U-Card Access for NHH, Jackson, MCB, LRB/MTRF or 717 Delaware - AHC - Research Building Management Services, University of Minnesota

NEW! U-card Online Request Form must be completed & submitted on-line for ALL Access requests

Who Approves Access

AHC Research Building Management Services (AHCRBMS) will ONLY accept the on-line U-card Access Request Form from Faculty/PI’s with assigned space in the buildings, or from Directors/Supervisors of facilities and educational areas in the buildings. These people may designate a person to act in their behalf by sending an email with that information to Building Management at ahcrbms@umn.edu . People whose primary workplace is in other buildings must have a PI or Director in the AHCRBMS building submit the on-line U-card Online Request Form.

Card activation for access to the RESEARCH Floors of NHH(2-7) & MCB (4-7) has FOUR Requirements.

NOTE: For timely activation of U-card, new University employees should be entered into the PeopleSoft system by their second day of work, ideally their first day of work. (NOTE: Dept. HR people can enter new employees into PeopleSoft up to 3 weeks prior to their start date.)

1. The PI/Director (or designated approver): The PI/Director (or designated approver) MUST go to our website, complete and submit the ON-LINE U-card Access Request before the person starts their work in his/her lab. The form must be filled out completely. The form is the only method of communication that AHCRBMS will accept. Email requests for card activation will be returned to the approver with a request to use the on-line form.

A U-card Access Request Form must be submitted whenever a person joins a lab, even if they have access previously under someone else. (If the previous approver tells us to remove the person from access, we would do so, not knowing about the new lab affiliation.)

2. On-Line “Radiation Safety Orientation” Training: The web-site is https://www.dehs.umn.edu/training/rpd/orientation/homepg.php. A log-on with an X500 Internet ID and password is required before the session will start. If training is successfully completed, a record will be stored in PeopleSoft HR records and a confirming e-sent to the trainee. The trainee should print and keep the e-mail. [The site can also be reached by going to http://www.dehs.umn.edu/, then clicking on “Training”. On the training page, click on “Radioactive Materials”.]

Everyone must complete on-line training, verifiable in PeopleSoft. This means that whenever possible, new University employees should complete their payroll paperwork before their first day of work so they can be in PeopleSoft by their start date. If a delay in PeopleSoft entry is expected, or if the person will never be in PeopleSoft, contact building management for a special ID & password. However when a U-card is obtained, on-line training must be redone with correct ID so that a record is stored in PeopleSoft.

3. Presentation of the U-card at one of the Info Desks: After web-based training has been completed, the person needing access must bring their U-card to the NHH or MCB Info Desk for copying.

4. Completion of “Bldg-Mgmt Info Form”: At the Info desk, an “information” form must be completed (for PeopleSoft ID, e-mail address, lab location, phone #, etc.).

After all four requirements are met and verified, the card will be activated, within one business day. People with access must notify the Information Desk upon completion of their work/employment in NHH, Jackson or MCB so that their U-card can be de-activated.

2) On-Line Training for Radioisotopes: The web-site is https://www.dehs.umn.edu/training/rpd/orientation/homepg.php. A log-on with an X500 Internet ID and password is required before the session will start. If training is successfully completed, a record will be stored in PeopleSoft HR records and a confirming e-sent to the trainee. The trainee should print and keep the e-mail. [The site can also be reached by going to http://www.dehs.umn.edu/ , then clicking on “Training”. On the training page, click on “Radioactive Materials”.]

3) On-Line Training for Biohazards: The web-site for “Preventing Employee Exposure to Bloodborne and Other Pathogens” is https://www.dehs.umn.edu/bio_pracprin_blood_bpt.htm. A log-on with an X500 Internet ID and password is required before the session will start. If training is successfully completed, a record will be stored in PeopleSoft HR records and a confirming e-sent to the trainee. The trainee should print and keep the e-mail. [The site can also be reached by going to http://www.dehs.umn.edu/ , then clicking on “Training”. On the training page, click on “Biological Materials”.]

NOTE: Everyone must complete on-line training, verifiable in PeopleSoft. This means that whenever possible, new University employees should complete their payroll paperwork before their first day of work so they can be in PeopleSoft by their start date. If a delay in PeopleSoft entry is expected, or if the person will never be in PeopleSoft, contact building management for a special ID & password. However when a U-card is obtained, on-line training must be redone with correct ID so that a record is stored in PeopleSoft.

4) Presentation of the U-card at one of the Info Desks: After web-based training has been completed, the person needing access must bring their U-card to the BSBE or MCB Info Desk for copying.

5) Completion of “Bldg-Mgmt Info Form”: At the Info desk, an “information” form must be completed (for PeopleSoft ID, e-mail address, lab location, phone #, etc.).

After all five requirements are met and verified, the card will be activated, within one business day. People with access must notify the Information Desk upon completion of their work/employment in NHH, Jackson or MCB so that their U-card can be de-activated.

For access to Jackson Card-Reader doors only, the PI/Director (or designated approver) MUST go to our website, complete and submit the ON-LINE U-card Access Request before the person starts their work in his/her lab. The form must be filled out completely. The form is the only method of communication that AHCRBMS will accept. Email requests for card activation will be returned to the approver with a request to use the on-line form.

(NOTE: An U-card Access Request Form must be submitted whenever a person joins a lab, even if they have access previously under someone else. (If the previous approver tells us to remove the person from access, we would do so, not knowing about the new lab affiliation.)

The person needing access must bring their U-card to the NHH Info Desk for copying and to fill out an information form. The card will be activated the business day after all requirements are met. If access is needed to the research floors of BSBE for use of autoclaves, dishwashers and/or film processors, see the requirements listed above under Card activation for access to the RESEARCH Floors of NHH(2-7) & MCB (4-7) has FOUR Requirements.

For access to 717 Deleware Card-Reader doors, the PI/Director (or designated approver) MUST go to our website, complete and submit the ON-LINE U-card Access Request before the person starts their work in his/her lab. The form must be filled out completely. The form is the only method of communication that AHCRBMS will accept. Email requests for card activation will be returned to the approver with a request to use the on-line form.

NOTE: An U-card Access Request Form must be submitted whenever a person joins a lab, even if they have access previously under someone else. (If the previous approver tells us to remove the person from access, we would do so, not knowing about the new lab affiliation.)

The person needing access must bring their U-card to the 717 Delaware Info Desk for copying and to fill out an information form. The card will be activated the business day after all requirements are met.

Directors/Lead worker approvers from Biology and Med/Shared Labs MUST go to our website, complete and submit the ON-LINE U-card Access Request before the person starts their work in building. The form must be filled out completely. The form is the only method of communication that AHCRBMS will accept. Email requests for card activation will be returned to the approver with a request to use the on-line form.

The person needing access must bring their U-card to the MCB Info Desk for copying and to fill out an information form. The card will be activated the business day after all requirements are met.

For access to Biomedical Image Processing Lab (BIPL), MN Supercomputer Institute (BSCL), Nuclear Magnetic Resenance (NMR), Electron Microscopy (EM), EPR facilities in NHH contact the director or lead staff. If he/she approves access, he/she MUST go to our website, complete and submit the ON-LINE U-card Access Request before the person starts their work in the facility. The form must be filled out completely. The form is the only method of communication that AHCRBMS will accept. Email requests for card activation will be returned to the approver with a request to use the on-line form.

The person needing access must bring their U-card to the NHH Info Desk for copying and to fill out an information form. The card will be activated the business day after all requirements are met.

For access to the flow cytemeters in NHH & MCB, the Irradiator in NHH and the Mass Spec. Lab in MCB, contact the director/lead staff. If he/she approves access, he/she MUST go to our website, complete and submit the ON-LINE U-card Access Request before the person starts their work in the facility. The form must be filled out completely. The form is the only method of communication that AHCRBMS will accept. Email requests for card activation will be returned to the approver with a request to use the on-line form.

The person needing access must fulfill the requirements listed above under “Card activation for access to the RESEARCH Floors of NHH(2-7) & MCB (4-7) has FOUR Requirements”. The card will be activated the business day after all requirements are met.

To use the card in the card reader, hold the card with the front facing left and the wider of the two magnetic strips in the card reader. Slide the card down with the outside edge against the back of the card reader. Do not pull the card away from the reader until the entire card has moved through the card reader.

The magnetic strip on the back of the U-card can be worn away due to card reader use. Eventually, the card will not work. The card should be brought to the U-card Office for replacement. If the problem is loss of the magnetic strip, tell the U-card Office staff that you work in NHH, Jackson or MCB. There will not be a charge IF the damage is due to card reader wear. If the damage is due to a small crack, pockmarks, etc. or is bent/warped, it will cost you $15.00 to replace the card.

U-Cards are for one person only! They are activated based on approval (and training, if applicable). They are NOT to be shared between people. Card Reader activity is recorded, archived and available for review by the Dept. of Central Security (including the Police). The stored information includes name, U-card number, date and time of each event at a card reader. Lab Access Policies were established by the Nuclear Regulatory Commission and require that Building Management provide evidence of training for each person working in the labs.

1) Sales people and delivery people. They will have to complete and sign a form warning of radioisotope dangers and leave an ID or something of value to insure return of the visitor card. The card must be returned before the person leaves the building.

2) People who have lost or forgotten their U-card.: People with U-card Access who have either lost or forgotten their U-card will have to complete a form and leave an ID or something of value. The visitor card is issued for only 1-2 days. If a U-card is lost, the owner must replace the card at his/her expense within 2 days. Always contact Building Management ASAP if card is lost or can’t be found in order to prevent unauthorized access by anyone who finds the card. We can disable card access temporarily and reactivate ASAP if it is found.

3) People whose HR paperwork is pending entry into Peoplesoft, short-term visitors, volunteers, etc:
An e-mail from the PI is required and if applicable, training, before a visitor card will be issued.

Those persons needing access to NHH, Jackson or MCB space for three weeks or less will be given a visitor pass upon receipt of an e-mail request. (On-line radiation training is also required for those working in research areas.) Visitor passes must be returned to the info desk when no longer needed.

All persons not on payroll and working in the office and/or lab area of NHH for a period greater than three weeks need to have their own U-card for access. These include University-affiliated Individuals (not on the U’s biweekly payroll system), those on short-term appointments and persons formerly employed in the lab. Persons in this category would include summer interns, short-term employees, retired faculty & staff, visiting professors, visiting postdocs, volunteers, etc. The department must provide a “department sponsored e-mail account” for these individuals before they begin working in NHH, Jackson or MCB. These accounts can be ordered via the Web. The site is located at http://www1.umn.edu/oit/. The fee for this service currently is $8/month, with a one-time $4 set-up fee. For people needing a U-card for building access only, the total charge is $12 (one month and setup). However, check the box for “U Card only account” on the web form. Individuals or their faculty sponsor should contact the appropriate person in the department and ask them to order the account. They can obtain their card from the U-card Office in 40 Coffman, 1-2 days after the order is placed. (Call the U-card Office at 626-9900 to verify availability.) Visitor Cards will be given to these people if necessary until the application is processed (no more than 5 days).

NOTE: A fine of $25 will be assessed for Visitor Cards that are not returned.