Operational Procedures Procedure Title: Applies to: Reference # Corporate Facilities Security Procedures All City Facilities, all Employees, Elected Officials, and Third Parties 015-FMS-14 Approved by: Dates: Total # of Pages Effective: 01-June-2013 Director, Facilities Management Services Last Review: 05-Feb-2015 9 Next Review: 05-Feb-2017 Authority: 302-FAC-12 1.0 Purpose To establish procedures that promotes a safe and secure environment at City of Regina ( City ) facilities for employees, customers, assets and information. To also ensure service and security are balanced providing effective customers service and a welcoming environment balanced with necessary security. 2.0 Scope These procedures support the Corporate Facilities Security Policy in regards to management of Identification Cards, Access Control, and Visitor Management. These procedures apply to all City Facilities and any individual who is issued an Identification Card or has been granted authorized access to a secure area of a City facility including, but not limited to: Elected officials, City of Regina employees, contractors, consultants, volunteers, customers and visitors. 3.0 Definitions Access Control Staff Authorized employees and/or contractors responsible for monitoring individuals entering and exiting a City facility. Examples of access control staff include Service Regina Ambassadors, Commissionaires, security guards, receptionists, or other designated employees.
Page 2 of 9 Access Control System - A programmable electronic access control system used to grant and control access to City facilities and monitor use. The Access Control System includes optical turnstiles, door controls, identification cards, and video cameras. Authorizing Authorities Managers and/or any individual specifically delegated and made known to Corporate Facilities Security to undertake the duties of authorizing Access Levels under these procedures. Access Levels Access levels are assigned to Identification Card holders and allow access to facilities and secure areas via the access control system. Access levels are granted to ensure cardholders are able to perform their job functions and include specific areas and time parameters. City the City of Regina. Contractor or Consultant A company or individual hired by the City of Regina for a term of service that requires access to a City facility. Employee includes any person categorized as permanent, term, parttime, casual, contract, seasonal, temporary or student employed by the City of Regina. Incident An event in or near a City of Regina asset that may require investigation of personnel, asset management, liability, or risk. Incidents may include, but are not limited to violence, vandalism, injury, dispute, complaint, inappropriate ID Card use, or human resource issues. Permanent Identification Card or ID Card A card used to identify a cardholder which includes, but is not limited to, their full name, photo, City of Regina logo and other pertinent data. ID card categories visually identifying the category of card holder include, but are not limited to employee, council member, consultant, supplier, or security. Permanent identification cards enable access to secure areas of City of Regina facilities where the authorization is granted through the Access Control System. Record Information in any form including written, photographed, recorded, or digitized, and stored in any manner, but does not include computer programs or other mechanisms that produce records. Temporary Identification Card or Temporary ID Card An Identification Card assigned on a temporary basis to an individual.
Page 3 of 9 Temporary ID Card categories visually identify the cardholder include Temporary, Visitor or Media. ID Card Admin Staff authorized employees in various business areas or locations responsible for issuing temporary ID cards to City employees who have lost, forgotten, malfunctioning, or damaged permanent cards. Third-party An external business/organization or person who is not employed with the City. Visitor - any individual requiring entry into a secure area of a City of Regina facility where access control is in place and where the individual is not an authorized Permanent Identification Card holder. This may include, but not limited to customers, service providers, clients, volunteers, and City of Regina employees. Visitor Management A system through which customers are greeted and processed to provide necessary access to business areas and services located within a secure environment. 4.0 Procedures All employees have an active role in creating a secure environment. Non compliance or violation of these procedures may result in loss of access privileges and/or disciplinary action in accordance with the City s Corrective Discipline Policy. Identification Cards All Employees will be issued a Permanent ID Card with a variety of carry/display options made available. To obtain a Permanent ID Card, a new hire must attend a photo session administered by Human Resources typically at the Monday morning sessions or by Facilities Security during Department orientation sessions. New hires not participating in any of the orientation sessions can also approach their designated ID Card Admin Staff. Permanent ID cards are produced by Facilities Security and forwarded to the hiring Manager. Depending on the actual start date, the Manager may assign a temporary card to the new hire until the arrival of their permanent card.
Page 4 of 9 Suppliers, Contractors, Consultants and others may be issued a Permanent ID Card if determined appropriate through the External Identification Card guideline. Identification Card holders are directly responsible for the security and care of their card at all times. If it is lost, stolen, malfunctioning, or damaged, a report must be filed immediately with Access Control Staff or Corporate Facilities Security. A Temporary ID Card with the same Access Levels as that of the Permanent ID will be issued and can be used until the Permanent ID Card is replaced. Temporary ID cards can be obtained from the security desk in the lobby of City Hall or from the ID Card Admin Staff assigned in select business areas or locations. All cardholders must bring their ID Cards to work at all times and must be prepared to present their cards upon request. All cardholders must properly display their ID Card in designated areas (i.e. office environments) for identification purposes at all times except where it creates a safety hazard (e.g. working near equipment with moving parts). A properly displayed ID Card is attached to the individual via an approved carry option, placed between the neck and waist, and has the photo side visible. ID Card holders who are field employees or operational staff will be provided direction from the business area when it is appropriate to display their ID Cards while performing their job duties. ID Cards are the property of City of Regina and must be used for City of Regina business only. All ID Cards must be returned at the cessation of employment, project, authorized time period or as requested. ID cards must be returned if the cessation in employment will exceed 60 days (i.e. Maternity leave). ID Cards can be returned to an Authorizing Authority or to the security desk in the lobby of City Hall or to the authorized ID Card Admin Staff. Human Resources and Authorizing Authorities will be responsible for advising Corporate Facilities Security of all cessation in employment or changes in Access Levels of any Permanent ID Card holder. In the case of a termination or suspension Corporate Facilities Security must be notified immediately.
Page 5 of 9 Cardholders are not permitted to lend cards to others, or use another person s ID Card to access a City facility. Temporary ID Cards will be issued only to individuals who require access in designated areas and must be returned once no longer required. Temporary Card categories visually identifying the cardholder include, but are not limited to Temporary, Visitor or Media. Visitor Management at City Hall Customers entering City Hall have open access to the public or non secure areas of the main floor, where the majority of services are offered. Visitors that require access within the secure environment (i.e. Tower portion) are required to register with the Access Control Staff at the front kiosks. The Visitor will be processed according to the approved Visitor Management protocols established with each business area. The base Visitor Management model can be tailored to ensure each business area can meet their functional and customer needs while maintaining a secure environment. The base Visitor Management model at City Hall includes: Access Control Staff will greet Visitors and will confirm appointments and availability of the business area to accept the visitor. Visitors will not be allowed access until this is confirmed. It is the business area and/or visited employee s responsibility to determine if the Visitor is to be announced, escorted, met on the main floor, rescheduled or declined. Corporate Facilities Security will provide guidelines when it may be appropriate for each option but the determination remains with the business area. All Visitors will be issued a Temporary Visitor ID Card that must be displayed at all times except when unsafe to do so. The card must be returned to the Access Control Staff at the end of the visit. Visitor ID Cards indicate the floor or area for which they are valid. A designated area for customer service is available on the main floor for customer interaction or escalations. Customers using this area do not require to be processed as a Visitor.
Page 6 of 9 Visitors may be refused access to secure areas where elevated risk (i.e. agitated or angry customers) has been identified by Access Control Staff. Access may be revoked at any time should Access Control Staff consider appropriate. All deliveries and pickups will be accepted on the main floor by the Access Control Staff and processed through the Visitor Management model. Access Control Access to facilities and secure areas may be controlled with the Security System and access can be granted as required via ID Cards. ID Cards also enable access to a City of Regina facility or secure areas where authorized via the Access Control System. All Employee ID cards will have a similar base level of access. Additional access rights required for job functions of individual cardholders must be authorized by applicable Authorizing Authorities. Individual ID Card holder Access Levels may be adjusted as required at any time. All Permanent ID Card holders must complete the Access Authority Request form, agree to cardholder responsibilities, and submit to Corporate Facilities Services prior to receiving an ID Card. The Access Authority Request form can be used to add or remove Access Levels at any time. Where there is a single-controlled point of access, (e.g. City Hall) all Permanent ID Card holders are required to present their ID Card to gain access within the secure environment. After hours access to facilities may require a pin code in addition to the ID Card for additional security. There will be no unescorted Visitor access through the back doors of City Hall. Access Levels change frequently. Individuals who once had access to a floor or an area may no longer have that access, even if they are still employed by the City of Regina. For this reason, ID Card holders have responsibilities related to access within City Facilities: Outside of normal business hours, ID Card holders must use their own ID Card to gain entry and ID cardholders shall not
Page 7 of 9 allow others to enter a Facility or secure areas without presenting their own ID Card unless they are escorting or conducting business with them. During regular business hours (i.e. 7:30 a.m. 5 p.m.) ID Card holders may allow others they trust, or are escorting, to enter behind or with them as they pass through secure doors. Upon exiting a facility at times that are outside of the publicaccess hours, take caution not to admit any person while the door is open. Employees will act immediately when the following circumstances exist: They witness a violation of the Cardholder Agreement; or They witness a person without their ID Card displayed while in an designated area or access-controlled environment. Acting, if advisable, may include: Asking if the individual requires assistance; If an ID Card holder, reminding the individual to display their ID Card; and If necessary, escalating the violation to their manager or to Corporate Facilities Security. Requests for Information Records created by the Access Control System are subject to the access and privacy provisions of The LAFOIPP Act. Information collected by the Access Control System will be accessible only by authorized personnel of Corporate Facilities Security and may be used to: Address employee and third-party related issues or incidents, associated with a City facility, including conduct within or around a City facility. Respond to law enforcement issues occurring within or around a City facility. Requests must be made in writing and, unless otherwise stipulated, by completing an Access to Information Request form. The Regina Police Service will be required to complete the Regina Police Service (RPS) Law Enforcement Disclosure Request form, (Appendix B) and must provide a valid investigation number prior to information being disclosed. Acting reasonably and in accordance with the City of Regina policies, any applicable collective agreements or any other legal requirements, the City
Page 8 of 9 of Regina may collect, secure, store, use, and disclose information created as a result of the issuance and use of a ID Card, to enhance the safety of employees and security of City of Regina assets, and to assist with internal investigations. Records generated and stored as a result of the issuance and use of an ID Card may be requested by Human Resources to be used as part of an internal investigation, and considered in relation to the imposition of corrective discipline. Review The Corporate Facilities Security Procedures will be reviewed every two years. The Facilities Management Services Department, in cooperation with the Human Resources Department, will be responsible for conducting the review, and for making recommendations on changes and updates. 5.0 Roles & Responsibilities Divisions/Departments/Employees Responsible to comply with the procedures and related protocols and processes. Work with Corporate Facilities Security to develop Visitor Management processes as required, and to understand and adhere to developed processes. Service Regina Participate in Access Control and Visitor Management at City Hall. Facilities Management Services Department Responsible for managing procedures and administering protocols required to support the provision of a safe and secure environment for employees, customers, assets and information. Administer the Corporate Facilities Security Access Control System. Investigate incidents and provide information as appropriate. 6.0 Related Forms
Page 9 of 9 Access Authority Request form ID Cardholder Responsibilities and Agreement form Regina Police Service (RPS) Law Enforcement Disclosure Request form Access to Information Request form Visitor Management Guidelines External Identification Card guideline 7.0 Reference Material Corporate Facilities Security Policy Corporate Facilities Security Processes The Local Authority Freedom of Information and Protection of Privacy Act City Corrective Discipline Policy 8.0 Revision History Date Description of Change (Re)-Approval Required (y/n) 01-JUN-2013 Initial Release Yes 05-FEB-2015 Review No