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 complete Chapman email address in the username box  (eg. jsmith@chapman.edu) and then typing 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, click on the Key Card Access box located directly to the right to where you have entered the room number or location you need to access. You will also need to select your department and building 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. Should you have any special instructions, they may be typed in the comments box. You would also 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 the key policy located at the top of the online key/card access request screen has been read and information entered into all the boxes, you will need to click on the I Agree - Request Key/Card Access button to submit your request. A new screen will appear informing you of your key/card access request number and that a confirmation of your request has been emailed to you. 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 the key is being made. Card access requests will be handled at the Campus Card Office - Telecommunications, (714) 744-7011. When the key(s) are ready to be picked up, a person from the Facilities Management front office will call you at the phone number you provided on the form.

The electronic authorization process begins upon submission of the key/card access request by the requestor. An email is immediately sent to the requestor's Department Head 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 Key Distributor where the fully authorized key/card access request will be processed by the Facilities Management front office staff. At any point in the authorization process the requestor of the key(s)/card access may check the status of their request through the link located in the original email they received. This link will allow the requestor to see at what level their key/card access request has proceeded in the authorization process.

If after one week has passed from the initial request an online key/card access request has not been authorized by the Department Head or Public Safety, an email notification will be sent to the requestor 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 the requestor. This email sent to the requestor will describe at what authorization level the key/card access authorization has stalled. If at the end of the 2nd week, the online key/card access request has not yet been authorized, the request will be closed.

If you have questions or experience problems requesting keys or card access online, contact Susan Deane at (714) 997-6541 or email her at deane@chapman.edu.