Revised June, 2002 FACILITY ACCESS AND IDENTIFICATION BADGE POLICY AND PROCEDURES

Transcription

1 FACILITY ACCESS AND IDENTIFICATION BADGE POLICY AND PROCEDURES August/99 Revised Oct./99 Revised Feb/2000 Revised March/2000 Revised April, 2000 Revised March, 2001 Revised May, 2001 Revised June,

2 TABLE OF CONTENTS INTRODUCTION... 3 ACCESS CARDS AND ID BADGES... 3 ACCESS SYSTEM... 3 ID BADGE... 3 WHO DETERMINES ACCESS?... 4 HOW TO PROVIDE ACCESS?... 4 WHAT HAPPENS TO THE PHOTO IMAGE?... 5 POLICY AND PROCEDURES... 5 POLICY... 5 COMMITMENT... 5 RESPONSIBILITY OF EMPLOYEE... 6 LOST AND REPLACEMENT CARDS... 6 RESPONSIBILITY OF DEPARTMENT... 6 RESPONSIBILITY OF HUMAN RESOURCES... 6 RESPONSIBILITY OF FACILITY MANAGEMENT, CORPORATE SERVICES... 7 RESPONSIBILITY OF TECHNOLOGY SERVICES, CORPORATE SERVICES... 7 PROCEDURES... 8 APPENDIX A-1 - REQUEST FOR ACCESS CARD... 9 Appendix A-2 - DEFINED AREAS FOR ACCESS CARDS Appendix B - EXCERPT FROM OFFER OF EMPLOYMENT LETTER FOR NEW HIRE Appendix C - REQUISITION FOR AUTHORIZATION TO EMPLOY TEMPORARY STAFF Appendix D - SEPARATION FORM Appendix E - RECOMMENDATION FORM Appendix F - REQUEST TO AUTHORIZE ACTING PAY

3 CITY OF WINDSOR ACCESS AND IDENTIFICATION BADGE INTRODUCTION The City of Windsor has, through various studies and surveys internally, as well as information gathered on ID badge systems and security systems from external sources throughout their facilities, determined that a standard is required for the issuance of ID badges corporately. To initiate this process in developing our card and designing our system, two Committees were formed and included representatives from several Corporate Departments. One Committee was named the Installation Committee (a Committee responsible for the hardware/software installation of the computer system as well as proximity readers); the other Committee was named the Operations Committee. This Committee set standards for the ID Badge and developed the following Corporate Policy and Procedures contained in this document. ACCESS CARDS AND ID BADGES This system has two purposes: Access system for entering Corporate facilities ID badge identification for the employee ACCESS SYSTEM The following areas require an access card to enter after normal work hours or hours which have been determined by the department: City Hall Social Services (500 Ouellette) Social Services (Leamington Office) Westcourt Building (Technology Services and Provincial Offences Division Huron Lodge Our system is referred to as a Proximity Access Card system. This card contains a microchip which allows it to communicate with proximity access card readers to provide entrance/egress. Employees who hold this card will also have their card appear with pertinent information similar to the ID Badge. This card has a dual purpose, keyless entry and ID. An ID badge alone does not allow access entry if it is not equipped with a microchip for the proximity reader.. ID BADGE For those staff who do not need card access as their facility does not have proximity readers, a card, without a microchip, will be used for ID purposes only. 3

4 In both cases, the ID photo and layout are exactly the same. Currently there are several categories of cardholders and they are as follows: Mayor Councillor City of Windsor Employee Fire & Rescue Services Police Services Personnel Government Program Staff Non-Employees Retirees Contractor Consultants Visitor cards Standardization of card information was achieved via consultation with all departments. All cards are designed to have a photo image of the person to whom the card is being issued. There will be some instances where a photo is not applicable, i.e., contracting out of work through Facility Management; Visitor pass cards, etc. This image will, in the future, be downloaded into our new HRIS system known as PeopleSoft which will create an employee profile with the photo image beside the employee s personnel information. In the event an employee with a singular use ID badge is deemed to require a dual use (access and ID) card, as determined by management, the single use ID card will be replaced with a dual use card. The picture will be printed directly on a laminate backing which is then adhered to the access card. This laminate can be peeled off, with some difficulty, destroying the laminate so the prox card can be reused. WHO DETERMINES ACCESS? Access is determined by the Department Head or designate. Human Resources is notified during the recruitment process for new hires completing the appropriate HR forms which are included as Appendices in this document. HOW TO PROVIDE ACCESS? Completion of the appropriate HR form will set the access levels for staff. This form is sent to HR either through the interoffice mail or by fax. The form MUST BE SIGNED by the appropriate management staff responsible for determining entry into their facility/area. To ensure that we have a system that is secured, NO ONE WILL BE PROVIDED ACCESS WITHOUT WRITTEN AUTHORIZATION FROM THE PROPER MANAGEMENT STAFF AND AUTHORIZATION FROM THE PROPER MANAGEMENT STAFF FOR ALL AFFECTED AREAS. Once the proper form is received, access levels will be assigned and a card will be issued. Photo images are taken by Human Resources at the time of documentation. If there is no image on file, it will be necessary for the individual to attend at Human Resources for a photo. It is anticipated photos to be replaced every five years. It is the responsibility of each department to ensure all staff have an ID badge. If you have an employee who missed the photo opportunity, please make arrangements with Human Resources to have a photo taken. 4

5 WHAT HAPPENS TO THE PHOTO IMAGE? All photos are kept in a secure database to enable the ID Badger to reprint a card if the individual loses the card or the access card becomes defective. This set-up saves resources as the individual will not have to reappear to have their photo taken. Human Resources maintains strict protocols and procedures to access the badging equipment. Access to employee information is taken very seriously and all records not appropriately secured and filed are shredded and destroyed. All photo misprints are also appropriately shredded. Not all Human Resources staff have access to this system - only select users will have the capability to input access levels and create cards. The photo will not be released to anyone other than the employee s department management staff as determined by the Department Head or designate. Any other request for photos of staff are only released if written and signed request from the employee is received in Human Resources. Based on this Introduction to our System, I am pleased to continue with the Corporation s Policies and Procedures as follows: POLICY AND PROCEDURES POLICY Commitment It is the policy of the Corporation of the City of Windsor to take all reasonable steps to provide its employees with a secure and safe work environment in the facility where they work, balanced with the need for public accessibility to corporate personnel and facilities. In that vein, the Chief Administrative Officer, on behalf of the City of Windsor, is committed to providing a work place that is reasonably safe and trouble free for its employees and the visiting public including those who enter City of Windsor facilities to conduct business with the organization. The Corporation will make every reasonable effort to provide information to all its employees to ensure that every employee can feel safe and secure while at their work environment. The Corporation, therefore, supports the establishment of all reasonable measures to prevent the occurrence of an unsafe and unsecured environment. Some of the preventative measures include: adopting a policy outlining all available procedures to enhance safety and facility security for its employees; distribution of Facility Access and Employee Identification Badge Policy in the orientation manual to all new employees; establish an internal procedure to maintain and update processes for all employees, divisions and departments; provide Facility Access and Employee Identification Badge Policies and Procedures to its employees as well as provide an electronic copy on-line; if the Corporation becomes aware of any misuse of the identification badge or access card, the Corporation has the right to investigate and will follow-up with a discussion with the appropriate Corporate management staff responsible for the person identified on the card; 5

6 Questions regarding the intent of this policy can be directed to the Director of Human Resources at ext Responsibility of Employee All employees of the Corporation are expected to familiarize themselves with this policy and comply with it. New hires will sign an Offer of Employment (Appendix C) letter that identify responsibilities of the employee with regards to Corporation property, including but not limited to, the Employee Identification Badge. Lost and Replacement Cards If the employee loses their card, it is their responsibility to notify their immediate supervisor or designate. Responsibility of Department The Department will notify Human Resources should an employee lose their identification card IMMEDIATELY. This is very critical especially if the card has access levels assigned. Human Resources will then disable the lost card and reissue to the employee through the department contact person.. It is the Department s responsibility to identify the following to Human Resources: Regular full-time employees; Regular part-time employees; Temporary full-time employees; Temporary part-time employees; Students, Government Grant, Unemployed Lottery workers; and Non-employees who are conducting business or contract work at City owned facilities Setting of access levels by completing appropriate form (see Appendix A-1 It is the responsibility of the Department to identify all non-employees requiring access into City facilities to conduct business and to advise Human Resources with information needed, using Access Form (Appendices B-1, B-2) to issue, create, modify and replace non-employee identification badge(s) to activate facility access levels for a specific period of time at a named work location. Responsibility of Human Resources 6

7 Human Resources will issue Employee Identification Badges (cards) and input facility access levels (as required and as determined by the Department Head or designate), with the completion of the proper forms, to all employees identified in the charts below. Each person hired and/or currently working at the Corporation is required to have an Employee Identification Badge with the following information: Regular F/T Regular P/T Temp F/T Temp. P/T *Others (see below) Name of employee; Photo image of employee; Department/Division name; (if applicable) Signature of Department Head or designate as determined by legislative requirement; Other information as determined by the employee s Department Head. *Others/Non-Employees: Every person conducting business with the City of Windsor will be issued an identification badge. This is determined by the person responsible for overseeing the activities of the non-employee. The identification card MUST be displayed in a visible location on the person. The following information will be included on the card: Others/Non-Employees (Visitors, Volunteers; Contractors; Home Support; Students (non-paid); Program Trainee; Boards; Agencies; Commissions; Those listed will have displayed on card; Name of Organization and/or other titles as determined by Department requesting card; Other information as determined by the requested department. Responsibility of Facility Management, Corporate Services Facility Management Division of the Corporate Services Department will be responsible for the maintenance and repairs to all installed proximity readers identified in Corporate owned facilities. In other words, the hardware of the system. It will be the responsibility of Facility Management to notify Human Resources of any breakdown of the access system or hardware changes. Facility Management Division and staff from Corporate Services will be responsible for the locking and unlocking of all meeting rooms in City Hall through the electronic meeting scheduler. Responsibility of Technology Services, Corporate Services 7

8 Technology Services will be responsible for software installation, technical support of computer equipment and security of the system and all files related to the creation of access levels and badge creation. The identification card templates will be setup by Human Resources. It is the responsibility of Human Resources to notify Technology Services of any problems with computer equipment and information stored in the database on the server(s). PROCEDURES These procedures are to be adhered to in determining employee facility access levels and the issuance of employee identification badges allowing the Corporation the flexibility it needs to maintain a safe and secure work environment for all Corporate employees and non-employees visiting at all City owned building/facilities. The procedure has been established to secure all building facilities armed with a proximity card system, from inappropriate entry into work sites. The Employee Identification Badge ensures the employee has proper identification available for presentation to other corporate staff or the public, if requested. There is an initial responsibility on the part of the Department Head or designate to issue the proper facility security level for employees required in their normal job duties and responsibilities. This is identified to Human Resources by completing appropriate forms supplied by Human Resources for both current employees and new hires (see Appendix B- 1; B-2). Security Access Guidelines require the Department Head or designate to issue a signed Request for Access form (Appendices B-1, B-2 ) and remit to Human Resources with the other recruitment forms required to employ staff (Appendices D, E, F ). Access will not be assigned until forms (Appendices B-1, B-2 ) are completed, signed and sent to Human Resources through interoffice mail or fax and with appropriate department authorization for access. NO ACCESS LEVELS WILL BE SET USING THE SYSTEM. can be used if an access card has already been issue and an adjustment to the schedule is required or modification to the information of card is required.. The Department Head or designate will terminate access by notifying Human Resources either by or fax. as soon as practicably possible. Once HR has been notified, the card will be disabled immediately. If access scheduling requires a change to an existing form, this information can be ed to Human Resources stating the amended access information (as noted above). Each person hired and/or currently working at the Corporation is required to have an Employee Identification Badge and the badge is required to be available for presentation to the public and/or other corporate staff as determined by the employee s Department Head or designate. For new hires, a card will be issued at the time of documentation at the Human Resources Division and pictures will be taken at that time. All non-employee cards will have an expiration date as to when the card expires in accordance with the completed form (see Appendix D) and the person will be required to return the card at the time of termination of services to the Supervisor or designate as with the corporate standard for all property owned by the Corporation. For current employees, a replacement card will be issued every five years and a new photo will be taken five years from the date of the previous photo. If the card is lost, stolen or destroyed before the 5 year expiration, it is not necessary for the employee to attend at the Human Resources office since the employee s picture is already on file. A new card will 8

9 be prepared and forwarded to the employee s department for distribution. If the employee loses their card, it is their responsibility to notify their immediate supervisor or designate. The Corporation reserves the right to impose a fee for replacing cards which are lost, stolen and destroyed. The Corporation requires all employees to treat this card with the same respect as all other Corporate property issued to its employees. Prepared by the ID Badge Operations Committee 9

10 Appendix A-1 REQUEST FOR CARD ACCESS LAST NAME: DEPARTMENT FIRST NAME: DIVISIO N TITLE EMPLOYEE STATUS (please check one) CHECK ONE: Regular full-time employees; Regular part-time employees; Temporary full-time employees; Temporary part-time employees; Students, Government Grant, Unemployed Lottery workers; Project staff Non-employees who are conducting business or contract work at City-owned facilities NEW CARD: OR REPLACEMENT CARD FOR: Faulty Card Lost/Stolen Card MODIFY ACCESS TO EXISTING CARD (Specify) NON-UNION UNION (please check applicable box) NON-EMPLOYEE Local 543 Local 82 WPFFA ONA PLEASE FILL IN THE FOLLOWING TABLE TO ENSURE APPROPRIATE ACCESS LEVEL, INDICATE HOURS OF EACH DAY EMPLOYEE SHALL BE AWARDED ACCESS, E.G., UNDER MON 8:00-17:00 S A M P L E Sun Mon Tues Wed Thurs Fri Sat Hol. N/A 8:00-5:00 8:00-5:00 8:00-5:00 8:00-5:00 8:00-5:00 N/A N/A COMPLETE THIS ONE: Sun Mon Tues Wed Thurs Fri Sat Hol. If access is requested from an area other than your own - please forward for authorization using the sheet below: 10

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12 Appendix A-2 DEFINED AREAS FOR ACCESS CARDS Please forward to Human Resources Please check the access area required (this document to be sent with Request for Access form signed by Supervisor. AREA AREA NAME DESCRIPTION of AREA LOCATION DOOR # CITY HALL 1 Washroom-Female All washrooms in City Hall 1 st, 2 nd, 3 rd, 4 th Floors 2 Washroom-Male All washrooms in City Hall 1 st, 2 nd, 3 rd, 4 th West Public Entrance Door 1 st Floor 11 3 Lobby East Public Entrance Door 1 st Floor 3 East Employee/Service (delivery area) 1 st Floor 13 4 Corporate Services Room 101 (Purchasing / Administration) 1 st Floor 6 Corp. Services East Employee Exit 1 st Floor 14 Lobby Public Entrance to Corp. Services 1 st Floor 5 5 Mayor s Stairwell Mayor s Southwest Exit (Exterior) 1 st Floor 8 6 Computer Operations Room Computer Operations Entrance (combo locked door) NW Exterior Door 1 st Floor 10 7 Mayor s Office Southwest Stairwell Exit (Mayor's Chambers) 2 nd Floor 15 Mayor s Reception Lobby Entrance 2 nd Floor 19 8 CAO CAO Lobby Entrance 2 nd Floor 16 9 Council Serv & City Clerks Council Ser. & City Clerk Lobby Entrance 2 nd Floor 20 Council Ser. & City Clerk East Exit 2 nd Floor 21 Council Ser. & City Clerk Xerox Room East Exit 2 nd Floor Legal Division Legal Division Office Lobby Entrance 2 nd Floor Public Works Public Works Lobby Public Entrance 3 rd Floor 25 Public Works Lobby Employee Entrance 3 rd Floor 26 Public Works East Employee Exit 3 rd Floor Council Chambers Public Entrance (North) 3 rd Floor 28 Public Entrance (South) 3 rd Floor Building/Planning Public Entrance -Lobby 4 th Floor 32 Planning Southwest Stairwell Exit 4 th Floor 35 Building Employee East Stairwell Exit 4 th Floor Vault Southwest corridor access vault / stairs Basement 37 Storage/Vault Entrance Basement Mechanical Room North Mechanical Room Entrance Basement Riverside Meeting Room Riverside Meeting Room (B8) - Basement Basement Network Room East corridor (B6) - Basement Basement Mail Room South corridor (B4) - Basement Basement Ojibway Ojibway (301A) 3 rd Floor Sandwich Town of Sandwich (B3) Basement Floors 1, 18, 30,34 2, 17,31, 33

13 21 Walkerville Town of Walkerville (301) 3 rd Floor Ford Ford (B7) Basement Payroll/Social Housing Mayor s southwest stairwell exit (interior) 1 st Floor 7 (formerly Technology Services) West rear door externior 1 st Floor 4 24 Technology Services (formerly Help Desk) Access West Glass (alarmed door) 1 st Floor 9 25 Parking Lot #1 City Hall (Judges lot) Judge s Lot 26 Parking Lot #10 City Hall Dept. Head Lot Ouellette 28 SOCIAL SERVICES Community Services Ground Floor Children's Services 3 rd Floor Finance 3 rd Floor Men s Washroom 3 rd Floor Women s Washroom 3 rd Floor Special Services 4 th Floor Administration 4 th Floor Leamington Leamington Office Leamington WESTCOURT TECHNOLOGY SERVICES TS Development Services 4 th Floor TS Lobby Entrance 4 th Floor TS Support Services 4 th Floor PROVINCIAL OFFENCES DIVISION POA Court Room Hall Door rd Floor POA Public Lobby Door 3 rd Floor POA Police Area 3 rd Floor POA Money Area 3 rd Floor POA Office corridor 3 rd Floor 29 Huron Lodge Main Front Door Entrance Huron Church Side Door Entrance Huron Church 13

14 Appendix B Excerpt from Offer of Employment letter for new hire... an employee identification card is being issued to you at this time. It is your responsibility to ensure safekeeping of this card and use of this card should not breach any conditions of employment with the Corporation as outlined in the ID Card Regulations provided. This card is the property of the Corporation of the City of Windsor and is to be returned to your department and/or Human Resources at termination of your employment. By signing this Offer of Employment, you also agree to your responsibilities for all Corporation property issued to you. I hereby accept the foregoing Offer of Employment subject to the terms and conditions of employment contained therein. Signature Date 14

15 Appendix C 15

16 Appendix D THE CORPORATION OF THE CITY OF WINDSOR SEPARATION FROM ACTIVE EMPLOYMENT 16

17 Appendix E RECOMMENDATION FORM 17

18 Appendix F REQUEST TO AUTHORIZE ACTING PAY 18