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May 1, 2006
MEMORANDUM
TO: CARD ACCESS USERS
FROM: Terry Gorman
SUBJECT: STANDARD FORMAT
FOR REQUESTING CARD ACCESS
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With the ever increasing number of requests for Card Access, I find it
necessary
standardize the card access request format.
Email is the most preferred and efficient method to communicate card access request information
to me. (gorman@macalester.edu)
I have also found that a central clearing and review person for each
department
is very helpful. This may be your department chair or office
coordinator.
Request for card access to spaces must be approved by the department or in
some
cases the specific person in charge of the space/s.
For example, a
request
to card access and use the Humanities Information Technology Services
(H302 - PC or H304 - MAC) class rooms must be arranged through David
Sisk of the Information Technology Services Department.
The following email format is preferred:
1. The first paragraph of your request should state the building and
the
room number/s (not the common name of the room) to be accessed.
2. Next paragraph list the days of the week and the time period or time frame the
person/s should be able to access the space. (i.e. 8 am to 10 pm M-F,
Sa,
Su)
3. Finally, list the persons to have access - Last name, First name,
and
ID number. Note there are many people on campus with the same last name
and in several cases the same first name. The ID # is important.
It is also very helpful to alphabetize this list of names.
Also note that 24 hour access for students to academic buildings and rooms will
be
closely reviewed and granted for only special cases.
Email your request to the department coordinator or specific person controlling the space/s. The
appropriate
department person will review the request and forward it to me with
their
approval, comments etc.
I will create the card access in the data base. When I have
finished assigning the access
for
each person, I will "reply to all" to the original email
sender, and all "cc's" listed,
that I have completed the request for card access. If you were a "To"
or "cc" listed on the original email card access request you will
also get a reply email of that the card access
is completed.
If you have any questions about these procedures please email
or call me.
Thanks in advance for your help and
cooperation.
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