How to Request Keys and Building Access Cards

Fine Arts Building

Campus Keys and Building Access Cards Details

Key Management processes and systems are in place to protect SF State students, employees, vendors, contractors and assets by providing a safe, secure and accessible environment. All key holders issued University keys are responsible and accountable for the safety and security of their keys. Please note:

  • Loaning, lending, transferring or duplicating of keys is prohibited
  • Unauthorized fabrication, possession or use of keys or building access cards (keycards) to access San Francisco State University facilities and structures is a violation of California Penal Code 469

For more information about campus keys and building access cards (keycards), issuance and return processes, please read the additional information below:

 

  • Facilities Services will issue keys and building access cards (keycards) to campus members and vendors who require access to a campus space to perform their officially assigned duties and responsibilities
  • For all key and building access card (keycard) requests, please submit a key request online at SF State FacilitiesLink
  • All key and building access card (keycard) requests must be approved by the appropriate Key Approver
  • The Facilities Services Customer Service Center (CSC) reviews and advances all requests for re-keys, key cutting and re-cuts prior to submission to the Lock Shop
  • For further information about how to submit a service request, please visit our Service Requests page

Facilities Services has launched the online key module via FacilitiesLink for the campus community. This application allows for seamless, online submission of key requests to Facilities Services via Metabim, including the tracking of request submission and automated notification of key pick up. Below you will find a step-by-step guide to submit an online key and/or building access card (keycard) service request.

 

Step 1:

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  • Log into the system using your SF State ID or Email and SF State Password.
  • Click 'Login' when complete.
  • Complete your login with two-factor authentication (2FA) using your Duo token or app.
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Step 2:

  • You will be brought to your FacilitiesLink homepage. The appearance may vary depending on the access granted.
  • Scroll down until you find 'My Requests' and click on that link.
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  • You will be brought to your 'My Requests' page. Select 'Request Keys' to submit a key request.
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Step 3:

  • Once you are in the key module, your information should appear prepopulated in the 'Key Requester' section. If all the information looks correct, then all you will need to do is select the requester type in the drop-down menu.
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  • If you are requesting keys for yourself, click the checkbox next to 'Same as Requester' along the right side of the screen to automatically fill in the 'Key Holder' section. If you are requesting keys on behalf of someone else, proceed to fill out the data fields for who you are requesting the keys for in the 'Key Holder' section.
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  • ** Note: If the 'Key Requester' section is prepopulated with incorrect information, click the 'Clear Key Requester' link above the 'Key Requester' section. This will erase the current information listed in the section and will allow you to input your own information in the data fields.
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Step 4:

  • In the 'Access Requests' section, first select the appropriate reason for the key request in the 'Key Request Context' section. Then enter the locations, departments and/or keys to be requested in the 'Location or Department' section.
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  • Next, select which type of building access is being requested, as well as the desired start date for the keys to be in effect.
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Step 5:

  • Continue to fill out the remaining sections with your departmental key approver (this is optional, depending on your department), your building key approver (typically the building coordinator or other authorized staff member) and any additional information that may assist with your key request.
  • Click 'Create' to submit your key request.

 

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Step 6:

  • Once your key request has been submitted, you will immediately be brought to a new page that will display confirmation that your key request has been submitted to your designated key approver and details about your key request.
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  • You will also receive a confirmation email from Metabim to acknowledge the key request.
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Step 7:

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  • Once the key request has successfully been submitted, it will route automatically to your departmental and/or building key approver for review.
  • When the building key approver approves the key request, the request then gets sent to the Lock Shop to process and cut the keys.
  • After the Lock Shop cuts the keys, the Customer Service Center will reach out and notify the customers that the keys are ready for pickup via email.

 

Step 8:

  • Keys are available for pickup after the customer receives the confirmation email that says the keys are ready for pickup. In the confirmation email, please note the key pickup hours and any additional items needed to pick up the keys from the Facilities Services Customer Service Center Desk in Corporation Yard 102.
  • With the implementation of the Key Module, customers will now be notified via email once keys and/or building access cards (keycards) are ready for pick up
  • Valid SF State ID or government issued photo identification is required at the time of pick up, and no other form of identification is accepted
  • Only the requestor, key holder or designated approver can pick up requested keys and/or building access cards (keycards) from the CSC at Facilities Services located in Corporation Yard 102
  • If the department would like to elect an alternate to pick up keys, a signed memo authorizing the alternate to do so must be presented at the time of pickup
  • Pick up times for keys and building access cards (keycards) are from Monday through Friday between 8:30 a.m. – 12 p.m. and 1 p.m. – 4:30 p.m.
  • Keys and building access cards (keycards) that are no longer needed by the Key Holder and/or the department must be returned immediately to the Facilities Services Customer Service Center (CSC) located in Corporation Yard 102
  • Please note: Facilities Services is in process of acquiring a key management system for multiple buildings across campus that will allow authorized individuals to check out and return keys on a temporary basis and without having to submit a formal key request. The key management system is tentatively scheduled to debut in late 2024, and once in place, the following policy will apply:
    • Keys that have been checked out of the key management system must be returned to the respective system no later than the end of the shift by the same authorized individual and are not to be brought outside of the SF State premises
    • If the Key Holder fails to return all issued keys from the key management system, Facilities Services will notify the Key Holder's Manager or Supervisor, and the Key Holder will not be allowed to check out additional keys until the first key return is resolved
  • The Facilities Services Customer Service Center (CSC) must be notified immediately if key(s) or building access card(s) (keycards) are lost, misplaced and/or stolen
  • A Lost Property Report Form for the lost/misplaced/stolen key/building access card (keycard) must also be filed with UPD
  • For replacement key(s) or building access card(s) (keycards), please submit a key request online at SF State FacilitiesLink and provide a UPD-issued incident number/report in the request
    • Replacement requests that do not include a UPD-issued incident number/report will not be granted
  • Separating staff or faculty must return all keys (i.e., metal keys to interior and/or exterior doors) and building access cards (keycards) (i.e., proximity or proxy) to the Facilities Services Customer Service Center (CSC) located in Corporation Yard 102 on or before their last day of work
  • For inquiries regarding key or building access card (keycard) returns, contact the CSC by phone at (415) 338-1568 or (415) 405-0579 or by email at facilities@sfsu.edu
  • For inquiries regarding the clearance process from the University, please visit the Payroll Services page, submit an HR Clearance Service Request or Contact Human Resources at (415) 338-1872 or hrwww@sfsu.edu
  • A bollard is a post that restricts traffic
  • If you need a bollard unlocked, please contact the Facilities Services Customer Service Center online at SF State FacilitiesLink or by calling (415) 338-1568 or (415) 405-0579

 

Business Practice Directive

For more information regarding the control, issuance, use and return of keys and access procedures to campus facilities, please visit the Key Management Policy page. The objective of the policy is to:

  • Ensure the security and safety of members of the campus community while maintaining efficient facilities operational support and services.
  • Institute accountability for the University access control systems, including keys and access credentials for campus facilities owned, operated, maintained and leased by SF State.