KEY ISSUANCE LOG FORM

Use of Google Chrome Required

NOTE: Google Chrome must be used to access the GURU website and for completing and/or downloading fill-and-print forms. Firefox, Internet Explorer, and/or Microsoft Edge browsers do not support all features required for PDF fill-and-print form functionality. substitutes for an approved University official form (created using a different browser or scanned copies) will be returned with the request to use the Chrome version of the form.

Purpose:

The Key Issuance Log Form is used by the Access Coordinator to record keys issued to individuals for access to University facilities. Such authorization acknowledges that the individual to whom access is assigned has the authority and the functional responsibility to enter those locations.

The individual to whom access is being granted must read and agree to comply with Policy AD68 University Access prior to receiving access. The Facility Access Authorization Request must also be completed along with the Key Issuance Log form. This form is administered by the Access Coordinator, who will record the authorization of such access and maintain this document per the University Record Retention Schedule.

General Information:

Access Restrictions:

Access is limited strictly to the individual and University facilities designated on the Facility Access Authorization Request. No other individual may enter the approved facility using the individual's access privileges
Access is restricted to the specified and approved days and times
Access to the facility is only for the agreed upon purposes as determined by the Access Coordinator
Individuals are not permitted to conduct personal or other business on the premises at any time
Non-employees require a University-employed sponsor. Sponsor is responsible for all non-employee access
The Area Access Control Coordinator should be notified if access needs to be updated or terminated

Lost, Stolen, & Return of Access Devices:

Any lost keys, id+ Card, or Access Card must be reported immediately to the Access Coordinator by the individual to whom the access was issued
A lost or stolen card will result in the immediate termination of access privileges and will be reactivated only after resubmission of a request for access
Keys and/or Access Cards must be returned on the access end date to the Access Coordinator

Exhibits and Instructions:

This form has fill-and-print form fields and digital ID (signature) fields enabled. The PDF version has instructions provided for the type and/or format of information to be included within the fill-and-print form fields. Hovering the computer mouse over any form field within the PDF will display these instructions. See Converting Web-based Documents to PDF Documents for details.

For step-by-step instruction on completing the Key Issuance Log, click on link below:

Key Issuance Log Exhibit

Form Requirements:

No form may be used that substitutes for an approved official University form without prior review and approval by the steward of the form/central office, as facilitated by the Office of Systems and Procedures (designated representative of the Associate Vice President for Budget and Finance). Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) requires that all form templates must be vetted and approved prior to being published on the GURU website and all such documents having gone through said established approval process must be password protected.

Accessing GURU Forms:

GURU PDF forms are designed for use with Adobe Acrobat Reader or Adobe Acrobat Pro. Each browser (Chrome, Firefox, Internet Explorer, Microsoft Edge, etc) has a built-in PDF viewer making it the default PDF viewer without asking users. These built-in viewers do not necessarily support all features required for PDF forms. Similarly, many calculations are not supported by other stand-alone PDF readers (for examples, Nuance). It has been brought to the attention of the Office of Systems and Procedures that PDF forms do not function appropriately when accessed using Firefox and/or Microsoft Edge. In order to access any of the forms on GURU and have the fill-and-print functionality work properly, the end-user must access the GURU website using Google Chrome.

The latest version of Adobe Acrobat Reader is available for free. Contact your IT support staff person for downloading assistance, if/as needed. If Adobe Acrobat Pro better suits your needs, contact your IT support staff person for purchasing and installation assistance.

Web-based Documents:

Clicking the form download icon on any of the form instruction pages on GURU will open a web-based version of the form. While it appears to have fill-and-print fields available, not all functionality may be available for use (i.e. digital ID fields). With some exceptions (see exceptions below), it will be necessary to convert these web-based documents to PDF documents (see Converting to PDF documents section).

Converting Web-based Documents to PDF Documents:

In order to have a version with all PDF capabilities enabled, click the Fill & Sign in Acrobat icon located in the upper right-hand corner of the screen. This icon must be clicked before entering any information. Clicking this icon opens an actual PDF version of the document. Complete this version and save the document in a location where you will be able to locate it.

If, upon opening the PDF in Google Chrome, the Fill & Sign in Acrobat icon does not appear in the upper right-hand corner of the screen, it will be necessary to enable Adobe Acrobat extension. Please visit Enable Adobe Acrobat extension for Google Chrome for instructions to enable Adobe Acrobat extension.

Exceptions:

Combining PDF Documents:

There may be times when it is necessary to combine multiple pdf documents into a single document for submission. In those instances, complete the following steps:

Click on the appropriate form in GURU
Complete the fill-and-print boxes on the web-based form
Click the printer icon located in the upper right-hand corner of the screen
Change Destination to Microsoft Print to PDF using the drop-down arrow
Click Print at the bottom of that panel
Enter a file name in the box at the bottom of the pop-up window and be sure to select a location where you will be able to relocate the document
Click Save

Repeat this process for each document that will be combined

Open one of the completed pdf documents and on the far right select combine files
Click Add Files and select the files to be combined
Click Combine
The new document will have the title "Binder" - change the name of the document ans Save

Clearing Fill-and-Print Form Field Entries:

This form has the "Clear Form" Bookmark enabled. To clear all form field entries:

If left-hand column is not displayed when the document is opened, click the small arrow located at about the mid-point of the left-hand side of the screen to reveal the column
Click "Bookmarks" (looks like a ribbon)
Click "Clear Form"

If you encounter any difficulties, contact the GURU support staff by submitting a Technical support form request or by calling the tech support line at 814-863-8592.

Number of Copies and Ultimate Distribution:

Table of distribution and retention of the Key Issuance Log form
Document:	Ultimate Distribution:	Retention Periods:	Disposition Method:
Original	Access Coordinator	End of calendar year +2 years after device is returned and/or clearances removed	Paper Document = Secure Bin disposal or shred Electronic Document and Data = delete and empty computer recycle bin
Employee Copy*	Employee	If retained on University Computer - immediately upon device being returned or clearances removed	Electronic Document and Data = delete and empty computer recycle bin

*Transitory Copy - University Records that have temporary value and, as a result, may be destroyed after they are no longer needed. In no event shall be retained longer than the official copy of the University Record as delineated on the Records Retention Schedule.