PBSci Security, Access & Keys

The PBSci Facilities Keys Office administers the physical security operations for PBSci buildings on Science Hill. Services include administration of access requests and authorizations (brass key and card), re-key projects, and other related hardware/security solutions for the division as well as serving as a resource in the dissemination, education, and reinforcement of campus and division security and safety policies and procedures.

PBSci Keys Office
Contact Info

Staff:
Vacant,
Facilities Access Specialist (FAC)
  aka Facilities Security Coordinator (FSC)

Email:  pbscikeys@ucsc.edu
Phone:
  (831) 459-1992
Location: PSB 216

Hours:
PICKUP: 10am-12pm, Mon-Fri
RETURN: 8am-5pm, Mon-Fri

See the sections below for more information:


BRASS KEY REQUEST:

For brass key access to PBSci buildings and space on Science Hill, login to UCSC's ADCKey Request system (requires CruzID).

You will need the following information to submit your ADCKey request:

  • Your CruzID and Blue password *
  • Room #(s) and Building Name(s)
  • Your supervisor's name (or name of person sponsoring your access request)

*If you do not have a CruzID: Ask your UCSC Supervisor (or UCSC person sponsoring your access) to create an ADC Guest Account (or Sponsored-Sundry Account) for you. Your UCSC sponsor will need to login to the CruzID Manager website to request your temporary (or guest) account.

ITS & Temporary Accounts

ITS manages and operates the ADC Guest Account and Sponsored-Sundry Account options. For assistance with these temporary accounts, please contact ITS directly. PBSci Facilities does not provide support for these accounts.

Brass Key Access Request, Authorization & Pick-up Process:

  • Requester (individual to be issued the key access) logs in the ADCKey system using their CruzID login (If no CruzID, see above).
  • On the request page, enter the name of your supervisor in the Supervisor field, then choose the correct pull-down option.
  • In the key field enter the building name (Thimann, Sinsheimer, PSB, etc…), then a space, then the room number, entry or master.
  • Click Submit
  • An auto email is sent to the requester with a link to the Key Agreement.
  • The requester must follow this link and accept the agreement before the process moves forward (https://keys.adc.ucsc.edu/adckey/request/consent). There will be a delay in the key approval process if the requester does not accept/deny the key agreement.
  • The system automatically emails the Approver for the space to login it to ADCKEY to approve (or reject) the request for key/card access to the space.
  • Approver logs in to ADCKEY to review the request and submit their approval (or rejection). The Approver may change the key return or end date. Otherwise, the default key end date is 90 days from the approval date. Secondary approval may be required for access to some spaces or for higher level key requests.
  • Once access is approved, PBSci Facilities staff assigns and issues the key.
  • Requester is notified via email when keys are ready for pickup at the PBSci Keys Office.
  • Requester visits PBSci Keys Office to obtain the key.
  • All brass keys must be picked up by the key requester (key holder). Photo ID is required (UCSC ID preferred).

To request access for someone else:
Log into the ADCKEY system: https://keys.adc.ucsc.edu
From the ADCKEY homepage, select the option to request access on behalf of someone else (https://keys.adc.ucsc.edu/adckey/request/RequestBehalf).

If the person does not have a CruzID, create an ADC Guest Account for them via the ITS ADC Guest Account page

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CARD ACCESS REQUEST:

For electronic card access to the Biomedical Sciences Building or Math Dept/McHenry, complete the PBSci Card Access Request Form.

Card Access Request, Authorization & Programming Process:

  • Requester (individual to be issued the card access) completes the online form, including each floor level needed, days and time, and possibly purpose for access at each level.
  • Submit the online form.
  • The request goes to the key office staff which in turn forwards it to the approvers.
  • The approver will accept, deny or alter the access request.
  • The requester is sent an email to come in to the key office with their UCSC ID card* so the card can be programmed.
*If you do not have a UCSC ID card and your Supervisor (or UCSC sponsor) belongs to a PBSci department or unit, the PBSci Keys Office will provide a non-photo UCSC ID card for your Biomed (or Math/McHenry) access.
*If you do not have a UCSC ID card and your Supervisor (or UCSC sponsor) does NOT belong to a PBSci department or unit, contact your sponsoring department or unit to obtain a UCSC ID card.

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ACCESS RULES & RESPONSIBILITIES

Building Security Rules of Conduct for All:

  • Report lost/missing/stolen keys or cards issued from PBSci Facilities immediately to PBSci Facilities staff (831 459-1992 or pbscikeys@ucsc.edu).
  • All personnel are responsible for maintaining building security.
  • Doors shall not be propped open or left in an unlocked position during hours when the building is normally closed to the public.
  • Personnel should not unlock buildings, rooms or let other persons follow them into buildings unless they are known to have legitimate access to the building or room.

Key/Card Holder Responsibilities:

  • Report lost/missing/stolen keys or cards issued from PBSci Facilities immediately to PBSci Facilities staff (831 459-1992 or pbscikeys@ucsc.edu).
  • Each key holder must accept UCSC's Key Use & Acceptance Agreement.
  • University keys, ID Cards, and/or PIN numbers shall not be left unattended.
  • Return the keys directly to PBSci Facilities by the key end date, or request extension from the supervisor.
  • Do not mark keys, especially not with any identification of the room or building.
  • Do not loan/give your key(s) or card to anyone else to use. (Don’t hand your keys out to others or as lab keys, unless they are apart of a lab set controlled by career staff).
  • Do not share your PIN or write your PIN on the card.
  • Do not punch holes in the card.

Supervisor Responsibilities:

  • The supervisor must be either a UCSC faculty or staff with an indefinite employment appointment.
  • Guide key requester to request the most appropriate or lowest level key(s) necessary for access needed.
  • Set key end date in ADCKey to reflect realistic key end date that is in line with either graduation or employment appointment end dates.

Approver Responsibilities:

  • Guide key requester to the correct or most appropriate key(s).
  • Only approve key or card access requests that you can verify.
  • Set realistic key end date that is in line with either graduation or employment appointment end dates.

Modify Key End Date:

  • The key holder’s supervisor may modify the key end date from their own ADCKey review page.
  • Approver may also modify key end date in ADCKey. Often, the Approver and Supervisor for a key are the same person.
  • An automatic reminder email will be sent to the key holder 30 days prior to the end date, once a week until either the key is returned or the key end date is modified.

Rules for Key Issuance:

  • Always issue the lowest level key possible. Very few individuals are given building master keys.
  • Issue one key to one person at a time.
  • Lock box key sets have one CruzID per set (usually someone like a department manager).
  • Lab keys have one CruzID per set (usually the PI or indefinite end-date lab manager).
  • Each key holder must accept the key agreement.

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DEPOSITS AND LOST KEY FEES/FINES:

  • There is no key deposit for assignment/issuance of keys or access cards to University employees. However, loss of a key may involve a charge equivalent to the cost of re-keying.
  • Loss or destruction (before reasonable card lifetime) of UCSC ID Card may involve a charge equivalent to the cost of replacing the card (See ID Card Services).
  • The individual possessing the key or card has the responsibility to safe guard the keys and cards issued to them.

KEY CARRYING SECURITY TIPS:

  • Use a lanyard or another method to secure key sets to your body.
  • Avoid carrying them around in your hand, pocket or purse as these are most often how keys are lost or misplaced.

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See Also