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Key Checkout, Renewal, and Return
Key Checkout, Renewal, and Return
Key Checkout Procedures
Key Checkout Procedures
Give person requesting key(s) the Key Checkout Instruction Sheet.
If unable to log into key checkout server, their UWNetID may not be in our database. Send them to the Administrative coordinator or IT programmer to add them to the key access database.
When the Key Checkout Form is turned in to the Front Office, check form for signatures and completion.
If a lab key is requested, then New Employee Safety Training must be completed with an advisor or lab manager (unless this has been previously completed).
If a building key is requested by an undergraduate, a signature from the supervisor must be obtained.
A Key Deposit Check is required per key checked out ($15.00 for Lab and office keys and $20.00 for building key).
If person already has more than $100.00 of Key Deposits already, no more deposit is required. Check their key folder to confirm
In the Key Checkout Binder, look up the Key # corresponding to the requested Room #.
Get keys from cabinet.
If needed, fill out a Building Use Permit.
Complete a receipt for the Key:
White copy for recipient
Yellow copy is taped to Key Checkout Form
Pink copy remains in Receipt Book.
Enter key checkout in Access Database:
New Keys
New Keys
Open frmNewKeys in Access Database
Click on “🡪*” to go to a new record
Complete all fields except “Assigned ID”
Status: In
Stem: Usually J4B
Key#: Digits following J4B (ex. If key is J4BH5-23, then key# is H5-23)
Repeat for each additional key
Note: Can also do this process in frmKeyCheckOut if someone is checking out one key
Key Renewal Procedures
Key Renewal Procedures
Check form for signatures and completion.
Complete a Building Use Permit if required.
Note new Return Date on the form.
Update in Database.
File form in person’s folder.
Key Return Procedures
Key Return Procedures
Check Key Return Form for completion.
On “For Office Use” section, list the keys and total deposit to be refunded.
Enter Key Return into the Database.
Put keys back in the Key Cabinet.
Complete a Check Request Reimbursement Form.
Ordering New Keys
Ordering New Keys
Normal Key Requests:
Normal Key Requests:
Fill out a Key Request Form (from administrative coordinator)
Located in the filing drawer with the Building Use Permits.
Use Budget Number 38-4084 for all keys except desk/cabinet keys.
Desk/cabinet keys: Budget Number 75-0474
The street address of the Physics/Astronomy Building is:
3910 15th Ave NE
Separate white and yellow copies of the Key Request Form
Send both to Lock Shop, BOX 355200, through campus mail.
Tape pink copy of the Key Request Form to an 8 ½ by 11 inch paper and give to Stephen Higgins.
Upon receipt of keys (either through delivery to the office or pickup from the Lock Shop), you will receive keys in small envelope with the yellow copy of the Key Request Form attached.
Separate the yellow copy of the Key Request Form from the envelope.
Tape to an 8 ½ by 11 inch paper and give to Stephen Higgins.
Enter keys as new keys in the Employees Database.
Place keys in the Key Cabinet.
Rush Key Request:
Rush Key Request:
Do NOT fill out Key Request Form.
Call Lock Shop
(206) 543-9014
The Lock Shop will ask for all the information usually entered on the Key Request Form.
Give a firm due date to the Lock Shop.
You will most likely need to walk down to the Lock Shop on the pick-up day to obtain the keys.
Be SURE you have your Husky Card with you in case identification is asked for.
Upon receiving keys, they will be in a small envelope with the yellow copy of the Key Request Form attached.
Separate yellow copy of the Key Request Form from envelope.
Tape yellow copy of the Key Request Form to an 8 ½ X 11in paper and give to Stephen.
Enter keys as new keys in the Employees Database.
Place keys in the Key Cabinet.
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