University of Manitoba - University Governance - GOVERNING DOCUMENTS: OPERATIONS

GOVERNING DOCUMENTS: OPERATIONS

POLICY:	BUILDING ACCESS CONTROL
Effective Date:	May 1, 1997
Revised Date:
Review Date:
Approving Body:	Vice-President (Administration)
Authority:
Implementation:
Contact:	Maintenance Coordinator, Physical Plant
Applies to:	Heads of All Units

Purpose

The objectives of the Access Control System are to insure the physical security of University property and building contents, and to provide for the administration and control of access to University facilities. The Access Control System combines implementation of the Building Access Control Policy with development of a computerized database system and appropriate administrative procedures.

Definitions

Central Key Control File - Records maintained by the Key Manager identifying keys by number, function, and key holder name. These records will include space inventory information, key section and bitting codes, and will interface with staff/student records.

Local Key Control File - Records maintained by the Key Coordinators, identifying keys for their areas by number, function, and key holder name.

Key Manager - The person designated by the Director of Physical Plant responsible for the Access Control System and the Central Key Control File. He/she is responsible for the development and implementation of administrative and control procedures.

Key Coordinator - The person(s) designated by the Dean, Director or Department Head for a specific area responsible for managing the Access Control System for that area and maintaining the Local Key Control File. He/she is responsible for observing the Building Access Control Policy in requesting, issuing, recording and recovering keys.

Central Card Access System - Computerized system which involves programming of magnetic cards to allow access to specific doors during specific times by specific cardholders.

Card Manager - The person designated by the Associate Vice-President (Ancillary & Physical Resources) to be responsible for managing the Central Card Access System. He/she is responsible for programming approved access levels and encoding access cards.

Building Master Key - A key which opens all doors within a building, except those rooms which have been "keyed off the master".

Sub-Master Key - A key which opens a group of doors (which may have unique locks operated by individual change keys) within a specific area. For example, a "department master" may access all space held by one department, and a "lab master" may access all laboratory space held by one department.

Provision of Keys/Access Cards

Keys may only be fabricated by the Locksmith Shop at the Fort Garry Campus or will be ordered by the Locksmith Shop directly from the manufacturer. If a key holder is found to be in possession of keys obtained elsewhere, the offender will be reported to Campus Police and to the Associate Vice-President (Ancillary & Physical Resources).

Access cards will be encoded by the Card Manager at each respective campus. Access Levels/Authorization Required.

KEY	ELIGIBILITY	APPROVAL
Building Master	Campus Police	1) Chief Constable, and 2) Key Manager
	Physical Plant Trades & Engineers	1) Trade Foreman or Assist Director, and 2) Key Manager
	Physical Plant Caretakers	1) Zone Manager, and 2) Key Manager
	Deans, Assoc. Deans, Directors	1) Key Coordinator, and 2) Dean/Director*, and 3) Key Manager
Sub-Master	Dept. Heads, Admin. Assts, Designated Users	1) Key Coordinator, and 2) Dean/Director, and 3) Key Manager
Room Keys & Entrance Keys	Users	1) Key Coordinator, and 2) Key Manager
Keys Excluded From Any Master Set (see item Special Security Locks)	Users	1) Key Coordinator, and 2) Key Manager
Access Cards	Users	1) Key Coordinator**, and 2) Card Manager

* One building master key may be issued to each of: Deans, Associate Deans and/or Directors. One building master will be issued to the Key Coordinator. Additional master keys may be issued upon approval of the respective Dean or Director, and payment of required deposit. Deposit shall be refunded upon return of key to Key Manager.

** Access cards for Brodie Centre Entrances and Common Areas will also require the approval of the resident Building Manager.

Approved key holders will be issued one key per room or area at no charge. Additional keys may be issued upon approval as per above chart and payment of required deposit (which will be refunded upon return of key to Key Manager). Budget number must be provided; cash will not be accepted.

Requests for Grand Master and Great Grand Master keys (higher level keys which may access multiple areas and/or buildings) will not normally be approved; however, the Associate Vice-President (Ancillary & Physical Resources) may make exception in the event of special circumstances.

Key/Access Card Control

Each request for a new key must be submitted to the Key Manager on a Key Approval Form, properly authorized. Each request for an access card must be submitted to the Card Manager on an Access Card Approval Form, properly authorized. Requests that are not properly authorized will be returned to the appropriate Key Coordinator for signature (see above item entitled Access Levels/Authorization Required).

Keys may be transferred to staff or students within the same department as the original key holder. A Key Approval Form must be submitted to the Key Manager. It is the responsibility of the Key Coordinator to ensure that transfers are handled like new requests, with the appropriate approvals being obtained.

If a department or faculty has a need for a supply of keys for short term (ten months or less) issue to temporary staff or students, the respective Key Coordinator may request those keys using "Department Key Box" instead of a key holder name. Each department will be allowed a maximum number of Key Box keys as determined by the Key Manager (based on the department's past normal requirements). The Key Coordinator is responsible for these keys. The department is responsible for payment of the deposit for keys that are issued to the Key Box which exceed the pre-determined maximum number. The Key Coordinator is required to maintain a local list of temporary key holders, and may elect to collect an appropriate deposit from the key holder.

If keys are required on a temporary basis by contractors or other individuals outside of the University community, they may be obtained from the Key Manager. If access cards are required on a temporary basis, they may be obtained from the Card Manager. Permanent keys will not be provided to unauthorized personnel (persons who are not University students or staff, and those who are not directly responsible for University space).

In accordance with Cessation Policy 614, keys must be returned to the Key Manager upon termination of employment. The employee's immediate supervisor, or graduate student's advisor, is responsible for recovering keys and turning them over to the Key Coordinator, who will update the Local Key Control File and forward the keys to the Key Manager. Failure to do so will result in a charge to the user's department in accordance with the fee for additional keys or withholding of the original deposit, whichever is applicable.

Lost or stolen keys and/or access cards must be reported to the Key and/or Card Manager immediately. Replacement keys will be treated as additional keys, with an appropriate fee being assessed.

When master keys are lost or stolen, Physical Plant will advise the Associate Vice-President (Ancillary & Physical Resources) and Campus Police. If it is felt that the security of the building has been seriously compromised, the building may be re-keyed, at the expense of the department which has lost the key.

Key/Access Card Audits

The Key Manager may carry out, without advance notice, a key audit on any department and/or key holder, at least annually. At such time, the Key Coordinator and/or specific key holder will be required to produce those keys which have been issued to same. Likewise, the Card Manager may carry out, without advance notice, a card audit.

Results of the audit and recommended follow up action may be forwarded to the Dean, Director or Department Head. In the case of inaccurate records or failure to report key transfers, loss of keys, or staff/student terminations, these findings may be reported to the Associate Vice-President (Ancillary & Physical Resources) and to the Internal Auditor.

Report

The Key Manager will provide, at least annually, a listing of key numbers, functions, and key holder names, to the Key Coordinators. The Key Coordinators will be required to compare this listing with the Local Key Control File and to report all results to the Key Manager.

Likewise, the Card Manager will provide, at least annually, a listing of cards and their time/door access codes, and cardholder names, to the Key Coordinators, who will be required to compare this list with their own records and to report all results to the Card Manager.

Special Security Locks/Lock Changes

Special security locks, including pushbutton combination locks and locks that are not keyed under the building master, may be permitted in special applications, with the approval of the Key Manager.

Any locks that are not keyed under the building master must be keyed under the campus master, and pushbutton combination locks must have a manual key override, to allow entry by Physical Plant and/or Campus Police in an emergency situation. Physical Plant and Campus Police will use their keys to access these areas only in emergency situations. If access is required to perform routine maintenance, the Administrative Assistant or Key Coordinator will be contacted first, for authorization to enter the areas.

If locks must be keyed off the building master, a maximum of three (3) keys will be provided.

Areas approved for special locks or keys (including pushbutton combination locks and locks that are not under the building master) will not receive maintenance, custodial, or security services, except by special arrangement.

Individual locks or keys may not be used for space control (a person or department may not claim space as their own by having the locks changed).

All requests for lock changes must be submitted to the Key Manager on a Requisition 7 (Request for New Work) form, along with the appropriate Key Approval Forms.

Unauthorized locks will be reported to the Key Manager, who will arrange for the immediate removal of such locks in the presence of Campus Police.

New Installations - Key Systems

As the need for new systems becomes apparent in existing buildings, appropriate key systems shall be installed by Physical Plant. In the case of new buildings, the hardware supplier shall supply and install all locks, and shall provide cylinders to Physical Plant for pinning. The new locks will not have keys that are easily duplicated, and the system will be easily re-keyed in the event of loss or theft of keys. Whenever possible, a restricted keyway shall be used.

The Key Manager will be responsible for the creation of the key schedule, with input from the involved Deans, Directors and Department Heads.

New Installations - Card Access Systems

All requests for new systems must be submitted (via a Requisition 7 - Request for New Work) to Physical Plant, which will, after consultation with the requesting department, develop a specification for the equipment to be provided. The equipment specified will meet operational and compatibility criteria.

Following normal tender procedures, in conjunction with the Purchasing Department, Physical Plant will then obtain bids and authorize the award of the contract.

Physical Plant will supervise the installation of the system. Upon completion of the installation, Physical Plant will provide all relevant information to the Card Manager, who will then create cards and monitor activity as required by the requesting department.