Access Approval Process

Requests for electronic locks access must first be approved by the individual's supervisor ​and by the access manager(s) of the​ space. If access is requested through the e-form. 

To learn more about automated and manually added lock permissions, please see How Electronic Lock Access Permissions Are Granted.

 

Request Approval Process - Roles and Responsibilities

​​When a lock access change request is submitted, the e-form system automatically notifies the Supervisor and Access Managers via e-mail, and routes the​ request as a Task for their approval. Supervisors and Access Managers can view and manage all of their Tasks in their BP Logix Task List.

Supervisor Roles and Responsibilities

Supervisors have a number of ​roles and responsibilities in the management of employee electronic lock permissions:

  • Review and approve/deny access change requests submitted by​ individuals they supervise,
  • Request changes as needed to the permissions of individuals they supervise,
  • Periodically review manual access permissions of individuals they supervise and submit requests to remove lock access no longer needed.​

Supervisor permissions are automatically added to the DIMS managers and HR supervisors groups. If you are not included in those groups but require the ability to manage the permissions of others, you may request access to the CBORD E-form Campus User Supervisors group through the Electronic Lock Access Request e-form.

Before approving a request, Supervisors are responsible for determining the following​​:

  • Is the requested access necessary in order for the individual to fulfill the duties of their role?
  • Does the requested access follow the Access - Key & Access Cards policy?

If no to either,​ the supervisor should enter a comment describing the concerns and select Deny to terminate​​ the request. An email indicating that the request was denied along with the commented concerns is​ sent to the access holder ​​and the requestor.

If the Supervisor approves the request, the request is forwarded for review and approval to the Access Managers of the space.
 

Access Manager Roles and Responsibilities

Access Managers are responsible for reviewing all requests for lock access to the spaces they manage.  An Access Group membership consists of one or more Access Managers.

Each space can have one to three Access Groups. Approval must be given by one Access M​​anager from within each Access Group associated with the space before the request is automatically forwarded for completion.

Access Managers are responsible for determining the following​ for each request they receive:

  • Does the request meet all criteria for unsupervised access to the space? The criteria for access vary by space but may include department policy, required safety trainings, and Working in Isolation restrictions.
  • Does the requested access follow the Access - Key & Access Cards policy?

If no to either, the Access Manager should enter a comment describing the concerns and select Deny to terminate​​ the request. An email indicating that the request was denied along with the commented concerns will be sent to the access holder ​​and the requester.

If the Acc​ess Managers approve the request, the ​permission changes are set for the access holder. An email is then sent notifying the access holder and requester of the completed request.

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