Keys and Access Control
Key Request
Key Request involves the granting of access to areas throughout the UTRGV campuses via physical keys. Please note that our processes have changed.
Key requests for primary office access for new hires, rehires and transfers:
Requests must be submitted in PeopleAdmin within the hiring proposal as part of the onboarding process.
Key and Access Card for location changes as well as lost, duplicate and/or broken keys:
Requests must be submitted through the new HR Portal (see instructions below under “How to submit a request for keys”).
Key and Access Card for restricted areas and for students:
Requests must be submitted in iShop.
After the Key Request form is submitted and approved, a workorder is created in TMA. Once keys are ready, the Locksmith will email the requestor notifying that the keys are available for pick-up.
How to submit a request for Keys
Log in to https://my.utrgv.edu
Select the HR Portal from the Applications area.
To request a key or access for an existing employee:
- Select Key Request tile, then select Request.
- Lookup Employee Information – Search for the employee to create a Key Request form by using one or all of the blue fields listed.
- Select the employee listed under results and select Create Form.
- Employee information should be populated.
- Enter key request for each building. Up to six different locations / buildings can be requested in the same form.
- Select Continue once key selection has been completed. You will then be asked to review the information and if all is correct, select Continue.
- The supervisor listed should receive a notification to login to the HR Portal to approve or reject request.
- The supervisor will need to login to the HR Portal, select the Key Request tile, then select the View/Approve tile.
Once the Key request completed it will be sent to TMA, and a work order will be created. Once keys are completed, the Locksmith will send an email to the requestor that keys are ready for pick up.
FAQs
1. Can a student submit an iShop Work Order Request?No, a student cannot submit the request. This would need to be submitted via the department's administrative assistant, professor, or other UTRGV employee.
2. Can a student be granted keys?
No, a student cannot be granted keys.
3. Is there a charge for a key request?
There is a charge to the department the employee is requiring keys to.
Access Control
Key Request involves the granting of access to areas throughout the UTRGV campuses via physical keys. Please note that our processes have changed.
Key requests for primary office access for new hires, rehires and transfers:
Requests must be submitted in PeopleAdmin within the hiring proposal as part of the onboarding process.
Key and Access Card for location changes as well as lost, duplicate and/or broken keys:
Requests must be submitted through the new HR Portal (see instructions below under “How to submit a request for keys”).
Key and Access Card for restricted areas and for students:
Requests must be submitted in iShop.
After the Key Request form is submitted and approved, a workorder is created in TMA. Once keys are ready, the Locksmith will email the requestor notifying that the keys are available for pick-up.
How to submit a request for Keys
Log in to https://my.utrgv.edu
Select the HR Portal from the Applications area.
To request a key or access for an existing employee:
- Select Key Request tile, then select Request.
- Lookup Employee Information – Search for the employee to create a Key Request form by using one or all of the blue fields listed.
- Select the employee listed under results and select Create Form.
- Employee information should be populated.
- Enter key request for each building. Up to six different locations / buildings can be requested in the same form.
- Select Continue once key selection has been completed. You will then be asked to review the information and if all is correct, select Continue.
- The supervisor listed should receive a notification to login to the HR Portal to approve or reject request.
- The supervisor will need to login to the HR Portal, select the Key Request tile, then select the View/Approve tile.
Once the Key request completed it will be sent to TMA, and a work order will be created. Once keys are completed, the Locksmith will send an email to the requestor that keys are ready for pick up.
FAQs
1. Can a student submit an iShop Work Order Request?
No, a student cannot submit the request. This would need to be submitted via the department's admin assist, professor, or other UTRGV employee.
2. Can a student be granted access to areas?
Students can be granted to certain areas that they are allowed (ex. PACC Building practice rooms).
3. Is there a charge for an access control request?
There is a charge to the department that is requesting access to areas.
Employee Separation
In times of resignation from UTRGV, all building access items, including any FOBS, proximity cards, and/or keys must be returned to the appropriate Campus Facilities Operations location. Keys must not be returned to the department or supervisor.
Drop off/Return Location:
Edinburg:
- EASFC 114A (Locksmiths - Return keys here)
- EASFC 123 or 126 (Access Control - Return FOBS and proximity cards here)
Brownsville:
- BASFC 1.200