HomeMy WebLinkAboutPR 679 FAC - Security Card Access - Administration Building
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PROCEDURE PR.679.FAC
TITLE SECURITY CARD ACCESS - ADMINISTRATION BUILDING
Dated Issued: 19 April 2011
Date Revised:
Authorization: Senior Staff: 26 April 2011
1.0 OBJECTIVE
To establish a procedure for providing and controlling card access, electronic locking devices
and security for the Administration Building located at 133 Greenbank Road.
2.0 DEFINITIONS
2.1 Employees refers to all persons who are currently engaged in active employment with
the District, regardless of employment status (e.g., full-time, part-time, regular, term,
and contract).
2.2 District premises includes the Administration District building and all adjacent District
property which is attached to the Board building including the parking lot.
2.3 Visitors refers to all persons who are permitted to be on District premises including:
a) a parent or guardian of a student enrolled as pupil in the school,
b) a person employed or retained by the District 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/District premises, for the purposes of that event,
d) a person whose presence is authorized by the Director or designate and
e) a person who is otherwise on the premises for a lawful purpose, such as a
person registering a child for a learning program, a person attending an event for
which the premises have been contracted, a person making a lawful delivery, a
person attending a Board meeting in the Administration building, a person
making a legitimate enquiry of the Board.
3.0 RESPONSIBILITY
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Superintendent of Facilities
4.0 PROCEDURES
4.1 Due to the various security threats to our staff and safeguarding of information and
equipment within the Administration Building a card access system has been installed to
increase security measures throughout the building. These include keypads and door
readers which limit access to floors and offices.
4.2 There are presently 15 electronically controlled doors at the Administration Building
connected to the main access control system. The most important are the doors that will
keep unauthorized people from entering the Towers. They include the Lobby doors into
towers A and B on the ground floor, the entrance into Communications and Information
Services, the door leading into the second floor (B tower) from the mezzanine, the ‘After
Hours’ door and the Shipping/Receiving door.
4.3 All other existing stand-a-lone keypads located throughout the building should no longer
be required once the lobby doors are locked and should even tually be removed.
4.4 Access cards the size of a typical credit card, 54 mm x 86 mm, will be issued to all
authorized staff which may also incorporate photo identification as part of the security
identification. Although the use of electronic access cards will provide a degree of
security in the building, the combination card, with both photo identification and
electronic access, provides a much higher degree of security and easily identifies an
individual’s status while on the premises.
4.5 Access cards will be administered and provided by the Security and Systems
Coordinator for all departments.
4.6 The levels of access granted to individuals will be the responsibility of each
department’s Supervisor/Manager to determine for their staff. ‘After Hours’ must be
approved by the respective Supervisor/Manger and should only be granted to staff
requiring access after regular hours of occupancy.
4.7 The Receiving door will NOT be included as a regular point of access to avoid people
using this entry for convenience rather than for its intended purpose of staff that need to
bring in heavy or bulky items etc. It also can create a safety concern not to mention the
number of assets at times stored in the room waiting to be delivered.
4.8 For departments that have staff requiring the use of this entrance, a card can be
assigned that can then be loaned as required or can sign out a Receiving entrance card
from reception. These cards will have restricted hours of use.
4.9 Responsibility for Assigning Cards
a) The chief custodian is responsible for assigning and distributing keys and access
cards to staff members. The ‘OCDSB Key Agreement’ form is to be used to track
the process (See attachment #1);
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b) Depending on the individual and where their office is located, a security code (for
the alarm system) may also need to be assigned for “After Hours” access and
must be followed up with an e-mail to the Security and Systems Coordinator;
c) Where a department has frequent staff turnover, that department must ensure
cards are returned and reassigned (i.e. the card should be attached to the
position). It would be imprudent and highly insecure to have unassigned cards
left active while stored in someone’s desk. For the system and access to be kept
up-to-date, each department must ensure cards are assigned to regular staff.
Each department is responsible for the tracking of staff and their status and
should appoint one point of contact;
d) The Security Coordinator can remotely access the database located on the
network and make any necessary additions, changes, and deletions to user
access cards; and
e) Card access software will also be installed on the chief custodian’s computer in
order to be able to assist with deactivating a lost or stolen card, track Visitor
Access cards and to track the usage of such cards.
4.10 Visitor Access
a) The reception staff is to sign in all visitors, without exception, and be responsible
for the Visitor Access Cards;
b) Visitor access badges will clearly establish the bearer as an authorized visitor to
the department/organization;
c) The reception staff will call the department/individual being visited to confirm that
the visitor is authorized to be issued a Visitor Access Card. Each department is
to have an available contact point that will respond to the reception desk’s call,
and contact reception if the visitor does not show up;
d) To receive a Visitor Access Card, the visitor will be required to show proof of
acceptable photo identification and sign in for the access card;
e) Visitor Access Cards must not leave the building and must be returned to the
reception desk at the end of each visit. This will be the responsibility of the visited
department and will be normally be done by escorting the visitor to the front foyer
reception desk;
f) Reception staff is to notify the Security Coordinator daily (after the morning
count) by e-mail when the Visitor Access Card is not turned in who will then
remove that access card from the database making it null and void;
g) A log must be kept to identify the cardholder, the organization or school
represented, the purpose of the visit and the person or room being visited ;
h) All departments and/or staff expecting a visitor(s) for a meeting will be required to
advise reception of name(s) of the visitor, time of the meeting and if they should
be called to receive the visitor and accompany then into the building; and
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i) If there is a group attending a meeting within the Administration building the
organizer of the meeting will make arrangements to escort the group into the
meeting and provide a sign in sheet for the attendees.
4.11 Hours of Visitor Access Cards
a) The reception desks hours are from 8 am to 4:30 pm. Visitor Access Card as
visitors are often still in the building after reception staff is gone. Visitors who
leave the building after regular business hours are required to drop off their
Visitor Access Cards in the box provided or hand them into the authorized staff
that will monitoring the foyer after hours;
b) An authorized staff member will man the foyer from 4:30 pm to 11pm from
Monday to Thursday to provide security and assist in access to District and
District sponsored public meetings after normal business hours;
c) Meeting schedules and authorized visitors (if applicable) are to be provided to the
authorized staff member through the reception staff. Visitor Access Cards will not
be issued after hours; and
d) Lost cards are to be reported immediately to their Supervisor and the Security
and Systems Coordinator who can then deactivate the card from the database.
4.12 Each department must follow the procedures outlined for the proper handling of Visitor
Access Cards. Each department will under the direction of the Security Coordinator:
a) Establish a process for issuing and recovering access cards where a record is
kept of the issue date, the card number, the bearer’s identity, when an update is
required and the recovery date of the card or badge;
b) Establish the process to follow what staff members are granted “After Hours”
access;
c) Provide guidelines to withdraw either cards or badges for cause;
d) Report the improper use of cards or badges;
e) Not to give or loan the card to others;
f) Not to make any attempts to copy, alter, duplicate, or reproduce the key;
g) To use the card for authorized purpose only;
h) To safeguard and store the card securely;
i) To immediately report any lost or stolen to your supervisor so that immediate
steps can be taken to deactivate the card ASAP;
j) To produce or surrender the card upon official request;
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k) Ensure the retrieval of cards upon termination of employment, contract or when
they are no longer required by that department;
l) Establish a process to destroy all expired and/or damaged cards and badges;
m) Establish a charge the user must pay for lost or damaged cards beyond the
expectation of regular wear and tear. Initial cost to charge an individual would be
$10.00; and
n) Due to the large number of staff in the Curriculum and Special Education
departments and the cycle of their working period, the requirement of staff to
return their access cards during summer breaks.
4.11 Employee Awareness
a) Security awareness is an ongoing program that ensures all employees are aware
of the facility identification card and access badge system and their
responsibilities in the successful operation of such a system;
b) This includes the administration of the system, familiarization with each type of
badge (i.e. affiliation, individual under contract, employee, or visitor) a ccess
afforded by each type of card, proper use of the card/badge;
c) Responsibilities of the card/badge holder, display requirements and procedures
to follow when a violation, loss or theft occurs;
d) The program should also remind employees that they are a part of the security
program, as well as the steps they should take when they become aware of
persons without access badges in restricted-access zones; and
e) They must also be made aware of their responsibility to report lost cards and of
the possibility that cost recovery may be instituted to pay for them.
5.0 REFERENCES
The Education Act
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