Procedures for Building and Interior Access (4.5)

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This online version is for convenience; the official version of this policy is housed in the University Secretariat. In case of discrepancy between the online version and the official version held by the Secretariat, the official version shall prevail.

Approving Authority: Vice-President: Finance and Administration

Original Approval Date: November 9, 1992

Date of Most Recent Review/Revision: April 27, 2021

Administrative Responsibility: Facilities and Asset Management

Parent Policy: 4.5 Building Hours and Access Policy

1.0. Roles and Responsibilities

1.1. Facilities and Asset Management (FAM)

FAM is identified as the sole authority for the design, distribution and management of University Facility locking systems and Access Control to these buildings and Assignable Building Spaces. FAM is responsible for managing, issuing and maintaining all Access Control systems, along with Keys and Electronic Access Devices, for all University Facilities, with the exception of Keys to residence buildings. FAM is required to maintain Access Control software to automate requests, return dates and the issuance of Keys and Electronic Access Devices to authorized individuals. FAM is authorized, on the direction received from the Designated Authority or Special Constable Service, to limit, suspend or revoke/deactivate, at any given time, Building Access and Interior Access to University Facilities and Assignable Building Spaces for any Device Holder.

1.1.1. The AVP: Facilities and Asset Management is responsible for delegating Interior Access approvals for Assignable Building Space to Deans, Assistant/Associate Vice-Presidents and equivalent, or their designates, as required. The AVP will also conduct an annual review of policies, procedures and strategies around Building Access and Interior Access, and establish working groups, as required, to ensure multi-campus needs are met.

1.1.2. The Director, Business and Facilities Operations is responsible for:

a. Collecting, managing and maintaining all data and records associated with the approval, request and issuance of Keys and Electronic Access Devices, through an Access Control Inventory;

b. Providing adequate communication and resources to all Designated Authorities for the purpose of collecting information for Key and Electronic Access Device distribution;

c. Identifying an Access Control Administrator or designate to provide consistent and timely communication related to Key and Electronic Access Device issuance; and

d. Establishing an integrated process for the management and storage of all Keys in the department.

1.1.3. The Access Control Administrator or designate is responsible for processing all Building Access and Interior Access requests received through the Access Control Form. They are responsible for the issuance of all Keys through the FAM Key Receipt Form.

1.2. OneCard Office

The OneCard office is responsible for the issuance of all OneCards to Device Holders. The OneCard office is responsible for coordinating the design and confirming the functionality of OneCards in collaboration with FAM and Information and Communication Technologies (ICT). This includes, but is not limited to, setting expiry dates in the OneCard system and coordinating with FAM, where appropriate, for timely updates and file sharing to ensure the database is accurate and up to date.

1.3. Department of Residence

The Department of Residence is responsible for managing, issuing and maintaining all Keys to residence buildings.

1.4. Special Constable Service (SCS)

SCS is responsible for monitoring the Access Control system when FAM is closed, from 4:30 p.m. to 8:00 a.m., seven (7) days a week. When monitoring the Access Control system, SCS is responsible for sharing information with FAM by email to campusaccesscontrol@wlu.ca. SCS will provide direction to FAM on limiting, suspending or revoking Building Access and Interior Access for identified Device Holders based on safety and security needs. During Restricted Building Hours, SCS is authorized to inform individuals they must exit University Facilities. SCS will receive requests from Device Holders for access into buildings and Assignable Building Space, and will review these requests on a priority and resource basis.

1.4.1. In an emergency scenario, SCS is responsible for contacting Facilities Operations with respect to the Access Control system, and Building Access and Interior Access to all University Facilities.

1.5. Deans, Assistant/Associate Vice Presidents and Equivalent

Deans, Assistant/Associate Vice Presidents and equivalent, will appoint a Designated Authority who will be responsible for approving Interior Access to Assignable Building Space occupied by their department, faculty or Affiliated Organization. They will be responsible for all costs associated with the repairs and/or replacements of any Access Control systems due to lost or stolen Keys and/or Electronic Access Devices of a Device Holder within their department, faculty or Affiliated Organization, including any approved contractors or visitors to their Assignable Building Space. They will notify FAM and SCS immediately in the event of lost or stolen Keys and Electronic Access Devices.

1.6. Designated Authority Within a Department, Faculty or Affiliated Organization

The Designated Authority is responsible for:

1.6.1. The approval, request, issuance and safe handling of all Keys and Electronic Access Devices within their department, faculty or Affiliated Organization’s Assignable Building Space;

1.6.2. Reviewing a key receipt form with any Device Holder who receives a Key within their Assignable Building Space;

1.6.3. The assignment of standard Building Access and Interior Access to any Student studying and/or working within their department, faculty or Affiliated Organization. This includes, but is not limited to, laboratory, office or study spaces managed by the department, faculty or Affiliated Organization;

1.6.4. The collection of all Keys when a Device Holder no longer requires them and returning all Keys to Facilities Operations or the Department of Residence when required;

1.6.5. Providing direction to FAM on limiting, suspending, revoking/deactivating Building Access and Interior Access for Device Holders within their Assignable Building Space based on changes in employment, Student/academic or residence status;

1.6.6. Collecting, managing and maintaining all data and records associated with the approval, request and issuance of Keys and Electronic Access Devices in accordance with the Access Control Inventory template prescribed by FAM. An Access Control Inventory, when approved through Facilities Operations, may be maintained and managed by the Designated Authority;

1.6.7. Approval of any external contractors or visitors to the University requiring Keys and/or Electronic Access Devices and providing written notice to Facilities Operations; and

1.6.8. Notifying FAM and SCS immediately in the event of lost or stolen Keys and Electronic Access Devices.

1.7. Device Holders

Device Holders will be responsible for:

1.7.1. Reviewing a key receipt form with the Designated Authority upon receiving any Keys, as well as signing and submitting the form to Facilities Operations or the Department of Residence;

1.7.2. Maintaining the condition of Keys and Electronic Access Devices by not marking or identifying them with any form of campus, personal, building or room identification;

1.7.3. Ensuring Keys are stored in a secure area, out of view, locked in either an immovable device safe, or an unmarked securable storage cabinet or drawer. At the discretion of the department, faculty or Affiliated Organization, Device Holders may be required to store Keys in a designated storage location;

1.7.4. Understanding that Building Access and Interior Access may be limited, suspended, revoked/deactivated at any given time by FAM, under the direction of the Designated Authority or SCS;

1.7.5. The care and control of their Keys and Electronic Access Devices, and are not to lend or give them to anyone; and

1.7.6. Notifying FAM and SCS immediately in the event of lost or stolen Keys and/or Electronic Access Devices.

2.0. Access

2.1. Building Access is outlined in policy 4.5 Building Hours and Access Policy and the Building Hours Schedule.

2.1.1. When a University Facility moves into Restricted Building Hours, SCS is authorized to inform individuals they must exit University Facilities. This is standard practise during Restricted Building Hours for all University Facilities unless SCS is notified otherwise by the President, a Vice-President, Dean and/or Senior Administrative Officer in consultation with the Dean or Assistant/Associate Vice-President.

2.2. Interior Access for Assignable Building Space is determined by the Designated Authority for the department, faculty or Affiliated Organization occupying the Assignable Building Space in consultation with FAM.

3.0. Determination of Access Requirements

3.1. FAM reserve the right to determine levels of Building Access and Interior Access for each Device Holder, in consultation with the relevant Designated Authority. For further information, refer to Appendix 1 – Access Control Structure and Authorization Levels.

3.2. Temporary assignment of Keys and/or Electronic Access Devices can be arranged through the appropriate Designated Authority and the Access Request Form.

4.0. Requests for Access – Students

4.1. Students are provided with standard Building Access to University Facilities. Additional Building Access and/or Interior Access will be determined by the Student’s program of study. This information will be updated every semester by each faculty when they provide updated listings to Facilities Operations.

4.1.1. Students living in residence are provided with standard Building Access to their associated residence building and Interior Access to the unit to which they have been assigned.

4.2. Building Access and Interior Access will expire at the end of each semester, unless otherwise informed by each faculty.

4.3. Additional requests for Building Access and/or Interior Access for extra-curricular activities such as, but not limited to, clubs and associations, will be coordinated through WLUSU and WLUGSA in consultation with FAM.

5.0. Requests for Access – Employees

5.1. Employees are provided with standard Building Access to University Facilities.

5.2. Employees requiring Interior Access must be approved by the relevant Designated Authority as outlined in the Access Control Form.

5.3. The Designated Authority will review and confirm all Access Control Forms for their Assignable Building Space. Once confirmed, they will submit all Access Control Forms to the Access Control Administrator.

5.4. The Access Control Administrator will review all Access Control Forms and provide a response within two (2) business days. Key and/or Electronic Access Device issuance (if required) will be arranged directly with the Device Holder.

5.5. In certain circumstances a department and/or faculty may be identified as a high-volume Key and/or Electronic Access Device distributor. In these circumstances, FAM reserves the right to review the Access Control Inventory with the relevant Designated Authority.

6.0. Requests for Access – Affiliated Organizations

6.1. Affiliated Organizations are provided with standard Building Access to University Facilities and standard Interior Access to Assignable Building Space. Additional Building Access and/or Interior Access must be approved by the relevant Designated Authority as outlined in the Access Control Form.

7.0. Requests for Access – External Contractors and Visitors to Laurier

In certain circumstances external contractors and visitors may require Building Access and/or Interior Access to University Facilities. The following process must be followed when requesting Keys and/or Electronic Access Devices for external contractors and visitors.

7.1. For project work, a written request must be submitted to the Access Control Administrator via email to campusaccesscontrol@wlu.ca at least five (5) business days prior to the individual being on campus.

7.2. All external contractors and visitors must complete the Contractor/Visitor Waiver Form, which will be provided by the Access Control Administrator at the time the Key(s) and/or Electronic Access Device are issued.

7.3. For single day Building Access and/or Interior Access requirements, all Keys and/or Electronic Access Devices must be returned to the Access Control Administrator no later than 4:15 p.m. on the same day of issuance unless prior approval has been received, at the discretion of the Manager: Facilities Operations or designate, to extend the time. If prior approval has been received, the Key(s) and/or Electronic Access Device must be returned to the Facilities Operations office (Brantford Campus, SC Johnson Building, 38 Market Street, Room 112; Waterloo Campus, 81 Lodge Street) as soon as work has been completed for the day.

7.4. Building Access and Interior Access to residence buildings for external contractors and visitors (i.e. conference guests) will be managed by the Department of Residence.

8.0. Revoking/Deactivating Access

8.1. FAM is authorized, on the direction received from the Designated Authority or SCS, to limit, suspend, revoke/deactivate, at any given time, Building Access and Interior Access to University Facilities and Assignable Building Spaces for any Device Holder.

8.2. At the discretion of FAM, Building Access and Interior Access may be revoked/deactivated due to changes in department, faculty, Affiliated Organization, individual business needs, or misuse of a Key and/or Electronic Access Device.

8.3. Misuse of a Key and/or Electronic Access Device includes, but is not limited to:

8.3.1. Unauthorized propping open of building entrance doors;

8.3.2. Unauthorized propping open of interior doors (unless the room is currently in use);

8.3.3. Purposely causing doors or door locks to become inoperable;

8.3.4. Transferring or loaning any Keys or Electronic Access Devices to unauthorized individuals;

8.3.5. Attempting to duplicate any Keys and/or Electronic Access Devices; and

8.3.6. Unlocking doors for unauthorized individuals, with the exception of police, fire or other public safety personnel during an emergency.

9.0. Device Return – Keys

9.1. It is the responsibility of the Designated Authority to ensure that all Keys issued to Device Holders are returned when they are no longer required.

9.2. Keys issued to Device Holders should be returned to the Designated Authority if any of the following occur:

9.2.1. A transfer to another campus, building, department or position;

9.2.2. Termination, resignation or retirement;

9.2.3. Completion of a fixed term of employment or contract;

9.2.4. Interior Access to an Assignable Building Space is no longer authorized or required;

9.2.5. Upon contravention of this policy; or

9.2.6. Upon completion of a term of residence or when a Student resident is no longer a resident.

9.3. When a leave of absence occurs the Designated Authority will consult with Facilities Operations.

9.4. Upon receiving the Key(s), the Designated Authority will return all Keys to the Access Control Administrator in person at the 81 Lodge Street office on the Waterloo Campus or to Room 112 in the SC Johnson Building (38 Market Street) on the Brantford Campus.

9.4.1. Keys to residence buildings will be returned to the Department of Residence.

9.5. In the event the Designated Authority is directly reissuing the Key(s) to another Employee, they must give notice via email to campusaccesscontrol@wlu.ca with details of the Key(s) codes/serial numbers within one (1) week of reissuing the Key(s). The Employee’s full name and ID number are also required for record keeping purposes. The Designated Authority must review the FAM Key Receipt Form with the Employee who receives the Key(s) and ensure they understand, sign and submit the form to Facilities Operations.

10.0. Device Return – Electronic Access Devices

10.1. OneCards do not need to be returned as they are often used for other purposes in addition to Building Access and Interior Access. OneCards can be deactivated or modified immediately by the OneCard office and FAM upon receiving direction from the Designated Authority or SCS.

10.2. It is the responsibility of the Designated Authority to ensure that all Electronic Access Devices issued to Device Holders are returned when they are no longer required.

10.3. Electronic Access Devices issued to Device Holders should be returned to the Designated Authority if any of the following occur:

10.3.1. Termination, resignation or retirement;

10.3.2. Completion of a fixed term of employment or contract; or

10.3.3. Upon contravention of this policy.

10.4. Upon receiving the Electronic Access Device(s), the Designated Authority will return the Electronic Access Devices to the Access Control Administrator in person at the 81 Lodge Street office on the Waterloo Campus or to Room 112 in the SC Johnson Building (38 Market Street) on the Brantford Campus.

11.0. Lost or Stolen Keys and/or Electronic Access Devices

11.1. When a Key and/or Electronic Access Device is lost or stolen, it is the responsibility of all individuals that have knowledge of the incident, whether it is the Device Holder or the Designated Authority, to contact Facilities Operations and SCS immediately.

11.2. FAM has the right to charge back for costs incurred to the appropriate department, faculty, Affiliated Organization or Device Holder for the following:

11.2.1. Replacement of all lost or stolen Keys and/or Electronic Access Devices;

11.2.2. Repair or replacement of damaged Keys and/or Electronic Access Devices;

11.2.3. Repair or replacement of Access Control systems within Assignable Building Spaces due to vandalism, negligence or lost or stolen Keys and/or Electronic Access Devices, if deemed necessary; and

11.2.4. Re-keying of University Facilities.

12.0. Repairs to Access Control Systems, Locks and/or Door Hardware

12.1. The University has contracts with suppliers for high security Access Control systems. These contracts impose a number of restrictions on the supplier to maintain the integrity of the systems and as such, only FAM or an approved contractor is authorized to repair, re-locate or replace any Access Control system in a University Facility.

12.2. All padlocks to doors, gates or compartments affecting University Facilities that require Access Control must be compatible with the authorized Access Control system.

12.3. All Keys and Electronic Access Devices will be managed and maintained in accordance with the authorized Access Control system.

Appendix I

Related Policies, Procedures and Documents

• Building Hours Schedule
• Access Control Form
• FAM Key Receipt Form
• Contractor/Visitor Waiver Form
• Request to Temporarily Extend Open Building Hours Form
• 4.10 Booking of University Space and Facilities
• 7.6 Policy on University Closing Due to Severe Weather
• 7.11 Emergency Management
• 7.15 Working Alone