Access Control Policy

Purpose

Ontario Tech University is committed to providing a safe and secure environment to enhance the personal safety of all members of the University community, while at the same time, protecting the property and privacy of the University and of the individuals assigned to use the University Facilities.  The purpose of this Policy is to establish the principles for authorizing, monitoring and controlling access to University Facilities. 

Definitions

For the purposes of this Policy the following definitions apply:

“Access” means the issue of a key, Access card or biometric access to a University Facility.

“Access Card” means a specialized ID card that is programmed for use with an electronic locking system.

“Authorized User” means any individual who has been issued a key, Access Card, or biometric access to any door in a University Facility.

“Biometric Reader” means a specialized electronic reader that is programmed that scans ones finger impression for use with an electronic locking system.

“Designated Authority” means the person in each Faculty or Department who has been designated to establish, authorize and maintain access control measures for University Facilities within their respective area.

“Electronic Access Control” means an electronic locking system that is activated by an Access Card or Biometric Reader.

“Emergency Management Response Team (EMRT)” means the designated group responsible for the coordination and management of emergencies affecting the University and Durham College. 

“University Facilities” means all locations and spaces owned and/or leased by the University for the purposes of carrying out University activities. 

Scope and authority

This Policy applies to all members of the University including faculty, staff, and students, as well as service providers carrying out activities in any University Facility.

This Policy applies to all locks and Electronic Access Control to all University Facilities. 

Policy

General

1. Access to University Facilities will only be provided with the appropriate authorization.   Unauthorized access to any University Facility is strictly prohibited. 

2. Individuals are prohibited from unauthorized possession, duplication, disabling, programming or circumventing of locks and/or Electronic Access Control systems to University Facilities. 

Responsibilities and Accountabilities

1. The Director, Office of Campus Infrastructure and Sustainability (OCIS), or designate, is responsible for the central administration of access control measures for all University Facilities.  OCIS shall provide advice and recommendations to Faculties and Departments regarding the development and maintenance of access control measures for their respective areas.

2. OCIS is the office responsible for administering contracted services related to all access control including the fabrication, distribution and return of keys and Access Cards.

3. OCIS is the only office that is authorized to approve the installation, management and maintenance of locks and Electronic Access Control systems for all University Facilities.  

4. All requests for keys and Access Cards must have the approval of OCIS prior to being issued.

5. The head of each Faculty or Department will appoint a Designated Authority for their respective areas.  This person will act in consultation with the Director of OCIS and in accordance with University-wide policies and procedures regarding access control and health and safety requirements.

6. In the event of an emergency, protection of life and facility safety will take precedence.   Authority for access control to all University Facilities will revert to the Emergency Management Response Team (EMRT), or the individual having jurisdiction for the response to the event, as set out in the University’s emergency response procedures.  

Keys and Access Cards

1. Only one key or Access Card will normally be issued per Authorized User for a specific lock or Electronic Access Control system. Once issued to the Authorized User, keys and Access Cards are not transferable and keys may not be duplicated.  The Authorized User is responsible for the security of the keys and Access Cards issued to them and for any use of them.

2. Access Cards will be issued to Authorized Users for doors where an Electronic Access Control is installed.  Keys will not be issued to an Authorized User for doors with an Electronic Access Control.

3. A key will be issued to the Designated Authority for any door with an Electronic Access Control in the event of an emergency or failure of the electronic locking system.

4. All keys and Access Cards issued for University Facilities are the property of the University and must be issued, managed and returned or disabled in accordance with this Policy and applicable procedures and guidelines.  

Biometric Access

1. Biometric Access will be issued to Authorized Users for doors where an Electronic Access Control is installed and a higher level of restriction is required.  Keys will not be issued to an Authorized User for doors with Electronic Access Control.

Relevant legislation

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Related policies, procedures & documents

Access Control Procedures

Key Request Form

Access Card Request Form

Emergency Preparedness Plan

Authorization For Entry To Radiation Level 2 Restricted Area Form

Maintenance/Repair/Project Entry Permit