ACCESS COORDINATOR AUTHORIZATION FORM

Table of Contents:

• Purpose
• General Information
• Exhibit and Instructions
• Form Requirements
  • Accessing GURU Forms
    • Web-based Documents
    • Converting Web-based Documents to PDF Documents
  • Exceptions
    • Combining PDF Documents
  • Applying 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.

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.

• 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 (each file name must be different from the previous)

• Now, 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 file name and save

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.

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:

• The initiator completes and saves the form using the naming convention defined above
• The initiator sends an email, with the above referenced document as an attachment, to the
  • Master Access Coordinator for initial approval, or
  • if this request is for a new Master Access Coordinator, send to UPPS - Physical Security Office
• The Master Access Coordinator opens the document, reviews the document, and applies their digital ID (if approving) as defined in Steps 4, 5, and 6 above and saves the document again (do not change the file name)
• The completed form 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 Form request or by calling the tech support line at 814-863-8592.

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

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