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HomeMy WebLinkAboutPR 623 FAC - Keys, Locks and Associated Security Hardware -1- PR.623.FAC PROCEDURE PR.623.FAC TITLE: KEYS, LOCKS AND ASSOCIATED SECURITY HARDWARE Dated Issued: 26 February 2002 Date Revised: Authorization: Senior Staff: 30 October 2001 1.0 OBJECTIVE To establish a procedure for providing and controlling key access, electronic locking devices and security for all Ottawa-Carleton District School Board buildings. 2.0 DEFINITIONS In this procedure, 2.1 Employees refers to all persons who are currently engaged in active employment with the Board, regardless of employment status (e.g., full-time, part-time, regular, term, and contract). 2.2 School/Board premises includes the school and Board building and all adjacent Board property which is attached to the school or Bo ard building, including playgrounds, parking lots, garden areas and bus bays, as well as school buses when being used to transport students on a school-authorized activity. 2.3 Visitors refers to all persons who are permitted to be on school/Board premises including: a) a parent or guardian of a student enrolled as pupil in the school; b) a person employed or retained by the Board who is on the premises for performing the duties assigned by the Board; c) a person who is generally invited by a staff member to attend an event on school/Board premises, for the purposes of that event; d) a person whose presence is authorized by the principal or designate; e) a person who is otherwise on the premises for a lawful purpose, such as a person registered for a continuing education program, a person attending an event for which the premises have been contracted, a person making a lawful delivery, a person attending a school council meeting, a person making a - 2 - PR.623.FAC legitimate enquiry of the school, or a person using school grounds in a manner for which they were intended, for that purpose only, and f) a member of the Board, a member of the Assembly (MPP) in whose constitue ncy the school is located, or a member of the clergy in the area where the member has pastoral charge. 3.0 RESPONSIBILITY Superintendent of Facilities and Physical Planning 4.0 PROCEDURES 4.1 Access to Board Buildings a) All buildings will be equipped with locks in accordance with the grand master, master, and sub-master locking systems as depicted in Attachment 1. Access to buildings will be by hard keys or card access. b) All buildings will be electronically monitored. c) Employees who frequent multiple sites will be issued one or more of the following forms of identification: (i) uniform; (ii) name badge; (iii) photo ID; and (iv) security code for the building security system. d) Every employee must report a lost or stolen key using the OCDSB 263 Key Loss Report with 24 hours of the loss to the plant supervisor responsible for that building. e) All Persons who are not students or staff members of the school or Board building must report directly to the school office or Board reception desk upon their arrival in the school/Board building, and wear a visitor badge. This includes outside contractors. 4.2 Locking devices - New Buildings When new buildings are constructed, the following procedures will apply: a) All Buildings (i) The contract tender specifications for new buildings will comply with Board procedure. (ii) All locks and other security hardware will be supplied and installed in accordance with the contract specification or as otherwise prescribed by the Supervisor of Design & Construction Services, or the Security and Systems Coordinator. (iii) All locks, keyed hardware and other security devices will be outfitted such that contractors, their agents or any unauthorized person cannot gain access to the building after the board has occupied it. (iv) For buildings being constructed or undergoing contract additions, a temporary set of locks and/or hardware will be delivered to the contractor, - 3 - PR.623.FAC or designate, by the Supervisor of Design & Construction Services. As the building nears completion, permanent locks and/or hardware will be made available to replace the “construction set”. The latter process may be altered to accommodate the requirements of both the Board and the contractor(s) except that it must comply in all cases with paragraph (c) above. (v) On completion of all building projects, all keys will be delivered to the Manager, Physical Facilities/Design & Construction Services who will ensure that such keys are registered and distributed in accordance with this procedure. (vi) Metal key control cabinet(s) will be supplied, located and installed in each building as part of the hardware contract and will contain every key properly indexed, numbered and tagged. The chief custodian, in consultation with the principal or designate, will maintain the key inventory. Distributed keys will be returned, and the inventory will be updated annually. (vii) Exterior master keys will control exterior doors only. (viii) Interior master keys will control interior doors only. (ix) Portable classrooms will be keyed alike for each site. (x) The location and installation of doors in a path of egress will comply with all applicable legislation, regulations and codes, (e.g., the Fire Marshals Act; federal, provincial, and local building codes and by-laws, etc.). Such doors will be arranged so that they can be opened readily from the side from which egress is to be made and may not be lockable except in the direction opposite to the path of egress and only where necessary. (xi) Entry into a building will be limited to those doors for which access is absolutely required. A maximum of three (3) exterior entrance doors will be keyed to the exterior master. (xii) Emergency exits will not be fitted with locks, bars, chains, or any combination thereof which could deny or restrict their use in an emergency. (xiii) Washrooms, storage or mechanical area doors accessible from the exterior of a building may be keyed differently, but must be controllable by the exterior master key. (xiv) All interior corridor doors, which isolate a specific area or exclude public access, will be keyed uniquely. Such keys will be controllable by the interior master key. (xv) All interior doors along access routes/corridors will be of the self-latching type so that they are incapable of swinging freely, and must meet the requirements in item 4.2.1 i) above. (xvi) All boiler, electrical and mechanical rooms and chief custodian offices will form a sub-master system within. (xvii) Cupboards should follow the Board’s locking system where possible and form a single sub-system. In small buildings, up to 50% of all cupboards may be keyed to one sub-master. (xviii) Each location will have a lockbox that can only be accessed with an exterior door key. It is the responsibility of the chief custodian to ensure the lockbox contains a complete set of site required keys. b) Elementary School Only Interior doors will conform to the following locking arrangements: - 4 - PR.623.FAC (i) All interior locks will be keyed to one interior master/sub -master. (ii) Locks will be fitted on doors leading to: (A) any room connecting to a corridor or lobby that could be used by the public; (B) administration/general offices and first aid rooms; (C) boiler, electrical and mechanical rooms, utility and storage rooms, custodial rooms and offices; (D) rooms with an exterior access; (E) supply and audio visual rooms; (F) specialized areas or such other rooms designated by the Supervisor of Design & Construction Services or the Security and Systems Coordinator. c) Secondary Schools Only (i) All interior doors will conform to a master/sub-master system in accordance with a key plan developed and approved by the Supervisor of Design & Construction Services and the Security and Systems Coordinator. (ii) Locks will be arranged and installed so as to conform to, but not be restricted by, a departmental organization. They will follow the guidelines set out in paragraph 4.2.3 a) above. d) Additions to Schools (i) The plant supervisor will supply to the contractor or designate, those keys required to gain access to the construction area of a building undergoing alterations/additions. (ii) Exterior and interior door hardware for any/all additions will be installed, fitted and keyed as provided within this procedure for new schools. (iii) Structural additions to buildings may cause a change in exterior accessibility. Such change will conform to this procedure, particularly as set out in paragraph 4.2.1. j) above. 4.3 Locking Devices – Schools in Full Operation Existing building hardware will be maintained as provided within this procedure. Major system changes will be based on a minimum 10-year planned program and subject to the normal budget consideration. 4.4 Issue and Control of Keys a) The issue of keys to individuals will be limited to the quantity specified in this procedure. All requests for exterior building keys will be referred to the Security and Systems Coordinator. Coded keys or master or sub-master keys will only be issued to persons permanently employed by the Ottawa-Carleton District School Board. b) The Supervisor of Custodial Services will be responsible for maintaining the grand master key, which is to be carried by the duty plant supervisor throughout his/her period of duty. c) Exterior grand masters will be supplied to the plant supervisors, replacement custodians, floater custodians, Design & Construction Services staff, maintenance lead hands. - 5 - PR.623.FAC d) The following staff members are authorized to have exterior master keys, site interior master keys and an individual security code for the security system: (i) building staff: principal, vice-principal (2), office administrator, chief custodian, custodian(s), rental custodian; (ii) Director of Education or designate; Superintendent of Facilities and Physical Planning; Manager of Facilities, Planning and Transportation; Manager of Physical Facilities/Design and Construction Services; Supervisor of Design and Construction, Project Leader Mechanical/Electrical, Project Leader Architectural (2), Architectural Projects Coordinator (2), Electrical Projects Coordinator, BAS projects Coordinator; Supervisor of Custodial Services, Security and System Coordinator, plant supervisors, replacement custodians, floater custodian; Supervisor of Maintenance Services, Assistant Supervisor of Maintenance Services, Crew Chief (5), Grounds Coordinator, Locksmith East, Locksmith West; Co-ordinator of Safe Schools and Community Outreach. e) The Manager of Physical Facilities/Design & Construction Services will be responsible for supplying the master keys to school principals and plant supervisors in accordance with this procedure. f) For all buildings, interior keys will be issued and controlled by the Security and Systems Coordinator as recommended by the Manager of Physical Facilities/Design & Construction Services. g) Special valve keys, Allen wrenches, fire alarm master panel keys, electrical switch keys or other keys unique to each school will be indexed and placed under the control of the appropriate chief custodian. h) Personnel who are transferred from one location to another, or who take a leave of absence for an extended period, or who cease to be employed by the Board will surrender all keys to Board buildings prior to their departure, as follows: (i) principals return keys to the Superintendent of Schools, or designate; (ii) school teaching/administrative staff members return all keys to the principal or designate; (iii) custodial staff return all keys to the plant supervisor or designate; (iv) plant supervisor returns all keys to the Security and Systems Coordinator; (v) the Security and Systems Coordinator returns all keys to the Supervisor of Custodial Services; (vi) support staff return all keys to their immediate supervisor. 4.5 Rentals, Night School, Summer School, Community Use of Schools a) The chief custodian or the lead hand custodian will control exterior access for rentals, night school, summer school and/or community use. b) Keys which provide access to the interior of a school may be issued to either the night school principal or the night school administrator. - 6 - PR.623.FAC c) The summer school coordinator will be provided with the appropriate interior keys. d) Community use of schools will be limited as much as practicable to those areas where access can be controlled. Keys will not be issued to rent al permit holders under any circumstances. 4.6 Loss of Keys a) Individual holders will closely guard master and/or sub-master keys. Locking arrangements will be refurbished when any losses of master/sub-master keys occur. The Board may seek recovery for any costs for the replacement of keys, locks and/or other associated hardware, from responsible department(s) or individual(s) to whom the loss can be attributed. b) The school principal or the responsible chief custodian will report the loss of all keys to board buildings within 24 hours to the plant supervisor. Loss information may be transmitted verbally. However, replacement keys will only be issued after a completed report has been received and approved using Key Loss Report form OCDSB2 263. c) Only the maintenance department may cut keys for use in the Ottawa-Carleton District School Board buildings. 4.7 Access During Unoccupied Times a) After hours, during weekends or, at any time when the building is unoccupied, all who enter the building must record the following information into a logbook. It is the responsibility of the chief custodian to maintain the logbook: (i) time of entry; (ii) person(s) entering; (iii) destination; (iv) purpose; (v) departure time. 4.8 Replacement of Keys a) All requests for replacement keys must be accompanied by a completed Key Loss Report form OCDSB 263. b) The Maintenance Department will replace common keys through a normal work request. The responsible plant supervisor may authorize such requests and they will be charged to the account holder of that site. c) The Security and Systems Coordinator must approve requests for all interior master keys and all exterior keys. Costs will be charged to the responsible site unless the circumstances dictate otherwise. 5.0 APPENDICES Attachment 1: Locking System 6.0 REFERENCES - 7 - PR.623.FAC The Education Act, 2000, Section 170 Board Policy P.101.FAC: Building Security and Safety Board Policy P.106.SCO: Access to School/Board Premises Board Procedure PR.524.SCO: Access to School/Board Premises - 8 - PR.623.FAC Attachment 1 PR.623.FAC Locking System Grand Master Area Master (By Superintendency) Exterior Master (Building) Interior Master Interior Sub-Master Classrooms by Depts., Dept. Offices, Labs, Shops and Storages Admin/Gener al Offices, First Aid Rooms Supply, Audio/Visual, Computer Rooms, Libraries Custodial Storage, Mechanical, Utility Public Rentals, Community Use, Theatres, Gyms, and Special Education