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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Step 2:

  • Enter your SF State ID # or Email and then click 'Next'.
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  • Enter your password and then click 'Sign In'.
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  • Verify and complete your login with two-factor authentication (2FA) using your Duo token or app.
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Step 3:

  • You will be brought to your FacilitiesLink homepage. The appearance varies depending on the access granted.
  • Scroll down until you find 'My Requests' and click on that link.
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Step 4:

  • On the 'My Requests' page, select the 'Submit Key Request' ink to submit a key/building access card request.
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Step 5:

  • Please fill out the key/building access card request form completely and to the best of your ability. Required fields have an asterisk next to them.
    • Key Requester: The person who is submitting the key/building access card request form
    • Key Holder: The person who the requested key/building access card is for
    • Access Requets: Information regarding the type of key/building access card request, the location of the requested key/building access card (interior and/or exterior), and the desired start date for the requested key/building access card
    • Key Approvals: The person(s) who will approve the key/building access card request form
      • Building Key Approver: Typically, this is the Building Coordinator or other authorized staff member
      • Optional Department Key Approver: Check with your department if another approval is needed outside of the Building Coordinator/authorized staff member
    • Additional Notes: Include any information that might assist with the key/building access card request
  • Read the 'Notice of Liability' and then click 'Create' to submit your key/building access card 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 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:

  • 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.
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  • 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
  • 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 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

 

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.