Keys and Electronic Access
Forms for ordering new access devices (keys or fobs), requesting an access device reassignment, reporting lost access devices, requesting building hour changes, or requesting a rekey can all be found under “Access/Keys/Locks” on the Request a Service page in the Ready portal.
If you are living in the residence halls and have an access issue, please report the problem to the desk attendant in your building. Only select individuals can submit an access request for University Residences.
Ordering New Access Devices
Access devices can be ordered as take-home access for employees or as department-held devices used for checkout or for future reassignment.
When an access Ready request for take-home access is submitted, an email with a link to a "Key and Access Control Acknowledgment and Agreement Form" will automatically be sent to the individual who is to receive access. This Acknowledgment Form must be completed before the request can be processed. Requests for department-held access devices do not need Access Acknowledgement Forms.
Once the Acknowledgment Form is completed, the FDO Customer Service team will route the access request to the department requesting access, first to their Financial Authorizer and then to their Area Access Manager. Once the access request has been fully routed with approvals, a work order will be created for the Facilities Shops to cut the keys or program the fobs.
When the access order is available to be picked up or delivered (if delivery service is available at that time), an email titled “Access Ready Request Available for Pick-up" will be sent to the employee receiving the access.
Reassigning Access Devices
Access devices can be reassigned from a department to an employee, from an employee to a department, from an employee to another employee, or from one department to another department.
To keep accurate records in case an access device review is requested for a department, it is important to submit a reassignment request whenever an access device changes hands.
To submit a reassignment Ready request, select “Reassign an Existing Key or Electronic Access Device” from the Key and Access Request page on the Access/Keys/Locks template.
The form will ask for the W-number of the current key or electronic access device holder. If this is unknown, or the access device is being reassigned from a department, the submitter should enter their own W-number. Add a note in the additional information comment section at the end form that the W-number of the person who previously held the key is unknown or that this is a department-held key being reassigned.
For access devices being reassigned to a department, the submitter should enter their own W-number. In the additional information section, they should specify that the key or fob will be department-held.
When an access Ready request for a reassignment to an employee is submitted, an email with a link to a "Key and Access Control Acknowledgment and Agreement Form" will automatically be sent to the individual who is to receive access. This Acknowledgment Form must be completed before the access devices are reassigned in the system, and the employee is authorized to use the keys/fobs as take-homes. If an employee does not complete the form, fobs may be deactivated.
After the Access Acknowledgment is completed, the FDO Customer Service team will reassign keys and fobs in our system and create a work order for the Technical Maintenance Shop to reassign, reprogram, or reactivate fobs in the access control system (OnGuard).
Reassignment requests do not route to the requesting department's Financial Authority or Area Access Manager.
Reporting a Lost or Stolen Access Device
If an access device is lost or stolen, use the “Report a Lost or Stolen Key(s) or Electronic Access Device(s)” option on the Key and Access Request page of the Access/Keys/Lock template in ReADY to start a risk review, update the access devices to lost/stolen in the system, and request a replacement access device.
After a Ready request is submitted to report a lost or stolen access device, FDO deactivates lost fobs and updates lost fobs or keys to “lost” in the tracking system. FDO Customer Service then routes the risk review form.
Risk review first goes to the reporting department's Area Access Manager. The Area Access Manager can decide if the department deems the lost access device a high risk, meaning the department would like the affected spaces rekeyed. If they select rekey, the Ready request is then routed to that Department’s Financial Authority to submit the funding string to be used for the rekey. If the Area Access Manager decides the risk is lower, they may select to proceed with the risk review. Please note that a department may still need to place other Ready requests after a rekey request to order new keys for employees or the department to use after the locks are changed.
If the department decides to proceed with the risk review, the request is routed to the Access Control Administrator (ACA) for review. The ACA reviews the conditions under which the access device was lost, the risk involved with the location where the device was lost, the locations under the access device, and any concerns or added risks associated with these locations. The ACA may decide to rekey, or that no further escalation is required, or to proceed with the risk review. If a rekey is selected, the request is then routed to the reporting department’s Financial Authority to submit the funding string to be used for the rekey. If no escalation is selected, the request ends if the reporting department does not request a replacement access device. If the reporting department does request a replacement device, the request routes to that department’s Financial Authority to submit the funding string to be used for the replacement access device.
If the ACA decides to proceed with risk review, the request is routed to the University Police Department’s Chief of Police. They may then select a rekey or indicate that no further escalation is needed. If no escalation is selected, the request ends if the department reporting the issue does not request a replacement access device. If the reporting department does request a replacement device, the request routes to that department’s Financial Authority to submit the funding string to be used for the replacement access device.
Requesting Building Hour Changes
If an event is scheduled in a building outside a building’s regular open hours, a department may request a building hour change. Please note that this form does not include Viking Union or Wade King Rec Center Spaces. To reserve those spaces, please see this Plan Your Event page.
Regular operating hours can be found on the building hours page of University Police website under the Safety and Security tab. Be sure that the correct session is selected on the left-hand side of the screen before reviewing building hours (example: Intersession Weekday, Intersession Saturdays, Academic Weekdays, Summer Weekdays).
Some departments may also select the building hour change to request that interior access to labs/suites/other spaces with access control be updated to a new schedule.
All building hour change requests are reviewed by Space Administration to ensure events are authorized and schedule changes are approved.
If a building hour change for an event is submitted less than 48 hours before the event, it may not be able to be scheduled.
Requesting a Rekey
A department may decide that it would like the keying of a space to be changed. Lost or stolen keys, a department taking over a new space, or wanting to restrict access for previously issued keys are a few of the reasons a department may decide to rekey.
Rekey requests are funded by the requesting department and must go through a full review by Facilities Development and Operations to ensure a rekey will comply with Western's Access Control Policies and Standards.
NOTE: A rekey is a request to change the lock. None of the keys previously issued for that lock will then work. If a lock is not functioning properly but a rekey is not needed, be sure to use the “Issue Not Listed” template on the Request a Service page in Ready. There is an option for Doors/Locks on the details page of that template.
Receiving Access Devices from Facilities
After an employee has been notified via email that their access device order is available, they can arrange to pick up the keys at the Customer Service Center (CSC) or have the order delivered to their office, if delivery is available at that time. Pickup at the CSC can be done 8 am - 4 pm on regular business days.
The CSC is located in Room 224 through the southeast entrance to the Physical Plant at 915 26th Street. Bypass the front building to enter through the south-facing door from the south section of parking lot 24G. The CSC is up the stairs on your right. For ADA access, please call ahead to make arrangements.
