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Access Request


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Active, Regular UTK employees can

  • Request access for
    • Yourself
    • Another active UTK employee (regular, term or friend)
    • Active UTK student (enrolled, registered or eligible to enroll) *
    • Person not affiliated with UTK *
    • Multiple employees and/or students from spreadsheet with NetID/StudentID/PERNR *
    * Keys can only be assigned to UTK employees, so keys for a student or Non-UT person are assigned to the employee entering the request
  • Request external access to buildings on the Knoxville campus
    • Key access
    • Proximity/VolCard access
  • Request internal access to rooms on the Knoxville campus
    • Key access
    • Proximity/VolCard access
  • View your access request history
  • View your issued keys

Approval process for access requests

  • Other active UTK employees can be added to receive CC of submission and approval or decline emails about a request
  • When the request is submitted, emails are sent to:
    • You (Person making the request)
    • If the request is for another employee, that employee
    • If the request is for a Non-UT person, to their email address if you provide it
    • Financial/IRIS Approver(s) will receive a daily email telling them how many requests are ready for their action
      • Financial/IRIS Approver(s) now include the IRIS substitute(s) or delegate(s) for a fund/cost center; All potential approvers get a daily email
      • If the request is for an employee, this is the person responsible for their cost center
      • If the request is for a student, this is the person responsible for your cost center
      • If the request is for a Non-UT person, this is the person responsible for your cost center
    • Other employees you have added to be CC'ed emails
  • Upon approval from the Financial/IRIS Approver, a daily email is sent to the Building/Area Approver
  • Sensitive rooms and buildings require additional approval, in which case a daily email is sent to the Additional Approver
  • When all necessary approvals have been granted, a daily email is sent to the Key Shop (for key request) or UTPD (for card access) for fulfillment
  • Once the Key Shop or UTPD has marked the request as fulfilled, an email is sent to everyone being emailed about the request
  • If the request is declined at any step, an email is sent to everyone being emailed about the request including the reason declined
  • The employee the request is for will receive an email at each step of the process
  • For students or Non-UT persons, the employee making the request will receive these emails
  • NOTE: After the first submission email, separate emails are sent for each request (access to single building or room)
  • Requests for multiple students/employees generate a separate request for each person, so emails are sent for each person
  • If you need to cancel an open request, from the Employee menu, click My Request History, then follow the instructions; Only the person who entered the request may cancel it

Financial/IRIS and Building/Area Approvers can

  • Approve/decline access requests
  • View persons with access based on your cost centers
  • View persons with access to your buildings
  • View requests for your cost centers

Cost Center Owners can

  • View terminated employees with keys for all your cost centers
  • View employees with keys who have moved to your cost centers

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