Welcome to the new Physical Plant Key Request

This is a necessary step for improvement of security on campus. A Web Key Request is reviewed by Locksmith Services and turned into a key work order. This process not only allows Locksmith Services to verify the web key requests, but also will aid in tightened security on campus. We anticipate an improvement in key documentation, as well as a faster reaction time to requests.

The key request for is to be used for:

1. Requesting alterations, improvements, maintenance or repairs to a 
   key, lock or door. 
2. Requesting duplicate keys and or new keys/locks.

How to Enter a Web Key Request

1. Click on the link that says ‘Key Request Form’ in the right hand column of this page.
2. A window will open asking if you would like to open the document or save to your computer. (For future time savings it may be a good idea to save a copy of the form directly to your desktop) 
3. The form is to be filled out on the computer and once completed a copy is to be saved to your computer. 
4. If you are a pre-approved requester then after a copy has been saved, click the ‘submit’ button in the top left corner of the form (This will allow the form to go directly to the Physical Plant Locksmith for processing.)
5. If you are not approved to send a key request, email the form to the dean or department chair. (This can be done from the top tool bar directly on the form)  
   
   * Upon receiving the request, the Physical Plant will do their part in making accurate cost and start date estimations. A twenty-five dollar fee will be placed in effect for lost keys and new keys. For new assemblies/locks the charge will be the cost of the new equipment. There will be no charge in effect for broken or damaged equipment. Once those have been completed the form will be re-sent to the requester for approval.
   
   
6. When you receive the form back, double click on the attachment and check whether you approve or reject the estimation.
7. Make sure your name and the date you accepted/rejected is filled out and hit the submit button to re-send the form back to the Physical Plant.
8. Whether you accept or reject the form, be sure to send the form back to the Physical Plant for documentation.
9. Once the key request is completed, if the request was a chargeable service you will be sent an e-mail stating the job has been complete and the date in which your card was charged. 

The floor plans, located on the Physical Plant’s webpage, can be used as a sketch processing tool.

----- All fields need to be filled out before sent to the Physical Plant. Those denoted by an asterisk MUST be filled out or the key request will not be send-able. -----

Location/Room:
Use floor plans to determine the exact location of where the work is to be preformed. Floor plans may be printed and drawn on for better understanding of what needs to be done. If a floor plan does not exist for desired location please be as descriptive as possible to ensure the correct area is being serviced.

Description of Work:
Be as specific as possible when describing the work to be preformed. If there are several problems for the same lock or for different locks a separate work order MUST be filled out for each problem/request (i.e. if a new key is desired and a lock is broken each problem needs to be its own request, EVEN if it’s all in the same room.)

Key Number:
The key number is the code that is stamped on the key. (i.e. AA14) This number allows the Locksmith to designate the right type of key for your request. The number also aids in the inventory of keys for security purposes.

Quantity:
Please enter the number of keys/locks desired. This will allow the Locksmith to fulfill the key request in a timely fashion.

Chargeable Service:
 A chargeable Service consists of a twenty-five dollar charge for lost or new requested keys. The account will also be charged for new assemblies and or locks, at the price of the equipment cost of the physical plant. Services such as replacing broken or worn keys will not be chargeable. Neither will the replacement of assemblies/ locks if routine maintenance.

Estimation:
If any chargeable service, an estimate will be done for your request and then the form will be sent back to you for your approval. If, at that time, the cost is too high or for any other reason, you have the option of canceling your request. Make sure you resend the form to the Physical Plant for our records. Remember, it is only an estimate and final cost may vary. If the work request needs to be completed regardless of cost, fill out the third section accepting and continuing with the work request before sending the form to the Physical Plant for the first time. Also, make a comment in the Additional Information section saying ‘can be completed regardless of cost’ so we know you understand an estimate will not be sent to you for approval.

Sketch:
A sketch is recommended for ALL key requests where feasible. Even if just highlighting the area of interest for a better understanding.

Requested By:
Only certain individuals will have the ability to send a key request. The name who’s e-mail account the request is coming from MUST match the typed name in the requested box.

Key Recipient:
Key recipient refers to the person who will hold possession of the new key. This field MUST be filled out for safety documentation. If a key is being disbursed, that individual must sign for the key, along with the Dean or Department Chair.

Completed Requests:
Requester whose request was a chargeable service will have a form sent back to them stating the completion of the project and the date their PCard was charged. Those requests that are not chargeable will not receive a completion form back, except by the request of the requester. 

Tips to Good Key Control:
• Keys may not be duplicated outside the University.
• Deans, department heads, and chairpersons are responsible for distributing and controlling the keys in their areas.
• Master keys should be restricted to the fewest people possible. In addition, each department should have a policy, which allows for prompt collection of all keys from departing employees.
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Thank you for your patience with us as we make this transaction from paper trail to online. Our goal is to provide a better service to you in alterations, improvements, maintenance and repairs needed throughout this University. We also anticipate communication among the requester and the Physical Plant will be improved allowing us to meet you needs, along with stepping up security measures.
If you run into any problems while filling out the form, please contact Stephanie Slaubaugh at 367-4401