ACCESS COORDINATOR AUTHORIZATION FORM

Table of Contents:

• Purpose
• General Information
• Exhibit and Instructions
• Form Requirements
• Web-based Documents
• Applyig Digital IDs on PDFs (general instructions)
• Applying Digital IDs When Document Contains Multiple Signatures
• Clearing Fill-and-Print form Field Entries
• Number of Copies and Ultimate Distribution
• Where To Send Completed Forms
• Contact Information
• Cross References

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Purpose

The completion and approval of the Access Coordinator Authorization form appoints the said individual as the Access Coordinator for the specified campus, college, department or area, in accordance with Policy AD68 University Access Policy and Procedure SY2001 University Access: Clearance, Keys and Access Devices; Authorization, Issuance, and Fees. The Office of Physical Security is the authorized representative for the Access Coordinators.

General Information:

The Access Coordinator completes and submits the Access Coordinator Authorization form to the Master Access Coordinator for approval. Upon Master Access Coordinator approval, the fully approved original form is uploaded to Penn State Request Ccure Operator Access or a Modification of Access. Areas should keep a copy for their records.

If TERMINATING an appointment, the area must notify the Office of Physical Security of the effective date of termination of the appointment by completing the form on the Office of Physical Security Request Website.

Exhibit 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 these form fields. Hovering the computer house over any of the form fields within the PDF will display these instructions.

For step-by-step instructions for completing the Access Coordinator Authorization Form, click on link below:

Access Coordinator Authorization Form 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). See Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) and Procedure FN2017 Use of Approved Form Templates Appearing on the GURU Website for full details.

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). It will be necessary to convert this web-based document to PDF documents.

In order to have a version with all PDF capabilities enabled, including the electronic signature fields, click the down-load icon located () in the upper right-hand corner of the screen. A new version of the document will open and must be saved before entering any information in the form fields. Save the document in a location where you will be able to relocate it.

Applying Digital IDs on PDFs (general instructions)

Complete all fill-and-print form fields before completing the signature process:

1. Download the Access Coordinator Authorization Form (see instructions above) and save the document in a location where you will be able to relocate the document.
2. Close the version appearing on the computer screen and open the version saved in the previous step
3. Complete all fill-and-print fields
4. Once the form is complete, click in the signature form field and either:
• select your digital ID and click continue, or
• create your digital ID, select your digital ID, and click continue
5. Review the information in the appearance box and click sign
6. You will be required to save a copy of the document (the digital signature is not applied until the form is saved)
• the file name will contain the name "access-coordinator-authorization-form" in the file name field, add a dash and the last name dash first name (no spaces and all lower case [i.e. -smith-josph) to the end of the file name
• click Save
7. Close the form version appearing on your screen
8. Open the version containing your last name saved in the previous step
9. Verify that the digital ID appears on the document
10. Close the document

Applying Digital IDs When Document Contains Multiple Signatures:

The Access Coordinator Authorization Form requires multiple signatures. Please complete the following process for obtaining those signatures:

• The initiator downloads the web-based form (see above) and saves the form using the naming convention defined above
• Click "Share" (see Procedure FN2017 Use of Approved Form Templates Appearing on the GURU Website for instructions on enabling "Share")
• Enter the email address of the Master Access Coordinator to receive the request, add a message in the text box, and click Send. If the request is for a new Master Access Coordinator, send to UPPS - Physical Security Office
• The Master Access Coordinator or UPPS - Physical Security Office receives an email with a link to the document
• The Master Access Coordinator or Office of Physical Security opens the document, adds any additional information, and applies their digital ID (if approving) saves the document again (do not change the file name)
• The fully approved document must be "saved to PDF" in order to have a document that may be uploaded. Click Ctrl-P to print to PDF and click Save. Select a location where you will be able to relocate the document and click Save
• The fully approved PDF is then uploaded to Penn State Request Ccure Operator Access or a Modification of Access.

Clearing Fill-and-Print Form Field Entries:

This form has the "Clear Form" Bookmarks 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 life a ribbon)
• Click "Clear Form"

To clear a single field, click in that field and using the backspace key, remove all information or enter the information again.

If you encounter any difficulties, contact the GURU support staff by submitting a Technical Support Request form.

Number of Copies and Ultimate Distribution:

Where to Send Completed Forms:

The completed form is then submitted to Penn State Request Ccure Operator Access or a Modification of Access.

Contact Information:

For questions or additional details, please contact your University Access Coordinator.

To request changes to this form, please submit a GURU Technical Support Request form.

Cross References:

• Policy AD35 University Archives and Records Management
• Policy AD68 University Access Policy
• Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility
• Procedure SY2001 University Access: Clearance, Keys and Access Devices; Authorization, Issuance, and Fees