ACCESS COORDINATOR AUTHORIZATION FORM
Systems and Procedures
A Division of The Office of Budget and Finance
IN
Last Revision: 07/01/2020

ACCESS COORDINATOR AUTHORIZATION FORM

Table of Contents:


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 Microsoft Edge browsers do not support all features required for fill-and-print form functionality. Substitutes for an approved University official form (created using a different browser or scanned copies) will be returned along with the request to use the Chrome version.

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.

General Information:

The Access Coordinator completes and submits this form to the Master Access Coordinator for approval. Upon Master Access Coordinator approval, the original form is uploaded to Physical Security at 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 Physical Security Office of the effective date of termination of the appointment by completing the form on the 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. See Converting Web-based Documents to PDF Documents for details. See Applying Digital IDs on PDFs for instructions on adding signatures.

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) for full details.

Accessing GURU Forms

GURU PDF forms are designed for use with Adobe Acrobat Reader or Adobe Acrobat Pro. Each browser (Chrome, Firefox, Internet Explorer, 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 example, Nuance). If you experience problems downloading or opening documents, right click on the link on the Forms Locator Screen, select 'Save Link As' (or similar language) and save the file. The document can then be opened in either Adobe Acrobat Reader or Adobe Acrobat Pro from the saved location.

The latest version of Adobe Acrobat Reader is available for free. Contact your IT support staff person for downloading assistance, if/as needed. An Adobe Creative Cloud (CC) account is also available to all Penn State students, faculty, and staff members, at no cost. Sign up for an Adobe Creative Cloud account at adobe.psu.edu. 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 below), it will be necessary to convert these web-based documents to PDF documents.

Converting Web-based Documents to PDF Documents:

In order to have a version with all PDF capabilities enabled, click the "Fill & Sign in Acrobat" or "Open with Acrobat" icon located in the upper right-hand corner of the screen. This icon must be clicked before entering any information. A new versions of the document will open. 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:

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.

Repeat this process for each document that will be combined (each file name must be different from the previous)

Applying Digital IDs on PDFs (general instructions)

This form has the Digital ID (applying an electronic signature to the document) process enabled. If, upon opening the PDF in Google Chrome, the following does not appear in the upper right-hand corner of the screen, it will be necessary to enable Adobe Acrobat extension.

Image of Adobe Acrobat Fill-and-Sign bar

Please visit the following for instructions to enable Adobe Acrobat extension (see above).

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

  1. Open the Access Coordinator Authorization Form
  2. Before entering any information, click the "Fill-and-Sign in Acrobat" (see above) icon or click the "fill-and-sign" option (looks like a pen nib) located on the right-hand column within Adobe Acrobat, or click "Tools" from the tool bar on the upper left-hand side of the screen and click "Open" under the Fill & Sign option
  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
    • choose a location to save the file where you will be able to locate/retrieve this saved version
    • 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:

Clearing Fill-and-Print Form Field Entries:

This form has the "Clear Form" Bookmarks enabled. To clear ALL form field entries:

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 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 Access Coordinator Authorization Form
Document Ultimate Distribution: Retention Periods: Disposition Method:
Original Office of Physical Plant End of calendar year +3 years after the device is returned and/or clearances removed Paper documents = Secure Bin disposal or shred

Electronic documents and data = delete and empty computer recycle bin
Transitory* paper documents or transitory electronic document and data Copies created during the electronic signature process End of calendar year +1 year Paper documents = Secure Bin disposal or shred

Electronic documents and data = delete and empty computer recycle bin

* Transitory/Disposal Records are University Records that have temporary value and, as result, may be destroyed after they are no longer needed. In no event shall transitory records be retained longer than the official copy of the University Record.

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, additional details, or to request changes to this form, please contact your University Access Coordinator.

Cross References: