This Access Control Policy describes the protection of Seneca College property, assets, and employees through the use of Keys and Access Cards.
All locks and Access Control System hardware are the sole property of Seneca College.
Seneca College reserves the right to change locks, keys, and access levels as needed. No one may alter or place a lock on a Seneca College facility, interior or exterior, that is not approved by the Facilities Management Department.
All Keys and Access Cards are the property of Seneca College and must be returned to Campus Security when leaving the employment of the College, transferring to another department or campus, no longer required, or requested by Campus Security.
Access Card: A programmable card that is used to disengage a locking mechanism on the Access Control System, thereby permitting access to a building or space that is otherwise locked.
Access Control System: A locking system that consists of hardware and software, which controls access with a programmed access card.
Access Level: A door or group of doors programmed with specific authorized access.
Access User: An individual that could be a Seneca College employee, student, visitor, vendor or contractor who has been authorized to be in possession of a Seneca College key(s) and / or access card(s).
Key/Card: Either a Key or an Access Card used to provide authorized access into a space.
This policy applies to all Seneca College owned infrastructure and Access Control Systems. It also applies to all Seneca College employees, students, visitors, vendors, and contractors who require key or card access to Seneca College infrastructure.
All requests for Keys or Access Cards require a Key/Access Card Form to be completed and submitted to Campus Security for processing. The form must be approved by the Access User’s Supervisor or Manager or else it will not be processed and returned to the Access User. All incomplete, illegible, incorrect, or unsigned forms will be returned to the Access User for correction and resubmission.
All Key/Access Card Forms will be reviewed and approved by Security Services and Facilities Operations & Maintenance to ensure that the correct security permissions are provided to the Access User. Depending on the level of key and card access being requested, access authorization will be required from Supervisor.
Keys will not be issued for an area / door that has access already being controlled via a card reader or that is scheduled to be unlocked during defined operating hours.
Only one key will be issued per Access User for each door requested.
For processed Key/Access Card Forms, Campus Security will contact the Access User via email or office phone extension notifying them that their Key/Access Card is ready for pick-up. The expected turnaround time to process a request is seven (7) business days for Keys and Access Cards.
Only the Access User may sign for and pick up the Key/Access Card when it is available. Campus Security will be requesting identification from the Access User before issuance of the Key/Access Card to the Access User.
If a Key/Access Card is not picked up within ten (10) business days from the available date, the request will be cancelled, Key/Access Card returned to inventory, and another Key/Access Card Form will have to be submitted.
In order to maintain the protection of Seneca College property, assets and employees, it is important to report lost / stolen or damaged Key/Access Card immediately to Campus Security.
If a broken or damaged key is being replaced, all pieces of the broken / damaged key must be turned into Campus Security prior to a replacement key being issued. Facilities Operations & Maintenance may be able to retrieve the broken key from the lock. There is no charge for a replacement key when this procedure is followed.
Contractors who lose assigned Key/Access Card will be held financially accountable for all associated costs related to the Key/Access Card.
Access Users that lose their Access Card more than once will have to pay a replacement fee upon the issuance of a new Access Card and the Access User’s Supervisor will be notified.
If a door lock-core must be changed for reasons that are due to the negligence of the Access User, such as lost key, the actual costs of re-keying will be charged to the department originally authorizing the key(s) and / or the Access User to whom the key(s) were issued.
If there is a suspicion that a violation of the Access Control Policy has occurred, individuals are to report them to Campus Security.
For any Access Control information requests or inquiries on the status of Key and Access Card requests, they are to be directed to Campus Security.
Access User Responsibilities
Campus Security Responsibilities/Security Systems Administrator
Facilities Operations & Maintenance Responsibilities
Human Resources Responsibilities
Information Technology Services Responsibilities