Forms

Key Forms

• Key Request – Faculty/Staff (Adobe Sign) - fillable/printable .pdf version
• Key Request – Student (Adobe Sign) - fillable/printable .pdf version
• Key Request - Emeritus (Adobe Sign Key Request webform will be coming soon!)
• Report of Key Loss Form

Things to Know:

• Employees: Turn in keys when no longer needed or prior to issuance of final pay warrant. Periodic auditing of issued keys may be requested. 
  • Note to Authorized Approvers: The process to approve an Adobe Sign Key Request form requires a review of all fields on the form for completeness.  This step is an opportunity for Authorized Approvers to review the business purpose for the access as well as all other fields on the form to ensure the information is complete and the building and room # for each requested access is accurate. Also, the Authorized Approver can add any additional access as needed. If the requested access and all fields are complete and correct, proceed to the ‘Approvals’ section of the form, ‘Click here to sign’ and once signed, ‘Click to Approve’.  Once all parties have fulfilled their roles in the request process, all parties will receive a completed “approved” copy of the Key Request form and a completed Key Request form is routed to the Seawolf Service Center for final review and issuance. NOTE: If any of the information on the Key Request is incomplete and/or incorrect, please select "Decline to sign" from the 'Options' drop-down menu located on the top/upper-left corner of the form, provide a reason for declining the Key Request, click ‘Decline.’ This action cancels the key request. If access is still needed, a new Adobe Sign Key Request must be submitted.
• Students: Keys are issued on a semester basis. Any uncleared keys may result in an administrative hold of student's registration. 
• Report lost keys as soon as possible using the Report of Key Loss Form (PDF). This form is used to keep a record of potential compromise to specific locks and to determine if lock replacement is needed for security.
• Duplicates of outstanding (uncleared) keys will not be issued.
• SSU Key Issuance Policy

For your convenience, please see below a partial list of Authorized Approvers. For a complete listing of Authorized Approvers for your area, please contact your Supervisor or the Seawolf Service Center.

Key Request Form Submission and Issuance Timelines:

Faculty/Staff:

The Peak Period Key Request Submission Timeline is 2 weeks before the start of the semester through the first 2 weeks of the semester:

In order to ensure that campus key and/or electronic access is ready for issuance to faculty/staff on or after the first day of the semester, a complete Key Request form, including building and room # information, must be received by the Seawolf Service Center by the submission deadline noted below using the Adobe Sign Key Request form.  

Key Requests may be submitted in person by faculty/staff during the office’s peak period, however the turnaround time for issuance may be delayed due to key stock availability and/or electronic access uploading schedules. 

Note: Faculty/Staff Key Request forms submitted for issuance will be held for a period of no more than 30 days.  After 30 days, brass keys will be re-hooked and all electronic access will be removed. If keys and/or electronic access are still needed after 30 days, a new Faculty/Staff Key Request form must be submitted.

Regular Period Key Request Submission Timeline for Faculty/Staff:

Outside of the peak period timeline noted above, faculty/staff can submit Key Request forms using the Adobe Sign Key Request form process or in person.  The issuance turnaround time will depend on key stock availability and/or electronic access uploading schedules, which is typically a 24-48 business hour turnaround time.

Students:

Key Requests for students are completed on demand and the turnaround time varies depending on timing of the semester and key stock availability and/or electronic access uploading schedules. 

During the peak period of the semester for key issuance, which is the first two weeks prior to the start of the semester through the first two weeks of the semester, the electronic access uploading schedule is typically a 48-72 business hour turnaround time.  A non-peak period turnaround time for the electronic access uploading schedule is typically a 24-48 business hour turnaround time.

Once the Seawolf Service Center receives the completed Key Request form, including building and room # information, via the Adobe Sign submission process, the student can come in to the Seawolf Service Center in Salazar Hall 1000 to complete the issuance process.

The earliest the Seawolf Service Center will accept a semester student key request for issuance or renewal is during the following timelines: 

• August 1 for Fall semester access
• December 1 for Spring semester access
• May 1 for Summer semester access

Note: Student Key Request forms submitted on behalf of the student will be held for a period of no more than 30 days. If keys and/or electronic access are still needed after the 30 day timeline, a new Key Request form must be submitted.

Employees & Students: Step-by-step instructions on how to request campus keys

• Faculty/Staff -  Adobe Sign step-by-step instructions
• Student - Adobe Sign step-by-step instructions

Keys may be requested for regularly appointed University and auxiliary employees for the duration of employment. Students must be enrolled in classes and keys may be requested for a period of no longer than one semester at a time. For key and electronic access issuance timelines, review the Key Request Form Submission and Issuance Timelines information section.

1. At minimum, complete all required (*) fields on the Faculty/Staff Key Request Form* and/or Student Key Request Form*. 
   • Employees requesting alarm access only, enter “N/A” in the keys section of the form.
2. Click to approve at the bottom of the form.
3. Enter the name and email address of the building area signer or your appropriate administrator in accordance with the Key Control Policy, and click next. If a second/third approval is required, please complete the next participant(s) section.
4. Enter your name and email and click to approve this document. An email will be sent to your email for confirmation. To complete the process, open the email and confirm your email address using the link provided.
5. After you confirm your approval and other form participants have fulfilled their roles and approved the request, all parties will receive a completed "approved" copy of the Key Request Form. 
   • For key and electronic access issuance timelines, review the Key Request Form Submission and Issuance Timelines information section.
   • If any of the information on the form is incomplete and/or incorrect, please select "Decline to sign" from the 'Options' drop-down menu located on the top/upper-left corner of the form. Provide a reason for declining the form and click "Decline." The Requestor will need to re-submit the form.
6. Once approved, the completed Key Request Form will be routed to the Seawolf Service Center (SSC) for processing. 
7. For faculty/staff, the employee will be notified by the Seawolf Service Center when the requested access is ready for pick-up. For key and electronic access issuance timelines, review the Key Request Form Submission and Issuance Timelines information section.
8. For students, once the SSC receives the request, the student may come in to complete the issuance process. 
9. Receive and sign for authorized keys.