Key Requests

KEY REQUEST FORMS:   STUDENT / FACULTY / STAFF   |   CONTRACTOR / TENANT / AFFILIATE

RETURNING KEYS   |   LOST / STOLEN KEYS   |   KEY REPLACEMENT / DEPOSIT FEES

DEPARTMENT KEYBOX KEYS   |   DRAWER / FILING CABINET / DISPLAY CASE KEYS

ID CARD READERS & KEYPADS   |   DEPARTMENT MOVES

Key Request Forms: Student / Faculty / Staff

Keys are issued via appropriate request form submitted to keys@pdx.edu.

Key requests require an active ODIN account. Info: OIT ODIN Accounts Page

• Standard Request Form
• Use-Specific Forms:
  • MCECS Request Form
  • UHRL Ring Request Form
  • Department Keybox Request Form
    Info: DEPARTMENT KEYBOX KEYS

Key Request Forms: Contractor / Tenant / Affiliate

These forms are submitted by the Project Manager or

Property Management group.

• Contractor Request Form
  Info: KEY DEPOSIT required prior to issuance
• Standard Tenant Request Form
• Vanport Building Affiliate Request Form

Returning Keys

Issued keys are the property of PSU.

Upon transfer to another office, departure from PSU, or upon request, keys are to be returned to FPM located in the University Services Building, Suite 202, or to the Campus Public Safety Office, if after hours. 

Lost / Stolen Keys

In the event that keys are lost, stolen, or otherwise misplaced, notify FPM (503) 725-3738, Campus Public Safety (503) 725-4407, and an immediate supervisor.

• Lost/Stolen Forms (Include CPSO/police report, if theft occurred.)
  • Standard Lost/Stolen Form 
  • Department Keybox Lost/Stolen Form
• REPLACEMENT FEE will be assessed for new keys or for keys not returned upon departure from PSU.

Key Replacement / Deposit Fees

Replacement Fee Payment Process

• Keyholder submits Lost/Stolen form to keys@pdx.edu.
  • For PSU employees and students: If keys were stolen, keyholder should also submit a CPSO or police report for possible fee reduction.
• FPM staff assesses fees per the fee table below and communicates the fees to the keyholder with instructions for making payment with PSU's Cashiers Office.
• Keyholder emails or brings a copy of the Lost Key Report with assessed fees to PSU Cashiers Office. Payment is made by phone or in-person. PSU Cashiers Office provides the keyholder a receipt.
• Keyholder provides the receipt as proof of payment to FPM by email or in-person.
• FPM updates the keyholder's key record and processes the key replacement request, if applicable.

Contractor Deposit Fee Payment Process

This process is similar to the Replacement Fee Payment Process above and is communicated to the key requestor by email.

Replacement / Deposit Fee Table

Department Keybox Keys

A keybox is kept by a department/organization in a secure location for the purpose of temporary key loan to individuals who do not routinely need the associated key. The department/organization manages the keybox and is responsible for keeping accurate records of individuals in possession of keys. 

Keybox guidelines: 

• Keybox should be located in a secure space, behind a keyed or card reader-controlled lock.
• Keybox should be securely attached to a wall, installed by professional personnel.
• Keybox should be keyed under the PSU system. Keybox should not open with cabinet-style keys or electronic code. 

New keybox installation may be requested through the FPM Customer Request Portal with the departmental index code provided for funding. Contact keys@pdx.edu for further information. 

Drawer / Filing Cabinet / Display Case Keys

Keys to office furniture, display cabinets, etc. may be requested via the work request system, rather than through the key request process. 

Please submit a work request via the Purchase Cabinet Key option in the FPM Customer Request Portal. Questions regarding cabinet-style keys may be submitted to keys@pdx.edu.

ID Card Readers & Keypads

ID Card Readers

• Campus spaces with card readers are accessed by ID card only.
• Requests for ID card access to a specific room should be submitted to Campus Public Safety Office - Access Control. 
• New card reader installation requests should be submitted via the FPM Customer Request Portal using the "Security Systems Request" form.

Keypads

• Campus spaces with keypads are accessed by keypad code AND standard keys. 
• Keypads are often used for occupants to whom key issuance may not be appropriate or necessary, including for short-term use.
• Keypad maintenance and keypad code information is managed by FPM staff. For maintenance or a code change, please submit a work request via the FPM Customer Request Portal.

Department Moves

PSU departmental moves are coordinated and managed by Capital Projects & Construction (CPC).

For security reasons, all keys issued for the vacated space must be returned to FPM. In addition, a new keying system must be created for new occupants. Note, hardware and labor costs associated with implementing the new keying system must be paid for through department/project funds. 

Key requests should be submitted to keys@pdx.edu for the new spaces in a timely manner to ensure access is uninterrupted.