no key deposit for assignment of keys, OmniLock codes, or access cards to University employees. However loss of a key may involve a charge equivalent to the cost of re-keying the locks that it opened (could be in excess of $1,000). Loss or destruction (before reasonable card lifetime) of a door access card may involve a charge equivalent to the cost of replacing the card (about $25). The individual possessing the key or card has the responsibility to safeguard the keys and cards issued to them.

Last modified: Aug 27, 2024