Employee On-Boarding - Electronic Lock and Key Tender Permissions

Overview

This article provides information for supervisors on how to on-board an employee to ensure they receive all needed electronic lock and key tender permissions for their role.

Most electronic lock and key tender permissions are automated. In some situations, additional permissions must be must requested by the employee's supervisor or department administrative assistant.

Prerequisites

Before permissions can be reviewed or requested:

  • The employee's faculty or staff appointment must be created in the Department Information Management System (DIMS), and,
  • Their UWSP network account must be created. The Department Information Manager (DIM) will receive an email notifying them of this account creation.

Once a new employee's account is created in DIMS AND the department DIM receives the account creation notification email, any additional permissions for the new employee that need to be set manually by IT can be requested. It is not necessary to wait until the new employee completes their network account set up or receives their PointCard. Requesting additional permissions as soon as a new employee account is created can minimize wait time.

1. Verify Automatic Permissions

Before requesting electronic lock and key tender permissions for a new employee, you should first check to see what permissions are already automatically assigned based on the DIMS appointment.

To verify automatic permissions are correct and identify missing permissions:

  1. Sign into the Electronic Lock Access Request e-form and select Add Access.
  2. Select "Request for: Someone Else" and add the Name of the individual.

    What if you do not see the option to Request for: Someone Else? If you do not see the Request for: Someone Else option, please follow the directions at View or Request Changes to​​​​ Access - Faculty and Staff and request access for yourself to "CBORD E-form Campus User Supervisors". Most campus supervisors automatically receive this access.
     
  3. Scroll down to the Existing Access Groups section.
  4. Check the automatically provided permissions to verify they are correct and identify missing permissions not automatically provided.
    • If you are uncertain which permissions are needed for a new employee and another employee is in the same position, consider comparing the two sets of permissions by following steps 1-3 for both.
    • If a list of permissions are needed for a previous employee, please contact the IT Service Desk.
    • If no permissions are listed for the new employee in the e-form, please close the form and retry.
       

Are Automatic Permissions Incorrect?

If automatically provided permissions are incorrect, please verify the employee's appointment is assigned to the correct DIMS workgroup. If the DIMS workgroup is correct, please contact the IT Service Desk for further assistance.

Are Additional Permissions Required?

If additional permissions are required, please keep the e-form open and move on to section 2 below.

2. Request manual permissions (if needed)

These instructions assume you have just completed the instructions in section 1 above and still have the e-form open.

  1. Navigate up to the Add Access section of the e-form and add the supervisor's name in the Supervisor field, then select them from the list. 
  2. Complete the following fields:
    1. Access Group: select the lock group for the requested access change.
    2. Reason for Request: Add a reason or justification for the request.
    3. (Optional) Add a start and end date if specific dates are required. If no start date is entered, the request will be processed after all approvals are received.
  3. If requesting permissions to multiple areas, click the Add Another button and repeat step 5 for the new line.
  4. Click Submit at the very bottom of the form.

The permission request will then be routed to the supervisor as well as the access manager for approval.

3. Request scheduling permissions (if needed)

If the individual should have permissions to any user-managed electronic lock schedules, please Submit a IT Ticket requesting those permissions.

Note: User managed schedules are not common and do not exist in many areas. Where user-managed schedules exit, permissions are typically limited to the access managers or their assistants.

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