Key and Prox Card Request Procedure
Lab Space Standards
Engaging in hands-on academic research is a unique opportunity for students. As such, having access to lab space is a privilege. It is your responsibility to keep your grad desk and the area in clean condition. No overnight sleep in any labs is allowed. Please do not leave the lab unlocked when you are not there for extended periods (e.g., more than 10 minutes). Abuse of access to lab space or the lab space itself will result in revocation of one’s access or academic expulsion, depending on the severity of the offense.
Key(s) / Prox Card requests
To obtain access to lab space, students must first contact their supervising professor. Currently, the department does not assign a desk space to any student who does not have a supervising professor. All students will submit a Key Request Form.
The department will then process the Key Request Form. This procedure includes contacting the Department Head and the student’s supervising professor and having them sign off on the student's request to have access to the requested lab space.
Upon the professor’s approval, the request goes to the Key Office for finalization. After the request is completed, you will receive an email from the Key Office (e.g., usu@service-now.com) instructing you to go pick up your key(s) / prox card from the Key Office. Students are responsible for paying deposits on the key(s) / prox card.
Please submit requests in a timely manner since approvals may take up to three weeks to be processed.
Failure to Pick Up Requested Key(s) / Prox Card
Failure to retrieve your key(s) / prox card within 45 days of the notice that they are ready will result in a $20.00 restock fee (aka Not Picked Up or NPU fee) and academic hold. The student will pay to the Computer Science Department before the academic hold will be removed.
Failure to Return Key(s) / Prox Card Upon Leaving the Department
When a student is moving on from their academic career with the CS Department, they are responsible for returning their key(s) / prox card to the Key Office within two weeks of their departure. Should they fail to return their key(s) / prox card, a hold will be placed on the student’s transcripts until they have arranged a way of returning their key(s) / prox card with the Key Office and the department.
Annual Key Inventory
Annually, all personnel within the department that have a key(s) / prox card will be asked to confirm that 1) they still have the key(s) / prox card that were originally assigned to them and 2) that they still have a need for those key(s) / prox card. To confirm a key or prox card’s Hook number, please visit the CS Department Office (OM 414) or send a photo of all key(s)/ prox card’s hook numbers to cora.price@usu.edu .
What to do in the Event of a Lost Key(s) / Prox Card
In the event that you lose your key(s) / prox card, you should immediately inform the CS Department Staff Assistant and the Key Office. You will forfeit the deposit that was paid to the Key Office. Depending on what type of key is lost, you will be responsible for covering any additional fines that may apply.
Updated 1/3/2023