Lock & Key

UPDATED 8/30/2024

You may have received our previous email regarding the discontinuation of PIN codes and magstripes. We would like to inform you that the project is still moving forward; however, the retirement of PIN codes and magstripes will be phased out by department.

You may continue using your PIN codes and magstripes beyond the previously mentioned date of September 5. PPM will collaborate with departments to clean up data and issue replacement prox/tap cards, which will replace the existing PIN codes and magstripe cards.

You will be notified by your department coordinator or directly by PPM to review existing access credentials, ensure all members of your department have a working card, issue new cards (when necessary), answer questions, and ultimately coordinate an implementation date to retire PINS and swipe cards.

Thank you in advance for your patience and cooperation with this project.

UPDATED 8/20/2024

California State University, Northridge will no longer support the use of PIN codes or magnetic stripe cards on modern door locks that also support radio proximity cards or MataCards.

On 9/5/2024 or shortly thereafter, PIN (Code) and/or magstripe card will expire and will no longer be available for use on Sargent locks.

Note: Legacy OmniLocks will continue to work with magstripe, as well as OmniLocks OM250 model locks that only accept PINs, PIN codes will continue to work on those legacy locks.Refer to this page on how to differentiate locks.

Individuals who possess a proximity (radio frequency tap) card, those proximity cards will continue to operate Sargent locks.

Campus departments are responsible for ensuring that individuals who currently use these legacy access methods have modern access control credentials such as Proximity Cards or MataCards.

Individuals who do not have a proximity card and are using only a magstripe card or a PIN on a Sargent lock, please contact your department office to have your department’s authorized requestor obtain a proximity card to replace your magstripe or PIN card.  As an alternative, you may sign up for the CSUN MataCard for contactless access using your mobile device. Please visit https://www.csun.edu/matacard for more information.

Action required by September 5, 2024, if using PIN or magnetic stripe on a Sargent lock

If your team is using a PIN code or magnetic stripe card on the Sargent brand locks, they will need to use a proximity tap card or MataCard on all Sargent locks before September 5.

If your team is using a PIN code or magnetic stripe card on a legacy OmniLock, after September 5 they will continue to use the PIN or magstripe card on these legacy locks only.

If a team member is using a PIN code or magnetic stripe card on the Sargent brand locks today, and does not have a proximity tap card or MataCard, they will need to obtain a proximity tap card or MataCard.

To obtain a MataCard, the team member can learn more at the Enrollment Services website www.csun.edu/matacard. The first step in activating a MataCard is having a photo in their database. If you still have questions after reviewing the information on the MataCard page, you may reach out to matacard@csun.edu for assistance. After obtaining the MataCard, the department office can submit a request through the usual chargeback process to add door access onto the new MataCard.

If your team member prefers a physical proximity tap card from PPM, your department can submit a chargeback to PPM following our normal procedure for a proximity card to be created.

Access credentials will be expired if not been used to sucessfully grant access after 365 days (12 months).  

All credentials (prox, MataCard, etc)  assigned to an individual will expire if inactive for 12+ months or when PeopleSoft records deems employee or student inactive for example employee separation or student graduation.  Expired credentials may be reactivated by submitting a request via PPM Work Control.  Lock Shop will validate if individual has active status as an employee, student or a contractor/guest.  A chargeback* may be required depending on reason for expiration.

Lock, Key and Access Control Price List

Effective 7/1/2024

*** REQUEST FOR CARDS, CODES AND KEYS (EXCLUDING CABINET, DESK & AV), REQUIRE THE “CAMPUS LOCK SHOP” PAGE IN PEOPLESOFT TO BE COMPLETED, SIGNED AND ATTACHED TO THE CHARGEBACK REQUISITION. ***

 Maintenance

Batteries, Unlock Request, Door/Lock Issues Construction Core, ADA Door Maintenance

Contact PPM Work Control with questions, Ext. 2222

Keys are issued by the Physical Plant Management Lock to selectively allow individuals and groups to access rooms and building on campus, as well as to prevent unauthorized access to persons not privileged to enter particular areas.  Keys are issued consistent with Chancellor’s Office guidelines, CSUN Policies, and security best practices.  All keys are issued to an individual and are the property of CSUN and must be surrendered immediately before employment or affiliation with CSUN ends. 

In order to obtain one or more keys, a request from a department must be completed online through PeopleSoft Solar Financials using the following guidelines:

1. The key request must come from an authorized department or division representative (College or Department Head, DFO, building representative, etc.).
2. The PeopleSoft Solar Financials Chargeback form must be completed in full and submitted to Physical Plant Management. The form must include all names and room numbers for the individuals to whom the key(s) will be assigned.  See the example below for assistance with filling out the form.  (Key Issuance Instructions)

Once the PeopleSoft KLS form is completed, room and department level keys will normally be available for pickup within 2 business days of the submission of the form (note that at the *beginning of each fall and spring semester requests may take longer to complete due to the large volume of new requests).  Higher level keys (building, departmental and other master keys) that require more extensive permissions may take longer.

Keys can be picked up from PPM Work Control, either by the requester or an authorized representative (PPM to MAP).  The individual retrieving the keys will be asked to present a photo ID (current driver’s license, campus ID card) and sign as to having received the key(s) or access codes.

Campus parties can call the PPM Work Control Center at X2222 to inquire about order status and if it is complete.

Hardware changes or additions such and door closers, panic hardware, lock hardware function changes, electric door releases, furniture locks, padlocks, access control mechanisms such as Sargent locks and lock core changes are completed by the PPM Lock Shop.

To order service or an estimate, a request from a department must be completed online through the PeopleSoft Solar Financials Chargeback module.  See the example below for assistance with filling out the form.  (Door Hardware Chargeback Instructions)

For service, an Encumbered Requisition will be routed to the Lock Shop who will then contact the department for scheduling and completion of the work.

For estimate a Request for Estimate will be routed to the Lock Shop who will complete the estimate and return it to PPM Work Control for return to the department.  Note that Lock Shop personnel are not authorized to give verbal or informal estimates or advice over the phone or via Email.  Once the PeopleSoft ticket (the Request for Estimate) is approved by the department, PPM Work Control will route the ticket to the Lock Shop. The Lock Shop will then contact the department for scheduling and completion of the work.

For legacy Omni Locks that fail, department have the option to replace the lock with a Sargent lock at department expense* or traditional lock with metal keys free of charge.

*Please see pricing menu

Access codes (for electronic locks) are issued by the Physical Plant Management Lock/Access Control Shop to selectively allow individuals and groups to access rooms and buildings on campus, as well as to prevent unauthorized access to persons not privileged to enter particular areas.  Access codes are issued consistent with Chancellor’s Office guidelines, CSUN Policies, and security best practices.  Access codes are issued to an individual OR group (one code for multiple individuals) and will be removed from the access control system immediately after employment or affiliation with CSUN ends.

In order to obtain one or more access codes, a request from a department must be completed online through PeopleSoft Solar Financials using the following guidelines:

1. The access code request must come from an authorized department or division representative (College or Department Head, DFO, building representative, etc.).
2. The PeopleSoft Solar Financials Chargeback form must be completed in full and submitted to Physical Plant Management. See the example below for assistance with filling out the form.  (Access Control Chargeback Instructions)
1. New - Complete Form 250  - Request to Add or Delete Lock Codes  and Form 251 - Access Levels with names, position title, room numbers and access hours/days for the individuals to whom the code(s) will be assigned. 
2. Update or Remove – Complete Form 250 and Form 251 with names and codes of individuals being updated or removed.
3. Forms are available for download on the upper right of this page. 
3. Attach the Information Request form to the PeopleSoft Chargeback form.

Once the PPM chargeback form is completed, room and department level access codes will normally be available for pickup within 3 business days of the submission of the form (note that at the beginning of each fall and spring semester requests may take longer to complete due to the large volume of new requests).  Higher level access codes (building, departmental and other master level codes) that require more extensive permissions may take longer also.

Access codes can be picked up from PPM Work Control, either by the requester or an authorized representative (Map to PPM).  The individual retrieving the access codes will be asked to present a photo ID (current driver’s license, campus ID card) and sign as to having received the access codes.

Campus parties can call the PPM Work Control Center at X2222 to inquire about order status and if it is complete.

This new service will direct you to a our new online key request on the MetaBIM dashboard portal.

Request Key or Access

Key Request Modules is currently in pilot.  Please get in touch with PPM Work Control Center at ppm.wcc@csun.edu or x2222 if you want to participate in the pilot testing.

This module can be used to authorize access or order keys to individuals.  

1. Key requester information will auto-populate with the currently logged-in user directory data.  You may change the key requester by typing in the Requester Name or the Employee ID.  It will auto-populate with employee directory data.  Please complete all required fields designated with an asterisk "*".
2. Select the appropriate Category from the drop-down selection, this is a required field.
3. Type in the Key Holder information. It will auto-populate with data from the HR directory as you type the name or the Employee ID.  If no match is found, please complete all required fields.
4. Select the appropriate Category from the drop-down selection, this is a required field.
5. Select the appropriate service needed for this key request. See section below on KEY REQUEST CONTEXT  for more information.
6. Enter location, building, department, or key ID (if known).  It will auto-populate the field if you type in building and room. If location is not displayed, you may type in anything in the field, it is a free form field.  You may enter a maximum of 10 locations, but one area is required.  If it's for separation or cancel all access, type "N/A" when location does not apply.
7. (Optional) Select appropriate exterior door access, this is access to the building.
8. (Optional) Enter start and end dates.
9. Enter the appropriate administrator who can authorize access.  This will auto-populate from the HR employee directory as you type in the information.  The Lock Shop may add additional approvers as they process the request. 
10. (Optional) Enter additional information that might assist in process in the request.
11. Click Create to submit the request.  Email notifications will sent as the request is processed.

Chargeback to pay for Lock Shop services may be required to complete the Key Request.  The requester will be contacted by PPM Work Control Center as the key request is processed.  Please refer to the Lock Shop Pricing Menu: https://www.csun.edu/facilities/lock-key