KEY REQUEST FORM

1. KEY REQUEST FORM

2. Purpose 1 The purpose of this key form is to improve security on campus. With proper documentation we will be able to track the distribution of keys. We anticipate an improvement in key documentation, as well as a faster reaction time to requests. When it is decided that a key request form is needed, navigate to the physical plant departments website. This web page can be found from the Faculty/Staff link off FSU’s Home page. Then select ‘Key Request’ in the left hand column of the page. The Key Request form is to be used for requesting alterations, improvements, maintenance or repairs to a key or lock. Also for requesting duplicate keys and/ or new keys and locks.

3. Process 2 After selecting ‘Key Request’ a new page will open. Here you can find a thorough explanation of the new key form. In addition a list of procedure explaining how to fill out the form, and the purpose of each field. After reading through the directions select ‘Key Request Form’ located in the left hand column.

4. Process 3 Upon selecting the form you will be prompted to choose Open or Save. If you feel you will be using the form often you may want to choose the save option so you will not have to retrieve the form each time you need it. Otherwise, you may select open and continue the form process. * ONLY authorized personal can submit the form. See next slide for more information.

5. Process 4 Once the requester has completed the top half of the Key Request Form, you should save a copy to your computer for personal documentation. Afterwards, click the submit button located in the top left corner of the form. Certain areas MUST be completed, otherwise the form will not send. 1.) Requested By 2.) 4 Digit PCard # 3.) Fund Number 4.) Org. Number 5.) Key Number The key number can be found on the key. It often consists of numbers, letters, or both. Ex. AA14

6. Process 5 Much like the work order system, everyone will have access to view and fill out the Key Form. However, only Deans, Chairs, and authorized employees will have the clearance to submit the actual form. If you do not have the ability to send the form, you are not included on the approved list. You must send the form to the person within your department with the ability. Select the ‘Send to Mail Recipient’ button in the tool bar located at the top of the page. (Not the submit button.)

7. Process 6 Then like any other email, fill out the ‘To’ field and other information. Then click the send button located directly above the ‘To’ field.

8. Accurate Validation of Form 7 Only certain email addresses will have the capability to send the form via the submit button. • Administration • Deans • Chairs • Approved Offices/ Services Only Administration, Deans, & Chairs, can request for others in their department to be added to the clearance list. Those wishing permission to submit Key Requests MUST have the Dean/Chairs permission and should contact Stephanie Slaubaugh (304) 367-4401 to begin the process.

9. Individuals with Access to Submit Key Request 8 Dr. Gerald Bacza Ms. Susan Bailey Ms. Kelli Baker Dr. Robert Baker Mr. Michael Belmear Mrs. Judy Biafore Mr. Pieter Blood Ms. Jean Bolyard Dr. M Sharon Boni Mr. Dale Bradley Ms. Evie Brantmayer Ms. Kristy Burner Ms. Christy Burner Mr. Jack Clayton Ms. Nita Coleman Ms. Lynne Conrad Mr. John Davis Ms. Jane Delbrook Dr. Van O. Dempsey, III Ms. Janet Dudash Mr. Rusty Elliott Ms. Barbara Fallon Ms. Amie Fazalare Mr. William Finley Dr. Anthony Gilberti Mr. Daniel Gockley Ms. Trudy Hartman Mrs. Erica Harvey Dr. Richard Harvey Ms. Deborah Hawkins Ms. Jeani Hawkins Ms. Vickie Hedrick Ms. Sarah Hensley Ms. Antoinette Hines Ms. Thelma Hutchins Ms. Beverly Johnston Ms. Beverly Jones Mrs. Francine Jurosko Mr. John Kellar Ms. Nancy Keller Mrs. Rosetta Kolar Dr. Thomas Krepel Mr. Peter Lach Dr. Christina Lavorata Mr. Stephen Leach Mr. Steve Leadman Ms. Tina Lemasters Mr. Roy Lewis Ms. Heidi Mahaney Ms. Beth Martin Mr. James Matthews Ms. Brenda Mayfield Dr. Nancy McClure Mr. Richard McCormick Mr. Christopher Morgan Dr. Beth Newcome Ms. Donna Nuzum Dr. Tim Oxley Mr. Rick Porto Ms. Lori Postlethwait Ms. Trish Price Ms. Renne Rannenberg Mr. Timothy Rice Ms. Martha Richards Mrs. Deborah Rogers Dr. Clarence Rohrbaugh Dr. Rosemarie Romesburg Mr. Steven Roof Ms. Joyce Rose Dr. Maria Rose Ms. Mary Jo Rutherford Mr. Steve Shala Ms. Lori Schoonmaker Ms. Annette Schorr Mr. Paul Schreffler Dr. Deanna Shields Ms. Sandy Shriver Ms. Pamela Stephens Mr. Porter Stiles Mr. Tom Stose Ms. Sherrie Strawderman Mr. Dave Tamm Ms. Lea Ann Valentine Ms. Jennifer Weist Ms. Deborah Woods Mr. George Yanchak Ms. Robin Yeager

10. Physical Plant 9 Upon Receiving the Key Request, The Physical Plant will fill out its part for the projection of cost and completion date. If the service is chargeable, the physical plant will then re-send the form to the requestor for approval. Once the requestor receives the form back, via e-mail, they will be responsible for accepting the estimated cost & date confirming that it is OK to begin work or rejecting the request for circumstances within their control.

11. Verification Signature 10 Key recipient(s) are required to sign for the key when dispersed to them, by Locksmith Services. This will aid the Physical Plant in maintaining an accurate database of who has access to what.

12. Physical Plant 11 • Once the work has been completed for the request – the Physical Plant will fill out the remainder of the form. • If the service is chargeable the requestor will receive email(s) stating when… • The job has been completed. • This is the final cost. • This is the actual date it was completed on. • This is the date your card was charged.

13. Thank You… 12 Thanks for your patience and time as we work through this new key procedure.