college practice key and lock control · 2.7 “key and lock control” refers to the physical,...
TRANSCRIPT
COLLEGE PRACTICE
Number: 4-4-23-03 # of Pages: 13
Originator: Public Safety
Approved By: Senior Team
Replaces: November 2011
Effective Date: April 12, 2013
KEY AND LOCK CONTROL
1. PURPOSE In support of the College’s Access to Facilities policy, this practice articulates the processes used to control locks and keys, including electronic keys, within College campuses, offices and facilities.
2. DEFINITIONS 2.1 “Access Control” refers to the physical, electronic and administrative measures used to manage access to
College facilities. 2.2 “Access Level” refers to the extent of access, measured in days of the week, dates, times and doors,
provided by an individual electronic key or card. 2.3 “Building Closures” refers both to planned closures of College buildings (e.g. statutory holiday closures,
closures for electrical maintenance, etc.) and to emergency closures (e.g. closures due to snowstorms; closures due to infrastructure failures; etc.).
2.4 “Building Hours” refers to the hours during which the doors to a College facility are open. 2.5 “Extended Service Hours” refers to the hours of operation outside normal business hours during which the
services of a particular department, school, campus, office or service area are provided. 2.6 “Fail Secure” refers to a default setting for electronically controlled doors, wherein, the doors fail in the
locked, rather than in the open, position (e.g. during electrical failures, etc.). 2.7 “Key and Lock Control” refers to the physical, electronic and administrative measures used to manage the
physical and electronic keys and locks that give access to College facilities. 2.8 “Key Holder” refers to the person to whom a key, key fob or key card is issued. 2.9 “Key Level” refers to the extent of access provided by an individual key within a nested hierarchy of keys
in a single series, with an operating key providing the least access (opening one lock); and a grandmaster key providing the widest access (opening all locks) within the series.
2.10 “Key Ring” refers to a set of keys issued to a local manager on behalf of a department or school. The key ring is intended to be borrowed within the department or school on a temporary basis, for periods of time of less than one day. Use of a key ring is under the authority of local managers.
2.11 “Keystone” database refers to the proprietary system developed by Best Access Systems (Stanley Security Systems) for the management of keys, cores and locks.
2.12 “Local Manager” refers to a manager in a department or school who has authority, responsibility and
accountability for a physical space, and for the management of access to that space. 2.13 “Normal Service Hours” refer to the hours during which College services are normally available: generally,
Monday to Friday, 8:30 AM to 4:30 PM, local time. 2.14 “Records Management” refers to the systems used by Public Safety and Facilities Services (Thunder Bay)
KEY AND LOCK CONTROL PRACTICE 2
Confederation College – POLICY / PROCEDURE MANUAL
and by regional managers (regional campuses and satellite offices), to document the disposition of keys,
cores (as applicable) and locks: by date; by key, core or lock number (respectively); by function; by department, school, or campus; by door; by authorizing party; and by key holder and/or by key ring. Records management also refers to the systems implemented by local managers to document the disposition of key rings within their department or school, by date; by time; by authorizing party; and by borrower. Records management also refers to the systems used by Computer Services (Thunder Bay) to document the disposition of electronic keys, by Key Holder, by key number, by card type and by access level.
3. SCOPE
This practice applies to all College campuses, offices and facilities.
4. KEY AND LOCK SYSTEM
4.1 Administration of the Key and Lock System at College-owned Facilities
The Senior Manager, Public Safety, in collaboration with the Director, Facilities Services (Thunder Bay
Campus); the Manager, Sibley Hall Residence; and local managers (regional campuses, offices and
facilities) are responsible for the overall administration of the key systems at their respective locations.
They are responsible for the following:
installation and maintenance of all interior and exterior door locks,
the production and issuance of all keys, and
the maintenance of accurate controls and records to provide accountability for all keys issued.
4.2 Administration of the Key and Lock System at College-Leased or Rented Facilities
Local managers at College-owned or rented facilities, are responsible for the overall administration of the
key systems at their respective locations.
They are responsible for the following:
coordinating installation and maintenance of all interior and exterior door locks through the lessor or
landlord,
coordinating the production of all keys through the lessor or landlord;
issuance of all keys; and
maintenance of accurate controls and records to provide accountability for all keys issued.
4.3 Administration of the Electronic Access Control System (Thunder Bay Campus)
The Senior Manager, Public Safety, is responsible for the overall administration of the electronic access
control system at the Thunder Bay Campus, in collaboration with the Senior Director, Infrastructure
Services and the Director, Facilities Services.
The Senior Manager, Public Safety, is responsible for:
coordinating the commissioning of new devices, doors, relays and controllers through the service
provider,
programming door and holiday schedules in the electronic access control system,
KEY AND LOCK CONTROL PRACTICE 3
Confederation College – POLICY / PROCEDURE MANUAL
the maintenance of accurate controls and records to provide accountability for all schedules
established in the electronic access control system, and
maintenance of devices, relays and controllers.
The Director, Facilities Services, or designate, is responsible for:
installation of wiring and door hardware for doors added to the electronic access control system, and
the maintenance and repair of doors, wiring and door hardware.
The Senior Director, Infrastructure Services, or designate is responsible for:
the programming of all electronic keys, and
the maintenance of accurate controls and records to provide accountability for all electronic keys
issued, and
the coordination of maintenance and upgrading of access control software in collaboration with the
Senior Manager, Public Safety and the service provider.
4.4 Operational Resilience
4.4.1 At the Thunder Bay Campus, the Senior Manager, Public Safety, the Director, Facilities Services, and the Senior Director, Infrastructure Services will ensure that individuals (in-house or contracted) who have a working knowledge of the proprietary software systems employed in key and lock records management and in electronic access control, respectively, are available on a 24 hour basis.
4.4.2 At the Thunder Bay Campus, the Director, Facilities Services will ensure that the services of an
individual (in-house or contracted), with experience in cutting keys, assembling cores and installing locks and other door hardware, is available on a 24 hour basis.
4.4.3 The Senior Manager, Public Safety, the Director, Facilities Services, and the Senior Director,
Infrastructure Services will ensure that emergency contact information is maintained for the individuals identified above.
4.4.4 At regional campuses, offices and facilities, local managers will ensure that the services of a
locksmith are available at the campus on a 24 hour basis.
4.5 Operational Redundancy
4.5.1 At the Thunder Bay Campus, the Director, Facilities Services, will ensure that:
physical means are available on an emergency basis to secure a building should there be physical breaches to the exterior of a building (e.g. broken windows; inoperable locks; etc.);
4.5.2 At the Thunder Bay Campus, the Senior Manager, Public Safety, will ensure that:
all electronically-controlled doors are programmed to fail in “fail-secure” mode (e.g. during power outages, etc.); and
all electronically-controlled doors also have manual locks to allow access in the event that the doors fail in fail-secure mode.
4.5.3 At regional campuses, offices and facilities, local managers will ensure that physical means are
available on an emergency basis to secure a building should there be physical breaches to the
exterior of a building (e.g. broken windows; inoperable locks; etc.).
KEY AND LOCK CONTROL PRACTICE 4
Confederation College – POLICY / PROCEDURE MANUAL
4.6 Audits
4.6.1 Key Audits
4.6.1.1 The Senior Manager, Public Safety, or designate (Thunder Bay), or local managers (regional campuses, offices or facilities), shall conduct periodic key audits by Department, School and/or Key Holder.
4.6.1.2 The Key Holder will be required to produce the keys that have been issued to him/her. 4.6.1.3 Results of the audit will be reviewed by the Senior Manager, Public Safety, and recommended follow-up action will be forwarded to local managers, and to their Dean, Director, Executive
Director or Vice-President. 4.6.2 Electronic Key Audits
4.6.2.1 The Senior Manager, Public Safety, or designate (Thunder Bay), shall conduct periodic electronic key audits, including names of Key Holders, key numbers, and associated access levels by Department, School and/or Key Holder.
4.6.2.2 Results of the audit will be reviewed by the Senior Manager, Public Safety, and recommended follow-up action will be forwarded to local managers, and to their Dean, Director, Executive
Director or Vice-President. 4.7 Reports
4.7.1 Key Reports
4.7.1.1 The Senior Manager, Public Safety, or designate (Thunder Bay), will generate a report annually, listing all Key Holders, by Department / School, and their corresponding keys, and will submit the report to local managers. Local managers will review the annual reports and advise the Senior Manager of any discrepancies. The Senior Manager, Public Safety, or designate (Thunder Bay) will be responsible for remedying the noted discrepancies.
4.7.1.2 Local managers at regional campuses, offices or facilities will annually generate a report listing
all Key Holders, and their corresponding keys for their campus, office or facility, and will note any discrepancies. Local managers will be responsible for remedying the noted discrepancies.
4.7.1 Electronic Key Reports
The Senior Manager, Public Safety, or designate (Thunder Bay), will annually generate a report listing
all Electronic Key Holders, by Department / School, and their corresponding electronic key numbers, and access levels and will submit the report to local managers. Local managers will review the annual reports and advise the Senior Manager of any discrepancies.The Senior Director, Infrastructure Services will be responsible for remedying the noted discrepancies.
5.0 KEYS
5.1 Ownership of Keys:
All keys to Confederation College-owned campuses, offices and facilities are the property of the College.
All keys to properties that are rented or leased by the College remain the property of the lessor or landlord,
unless otherwise stipulated in the lease or rental agreement.
KEY AND LOCK CONTROL PRACTICE 5
Confederation College – POLICY / PROCEDURE MANUAL
5.2 Custodianship of Keys:
At the Thunder Bay Campus, Facilities Services is the authorized custodian for all keys.
At College-owned regional campuses, offices and facilities, local managers are the authorized custodians
for all keys at their respective campuses, offices or facilities.
At leased or rented facilities, the local managers who manage the facilities on behalf of the College, are
the authorized custodians for all keys at their respective campuses, offices or facilities.
5.3 Establishment of Procedures to Govern Issuance and Control of Keys and Locks.
The Senior Manager, Public Safety, the Director, Facilities Services, and the Senior Director,
Infrastructure Services, are responsible for establishing procedures to govern the issuance and control of
keys, the installation and control of locks, and issuance and control of electronic keys, respectively.
5.4 Department Responsibility
5.4.1 Thunder Bay Campus
Local managers are responsible for implementing procedures within their respective departments
and schools for controlling and accounting for keys and key rings held by individuals within the
department or school, or issued to organizations affiliated with the department or school.
Local managers are responsible for ensuring that keys are collected from individuals upon their
departure from the College, and for returning the keys to the Facilities Services Department.
If it becomes necessary to replace one or more locks because a key has been lost, transferred or
loaned to someone other than the named Key Holder, the expense of re-keying will be the
responsibility of the department or school.
5.4.2 Regional Campuses, Offices or Facilities
Local managers are responsible for implementing procedures within their respective regional
campuses, offices or facilities for controlling and accounting for keys and key rings issued to the
regional campus, office or facility.
Local managers are responsible for ensuring that keys are collected from individuals upon their
departure from the College, and/or for returning the keys to the lessor or landlord on termination of
the lease or rental agreement.
If it becomes necessary to replace one or more locks because a key has been lost, transferred or
loaned to someone other than the named Key Holder, the expense of re-keying will be the
responsibility of the regional campus, office or facility
5.5 Key Holder Responsibility
Key Holders may use keys only in their official capacity with the College. All keys will be returned to local
managers, or to their designates, upon termination or departure from the College.
5.6 Duplication
Reproduction of keys by anyone other than the Facilities Services Department (Thunder Bay) or by an
authorized agent of the College (at regional campuses, offices or facilities), is prohibited.
KEY AND LOCK CONTROL PRACTICE 6
Confederation College – POLICY / PROCEDURE MANUAL
5.7 Assignment of Key Level
In general, the lowest key level that will provide access to a given space, will be issued.
The highest key level that will be issued for general access will be a Master key.
Grandmasters will be issued only to individuals who play a role during a College emergency.
6.0 PROCEDURES
6.1 Key Request Form (Thunder Bay Campus) 6.1.1 Local managers must submit a Key Request Form (Appendix A) to Public Safety for any key
required by an employee, or by a student, contractor, volunteer, renter or lessee.
6.1.2 Keys requested for another Department or School must have the signatures of both local managers having authority.
6.1.3 Key Requests for part-time, casual or sessional employees; for volunteers, learners, contractors,
lessees or renters must list an end date. 6.1.4 The key level requested (i.e. operating key, sub-master, master, or grandmaster) must be
commensurate with the role of the individual for whom the key was requested. 6.1.5 Public Safety will verify that access to a space has been appropriately authorized on the Key
Request Form. When verification has been made, the Form will be submitted to Facilities Services for issuance of keys.
6.1.6 If a department has a need for a supply of keys for their area, local managers may request a key
ring to be issued to the department in the name of local managers. Local managers will be responsible for managing the use of the key ring.
6.2 Electronic Key Request Form (Thunder Bay Campus)
6.2.1 Local managers must submit an Electronic Key/Card Request Form (Appendix B) to Public Safety
for any electronic key or card required by an employee, or by a student, contractor, volunteer, renter or lessee.
6.2.2 Access requested for another Department or School must have the signature of both local
managers having authority. 6.2.3 Electronic Key/Card Requests for part-time, casual or sessional employees; for volunteers,
learners, contractors, lessees or renters must list an end date. 6.2.4 Electronic keys / cards requested for another Department or School must have the signatures of
both local managers having authority. 6.2.5 The access level requested must be commensurate with the role of the individual for whom the
access was requested.
KEY AND LOCK CONTROL PRACTICE 7
Confederation College – POLICY / PROCEDURE MANUAL
6.2.6 Public Safety will verify that access to a space has been appropriately authorized. When verification has been made, the Form will be submitted to Infrastructure Services for issuance of electronic keys or cards.
6.2.7 If a department has a need for a supply of electronic keys or cards for their area, local managers
may request a Visitor key or card be issued to the Department or School in the name of the local manager. Local managers will be responsible for managing the use of the electronic key / card.
6.3 Key Pick-Up
6.3.1 Individuals must pick up their keys, including electronic keys, from the Public Safety Office (Thunder
Bay Campus), or from their local manager (at regional campuses, offices and facilities). The “Receipt” section of the Key Request Form will be completed at the time that the keys are picked up.
6.3.2 Except as noted in 6.1.6 and 6.2.7, keys will be registered in the individual Key Holder’s name and
may not be loaned, given out or transferred to any other individual.
6.4 Lost, Misplaced or Stolen Keys 6.4.1 Lost, misplaced or stolen keys, including electronic keys, must be reported immediately to Public
Safety (Thunder Bay), or to the local manager (at regional campuses, offices and facilities). 6.4.2 Lost, misplaced or stolen electronic keys will be deactivated, and will be flagged with a card trace. 6.4.3 Replacement keys will be issued at a cost of $10 per key, to be paid by the individual.
6.4.4 Additional fees may apply for lost, misplaced or stolen keys. See sections 7.4.1 and 7.4.2. 6.5 Returning Keys 6.5.1 The Key Holder is responsible for returning their key(s) upon change of Department or School;
change of room; termination of employment; or when the Key Holder is no longer a student, contractor, renter or lessee at the College.
6.5.2 Key(s) may be returned to:
the Key Holder’s immediate supervisor, local managers; or the Public Safety Office..
In Thunder Bay, local managers are responsible for returning the key(s) to the Public Safety Office. A receipt will be issued at the Public Safety Office confirming which keys have been returned.
6.5.3 A holdback charge of $100 may be applied against a Key Holder’s last paycheque, or a Key Holder’s
account if the key(s) is/are not returned,
If unable to collect, the individual’s Department or School will be charged the $100 fee.
6.6 Returning and/or Deactivating Electronic Keys
6.6.1 The Key Holder is responsible for returning their electronic key(s) upon change of Department or School; change of room; termination of employment; or when the Key Holder is no longer a student, contractor, renter or lessee at the College.
KEY AND LOCK CONTROL PRACTICE 8
Confederation College – POLICY / PROCEDURE MANUAL
6.6.2 Electronic key(s) may be returned to:
the Key Holder’s immediate supervisor, local managers; or the Public Safety Office.
Local managers are responsible for returning the electronic key to the Public Safety Office, or for securing the electronic key and advising the Senior Director, Infrastructure Services, or designate, of the name of the Key Holder and their electronic key number. A receipt will be issued at the Public Safety Office confirming which electronic keys have been returned.
6.6.3 On receipt of a returned electronic key, the Senior Director, Infrastructure Services (or designate) will deactivate and secure the electronic key.
6.6.4 On advice that an electronic key has been returned to a local manager, the Senior Director, Infrastructure Services (or designate) will deactivate the electronic key.
6.6.5 On advice that an electronic key has not been returned, the Senior Director, Infrastructure Services (or designate) will deactivate the key and a holdback charge of $10 may be applied against
the Key Holder’s last paycheque, or a Key Holder’s account. 6.7 Cost Responsibility: Keys and Electronic Keys
6.7.1 Keys, including electronic keys, are issued at no charge to the Key Holder, except as noted above in
6.4.3 (replacement of lost, stolen or misplaced keys), 6.5.3 (holdback for keys not returned) or 6.6.5
(holdback for electronic key not returned).
6.7.2 Additional fees may apply if changes to locks, keys, and/or lock hardware result from lost, stolen,
misplaced or unauthorized use of keys: see sections 7.4.1 and 7.4.2.
6.7.2 Academic Schools and Sibley Hall Residence may request a deposit from the Key Holder prior to
issuing an electronic key.
6.7.3 Departments (including Sibley Hall Residence) and Schools are responsible for the cost of electronic
keys issued to Key Holders in their respective Departments and Schools.
7.0 LOCKS
7.1 Physical Locks
7.1.1 Exterior entrance doors will have physical locks. Wherever possible, the locks will be on a separate
lock series from interior locks.
7.1.2 Classrooms of a general nature will not be locked.
7.1.3 Classrooms, labs, shops or studios containing high risk equipment or materials, and/or high value
equipment or materials, will have physical locks.
7.1.4 Exterior doors to suites of offices will have physical locks.
KEY AND LOCK CONTROL PRACTICE 9
Confederation College – POLICY / PROCEDURE MANUAL
7.1.5 Offices within suites will not have locks, except in those circumstances when confidential files,
and/or valuables are readily accessible.
7.1.6 Wherever possible, to accommodate a lockdown response, classrooms, labs, shops, studios and
offices will be equipped with thumb locks on the interior of the doors with bolts and latches that can
be retracted when the interior door handle is depressed.
7.2 Electronic Locks
7.2.1 Wherever possible, existing College-owned facilities will have exterior doors retro-fitted with electric
strikes.
7.2.2 All new College construction will have exterior building doors, exterior doors to suites of offices, and
doors to classrooms, labs, shops or studios containing high risk equipment or materials, and/or high
value equipment or materials, fitted with electric strikes.
7.2.3 Wherever possible, existing College-owned classrooms, labs, shops or studios containing high risk
equipment or materials, and/or high value equipment or materials, will be retro-fitted with electric
strikes.
7.2.4 Wherever possible, the exterior doors to suites of offices in existing College-owned facilities will be
retro-fitted with electric strikes.
7.4 Lock Changes
7.4.1 When a key is reported lost, misplaced or stolen, or when it is determined that a key has been loaned or transferred to someone other than the named Key Holder (i.e. transferred without authority), the Senior Manager, Public Safety, in consultation with local managers(s) will determine whether the security of the affected building(s) and/or room(s) has been seriously compromised.
7.4.2 If it is determined that the security of the affected building(s) and/or room(s) has been seriously
compromised, and that locks must be changed in the affected building(s) and/or room(s), the associated cost of replacing keys, locks and/or lock hardware may be charged to the named Key Holder and/or to the individual’s Department or School.
7.4.3 When a local manager requests lock changes for reasons of convenience, the costs will be charged
to the Department or School. 7.4.4 Requests to change locks and / or cores must be made using a “Lock Change Request Form”
(Appendix C).
7.5 Non-System Locks for Doors
4.8.1 Non-system locks for doors, including pushbutton combination locks and locks that are not keyed under the building master, will not be permitted.
4.8.2 Individual or personal locks or keys may not be used for space control: an individual or
department may not claim space as their own by having locks changed. 4.8.6 Unauthorized locks will be reported to the Director, Facilities Services or designate
(Thunder Bay), who will arrange for the immediate removal of those locks, in the presence of Security.
4.8.7 At regional campuses, offices and facilities, unauthorized locks will be reported to local
KEY AND LOCK CONTROL PRACTICE 10
Confederation College – POLICY / PROCEDURE MANUAL
managers who will arrange for the immediate removal of those locks.
7.6 Cost Responsibility: Locks 7.6.1 Thunder Bay Campus
7.6.1.1 Costs associated with the repair of cylinders, cores and /or door hardware are covered through maintenance.
7.6.1.2 Costs associated with changes to cylinders, cores and / or door hardware due to capital
projects or renovations are covered by the project. 7.6.1.3 Costs associated with changes to cylinders, cores and / or door hardware due to
convenience, will be charged to the Department or School, 7.6.1.4 Costs associated with cylinder, core and / or door hardware changes due to lost, misplaced,
stolen or unauthorized use of keys will be charged to the named Key Holder and/or to the individual’s Department or School. (See 7.4.1. and 7.4.2.)
7.6.1.5 Costs associated with cylinder, core and/or door hardware repairs, requested by ancillary
departments are to be charged to that department.
7.6.2 Regional Campuses, Offices and Facilities
7.6.2.1 Costs associated with the repair, maintenance and/or change of cylinders and/or doors hardware is the responsibility of the regional campus, office or facility, unless otherwise specified in a lease or rental agreement.
7.6.2.2 Costs associated with cylinder and/or door hardware maintenance, repairs and/or changes
are the responsibility of the regional campus, office or facility, unless otherwise specified in a lease or rental agreement.
KEY AND LOCK CONTROL PRACTICE 11
Confederation College – POLICY / PROCEDURE MANUAL
APPENDIX A: KEY REQUEST FORM
KEY AND LOCK CONTROL PRACTICE 12
Confederation College – POLICY / PROCEDURE MANUAL
APPENDIX B: ELECTRONIC KEY / CARD REQUEST FORM
KEY AND LOCK CONTROL PRACTICE 13
Confederation College – POLICY / PROCEDURE MANUAL
APPENDIX C: LOCK CHANGE REQUEST FORM