Building Access & Security
The PBSci Facilities Keys Office administers the physical security operations for PBSci buildings and space across Science Hill, the Coastal Biology Building (CBB) at the Coastal Science Campus and PBSci labs in 2300 Delaware. Services include administration of access requests and authorizations (brass key and card), re-key projects, and other related hardware/security solutions for the division as well as serving as a resource in the dissemination, education, and reinforcement of campus and division security and safety policies and procedures.
Brass Key Request
For brass key access to PBSci buildings and spaces on Science Hill, Coastal Science Campus, and Westside Research Park, please log in to SimpleK using your CruzID and Gold Password.
Required Information for Key Request:
To submit a key request, you will need the following information:
- Your CruzID and Gold password
- Building name and room number
- Your supervisor’s name (or the name of the person sponsoring your access request)
If you do not have a CruzID: Please ask your UCSC supervisor or sponsor to create a Sponsored-Sundry Account for you.
How to Request a PBSci Key Using SimpleK:
- The requester (either the key holder or the sponsor requesting on behalf of the key holder) logs in to SimpleK using their CruzID and Gold Password.
- Select “Requests & Orders”, then click “New Key Request”.
- Enter the key holder’s name in the Recipient field.
- Enter your direct supervisor’s name in the Key Manager field.
Note: The Key Manager will manage the expiration/due date for your keys.
For faculty, we recommend entering the department chair or manager in this field. - Enter your desired key expiration/due date in the Key Return Date field.
- Add the required key(s) by either key number or building and room number to the request form.
- Click Submit.
By submitting a PBSci Key Request, you are agreeing to the UCSC Key Holder Agreement outlined below.
How to Approve a Request Using SimpleK:
- The approver logs in to SimpleK using their CruzID and Gold Password.
- Select “Requests & Orders”.
- All pending requests will be displayed in the “Pending Approval” field.
- Review each request and select either Approve or Deny. Please include a brief explanation when denying a request.
How to Pick Up a PBSci Key:
Keys can be picked up at the following location:
- Physical Sciences Building, Room 216
- Hours: 10:00 AM – 12:00 PM, Monday through Friday
- Note: Keys must be picked up by the key requester (key holder), and a photo ID is required.
How to Extend an Expiring Key:
- The Key Manager logs in to SimpleK using their CruzID and Gold Password.
- Select “Key Tracking”.
- Locate the key holder and click the “Select” icon:
- The “Select” icon to the left selects individual keys.
- The “Select” icon to the right selects all keys assigned to that key holder.
- Below the “Selected Key(s)” section, click Modify.
- Enter the desired expiration/due date in the Due Date field.
Note: Do not edit any other fields on this page. - Click Ok to confirm.
Acceptance and Use Agreement:
In consideration of being granted access to the keys listed on this form for use on University premises, the requester acknowledges receipt of the keys and agrees to use them solely in accordance with the UCSC Key Control and Access Policy. This includes the requirement that University Grand Master and Building Master Keys are not to be taken off campus, except as required by official University business, and that University keys must be secured at all times.
In the event that any University key in the Key Holder’s possession is lost or stolen, the Key Holder agrees to immediately report the loss or theft to both their unit and the Facilities unit that issued the key. Lost or stolen Master Keys must also be reported to Campus Police immediately.
The requester agrees that the keys listed on this form remain the sole and exclusive property of the University while in the requester’s possession. The requester further agrees to return all keys to PBSci Facilities upon termination of University duties or within one business day of a request by the unit. Should the requester fail to return any keys upon termination of duties or within one business day of a request, the requester agrees that the University may charge the requester for the actual cost of rekeying the lock(s) associated with lost or unreturned key(s).
Card Access Request
Complete the PBSci Card Access Request Form to request card access to any of the following PBSci spaces:
- Biomedical Sciences Building
- Coastal Biology Building (CBB)
- Math Dept/McHenry
- Sinsheimer North Elevator
- 2300 Delaware (Lederman, Ramirez or Velasco Labs)
Card Access Request, Authorization & Programming Process:
- Requester (individual to be issued access) completes the online form (e.g., floor levels needed, schedule, possibly purpose for access, etc.).
- Submit the online form.
- The request is screened by PBSci Facilities staff and forwarded to the PI/Supervisor for verification and then to the space/lab Approver(s) for space/lab access authorization.
- Approver(s) may accept, deny or alter the access request.
- Once authorized, the access is programmed into the system.
- When the process is complete, PBSci Keys Office will email the Requester to come to the PBSci Keys Office with their UCSC ID card* for card activation.
*If you do not have a UCSC ID card and your Supervisor (or UCSC sponsor) belongs to a PBSci department or unit, the PBSci Keys Office may provide a non-photo UCSC ID card for your Biomed (or Math/McHenry) access.
*If you do not have a UCSC ID card and your Supervisor (or UCSC sponsor) does NOT belong to a PBSci department or unit, contact your sponsoring department or unit to obtain a UCSC ID card.
Access Rules & Responsibilities
Building Security Rules of Conduct for All:
- Report lost/missing/stolen keys or cards issued from PBSci Facilities immediately to PBSci Facilities staff (831 459-1992 or pbscikeys@ucsc.edu).
- All personnel are responsible for maintaining building security.
- Doors shall not be propped open or left in an unlocked position during hours when the building is normally closed to the public.
- Personnel should not unlock buildings, rooms or let other persons follow them into buildings unless they are known to have legitimate access to the building or room.
Key/Card Holder Responsibilities:
- Report lost/missing/stolen keys or cards issued from PBSci Facilities immediately to PBSci Facilities staff (831 459-1992 or pbscikeys@ucsc.edu).
- Each key holder must accept UCSC’s Key Use & Acceptance Agreement.
- University keys, ID Cards, and/or PIN numbers shall not be left unattended.
- Return the keys directly to PBSci Facilities by the key end date, or request extension from the supervisor.
- Do not mark keys, especially not with any identification of the room or building.
- Do not loan/give your key(s) or card to anyone else to use. (Don’t hand your keys out to others or as lab keys, unless they are apart of a lab set controlled by career staff).
- Do not share your PIN or write your PIN on the card.
- Do not punch holes in the card.
Supervisor Responsibilities:
- The supervisor must be either a UCSC faculty or staff with an indefinite employment appointment.
- Guide key requester to request the most appropriate or lowest level key(s) necessary for access needed.
- Set key end date in ADCKey to reflect realistic key end date that is in line with either graduation or employment appointment end dates.
Approver Responsibilities:
- Guide key requester to the correct or most appropriate key(s).
- Only approve key or card access requests that you can verify.
- Set realistic key end date that is in line with either graduation or employment appointment end dates.
Modify Key End Date:
- The key holder’s supervisor may modify the key end date from their own ADCKey review page.
- Approver may also modify key end date in ADCKey. Often, the Approver and Supervisor for a key are the same person.
- An automatic reminder email will be sent to the key holder 30 days prior to the end date, once a week until either the key is returned or the key end date is modified.
Rules for Key Issuance:
- Always issue the lowest level key possible. Very few individuals are given building master keys.
- Issue one key to one person at a time.
- Lock box key sets have one CruzID per set (usually someone like a department manager).
- Lab keys have one CruzID per set (usually the PI or indefinite end-date lab manager).
- Each key holder must accept the key agreement.
Deposits & Lost Key Fees/Fines
- There is no key deposit for assignment/issuance of keys or access cards to University employees. However, loss of a key may involve a charge equivalent to the cost of re-keying.
- Loss or destruction (before reasonable card lifetime) of UCSC ID Card may involve a charge equivalent to the cost of replacing the card (See ID Card Services).
- The individual possessing the key or card has the responsibility to safe guard the keys and cards issued to them.
Key Carrying Security Tips
- Use a lanyard or another method to secure key sets to your body.
- Avoid carrying them around in your hand, pocket or purse as these are most often how keys are lost or misplaced.