COLLEGE PRACTICE KEY AND LOCK CONTROL · 2.7 “Key and Lock Control” refers to the physical,...

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,



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.).



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.



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.



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.



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.



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.



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



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.



APPENDIX A: KEY REQUEST FORM



APPENDIX B: ELECTRONIC KEY / CARD REQUEST FORM



APPENDIX C: LOCK CHANGE REQUEST FORM

COLLEGE PRACTICE KEY AND LOCK CONTROL · 2.7 “Key and Lock Control” refers to the physical,...

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