Overview:
Using the Online Key/Card Access Request System

Upon clicking on the Online Key/Card Access Request link located above, a login box will appear. You will login by first typing your Chapman email address in the username box (example: you can type jsmith or jsmith@chapman.edu).  You will next type into the password box the same password you use to login to the Chapman network. After successfully logging on to the system you will be asked to provide your name (first and last name), phone extension, and the room number(s) of the key(s) or card access being requested. To indicate that you are requesting card access, select/click on the Card Access box located directly to the right to where you have entered the room number or location(s). You will also need to select your department and the building you are requesting access for by utilizing the available drop down lists. Note: Just as in the manual system for requesting keys or card access, an electronic request will cover key/card access requests for one building only. If you require keys or card access for more than one building, a separate request must be submitted for each building.  Please note that any submitted request that includes multiple buildings will not be authorized and will be closed. Should you have any special instructions, they may be typed in the comments box. In addition, use the comments box to identify whether a requested room key would be a sub-master or a master key, a file cabinet key (be sure to include the lock number which can be found on the file cabinet lock), or any other pertinent information to describe the use of the key or card access being requested.

After reading the key policy located at the top of the request screen, type your request information into all the pertinent boxes. Finally, to submit your request, you will click on the button located at the bottom of the online form that says I Agree - Request Key/Card.  A new screen will appear informing you of your request number and that an email confirmation has been sent to your email address. This email will provide a link that will allow you to check the status of your key/card access request at any time. You will also be notified via email when your request is approved and/or the key(s) are being made. Card access requests will be handled at the Campus Card Office - Telecommunications, (714) 744-7011; you will be contacted by the card office when they are ready to process your card for access to the approved rooms.  When the key(s) are ready to be picked up, a person from Facilities Management will call you at the phone number you provided.

The electronic authorization process begins when you submit your request. An email is immediately sent to the Department Head you selected for authorization. Upon submission of authorization by the Department Head an email is immediately sent to Public Safety. Upon submission of authorization by Public Safety an email is immediately sent to Facilities Management. Finally, upon submission of authorization by Facilities Management an email is immediately sent to the Facilities Management Key Distributor to complete processing and finalize your request. At any point in the authorization process you, the requestor, may check the status of your request through the link located in the original email you received from the system. This link will allow you to see at what level your key/card access request has proceeded in the electronic authorization process.

If a week passes after you initially submitted your request and your selected Department Head and Public Safety have not yet authorized the request, an email notification will be sent to you explaining that full key/card access request authorization will be required to be completed within one week; the week is dated from the time the email notification is sent to you. The email will explain at what authorization level your request has stalled and will include recommendations on how to expedite obtaining the required authorizations. If at the end of the 2nd week, your request has not yet been fully authorized, your request will be closed.

If you have questions or experience problems requesting keys or card access through the online request system, contact Facilities Management by email at facmgt@chapman.edu.  Questions regarding the status of your electronic key/card access requests should also be emailed to Facilities Management at facmgt@chapman.edu.

.