TRENT UNIVERSITY RISK MANAGEMENT POLICIES AND PROCEDURES MANUAL
Subject: Access Control Number: RMP 001
Approving Authority: President’s Executive Group (PEG)
Responsible Executive: Vice President Administration
Contact: Director, Risk Management
Effective Date: September 1, 2005 Latest Revision: March 3, 2009
Occupier’s Liability Act, R.S.O. 1990
Trespass to Property Act, R.S.O. 1990
Occupational Health and Safety Act (OHSA), R.S.O. 1990
Change Keys – keys that allow access into a single room, or a suite of two or three rooms all keyed alike eg. An
office or office area.
Master Keys – keys that allow access into a group of rooms or buildings. Generally, a Grand Master will allow
access to all doors on campus; a Master will allow access to all rooms in a building or a number of common function
doors in one or more buildings eg, residence rooms, mechanical spaces; a Sub Master will allow access to number of
functionally or organizationally related rooms in a building such as all spaces controlled by a University
Shift keys – one or more keys that are issued to an employee for the duration of their work shift to allow them access
to spaces that are not occupied and/or controlled solely by them. For example, several sub-masters to allow a
custodian access to all spaces in a building for cleaning.
1.1 The intent of the Access Control Policy is:
To protect the personal safety of faculty, staff and students.
To safeguard both university and privately owned material assets.
To clearly define the approved procedures and authorities for access control at Trent University.
It is the policy of Trent University to safeguard persons and property by controlling access to
university buildings to ensure only authorized users of a space have access to that space. To minimize
the risk of lost or stolen keys, Trent University will work towards installing card access systems on all
external doors. We will also operate a decentralized key/card access system that recognizes
departmental space allocations by placing the authority and responsibility for maintaining internal
building security through effective key/card control within departments. Campus Security and the
locksmiths will assist departments in establishing and maintaining a key/card access system, in
conjunction with Department Access Control Coordinators.
3.0 Authorities and Responsibilities
3.1 VPs, Dean, Associate Deans, Department Chairs and Directors are the Designated Access
Control Authority for the facilities allocated to their unit. They may delegate the authority to request
and control keys/access cards and/or requisition changes to locks to a staff member using the Access
Control Designated Authority Form (Appendix 1), which is to be submitted to the Director, Risk
Management. All requests for master or sub-master keys must be approved by the appropriate Vice-
President and the Director, Risk Management.
3.2 The Director, Risk Management is responsible to approve the selection of cost effective access
control hardware and software (standard locking system) to provide appropriate physical security
commensurate with the risk inherent in each location. The Director, Risk Management will ensure
adherence to this policy and has the authority to deny any requests for keys/cards that contravene the
intent of this policy or compromise the security of the university. Such denials may be appealed to the
Vice President Administration. The Director, Risk Management is responsible to ensure department
key control practices are audited on a regular schedule. The audit will, as a minimum, verify that
unused keys/cards are securely stored, that keys are properly signed out and recovered, that all
individuals with keys/cards still have a bona fide requirement for those keys and that the department
only retains keys for spaces allocated to that department.
3.3 Locksmiths are responsible for the operation, maintenance, repair and replacement of door lock
cylinders and lock sets. They are responsible to receive key/card and lock change requests, ensure
that the requests are signed by a valid Designated Authority and issue keys and make changes within a
reasonable time frame. The Locksmiths are responsible to maintain up to date records of all keys
produced, issued, returned and destroyed, as well as the keyways and codes for all locking devices
installed throughout the university, with the exception of desks, cabinets etc.
3.4 The Designated Authorities are responsible to store keys/cards in their possession that have not
been issued to others in a secure manner. The Designated Authority is responsible to keep a record of
all keys issued to faculty, staff, students, contractors and visitors and ensure those keys are returned
when the individual is no longer authorized to have access to the space.
3.6 Keys to University spaces issued to individuals affiliated with the university remain the property
of Trent University. Upon receipt of a key/card, the individual key/card holder agrees:
a. to the proper use and care of the key/card;
b. not to loan, duplicate or use the key/card in any unauthorized manner;
c. to return it to the issuing authority, or designate, upon demand.
Designated Authorities must ensure individuals who are not faculty, staff or students at Trent
University read and sign the Key Holder Agreement (Appendix 2) when they are issued university
keys/cards. Students, staff and faculty are to be informed by the Designated Authority that they are
required to read and comply with this policy when their keys/cards are issued.
Designated Authorities requesting a change or upgrade to the standard locking system such as re-
keying, replacing lock sets and cylinders or installation of a different security system such as
electronic (keypad), biometric or card access, are responsible to cover the cost of the change and the
ongoing cost of maintaining the upgraded locking system from their departmental operating budget,
unless the Director, Risk Management determines that the upgrade is required for the university to
maintain appropriate security. The criteria for approving upgrades to the standard locking system are
if the space is multi-occupant (4 or more) and/or if the space contains extremely sensitive, vulnerable,
dangerous or valuable contents that cannot be effectively secured by the standard locking system.
The department is also responsible for the cost of replacing lost, stolen, broken or worn keys and the
cost of re-keying in the event of lost or stolen keys. The department may recover these costs at their
discretion from the individual who has signed out the keys.
3.6 All Trent community members are responsible to refrain from installing unauthorized locking
devices on university doors. To ensure access in the event of an emergency, no campus area may be
secured except by a locking device authorized by Campus Security Locksmiths. Keys to filing
cabinets, desks, cabinets, lockers etc. will remain the responsibility of the person in charge of the area.
3.7 Space allocation authorities (ie. AVP & Dean of Graduate Studies, Director Physical
Resources, Director of Housing) are responsible to provide up to date lists annually to the Director,
Risk Management of rooms and spaces allocated to each department/unit on campus. They are also to
advise the Director, Risk Management of any changes to those lists as they occur.
4.0 Key/Access Card Issue
4.1 A Trent University Key Request Form (Appendix 3) must be completed and signed by the
Designated Authority for all key/card requests. Forms can be obtained from the locksmiths or
the locksmith website http://www.trentu.ca/locksmith/. The completed form must be submitted
to email@example.com or by fax to 748-1009 as per the instructions on the form.
4.2 When the locksmith completes an order, the Designated Authority will be informed to make
pick up arrangements. The Designated Authority will secure and sign out the keys to
individual recipients, keeping a written record of each key issue and informing the recipient of
their responsibilities under this policy. A sample Key Control Record is attached at Appendix
4. A downloadable database called Simkey, which is compatible with the locksmith’s key
control database, is available at http://pinders.com. Username is “Trent” and password is
“University”. The Key Holder Agreement Form (Appendix 2) must be completed before keys
are issue to any individuals who are not Trent University faculty, staff or students.
5.0 Lost or Stolen Keys/Access Cards
5.1 All lost or stolen building keys/cards must be reported to Campus Security and the appropriate
Designated Authority. The Designated Authority will complete a Key Request Form
(Appendix 3) if replacement keys are required and a will email firstname.lastname@example.org to initiate
lock cylinder changes or other lock related work as required. The Designated Authority may
consult the locksmiths or the Director, Risk Management to reach a mutual decision on lock
changes based on the risk involved. Lost or stolen cards will be immediately deprogrammed.
Costs associated with the missing key/card are born by the issuing department who may in turn
assess these costs against the individual who lost the key/card. It is recommended that
departments create internal policies to clearly outline who is responsible for the cost of
replacing lost keys/cards, any contingent changes to locks and/or any damages or losses to
Trent property resulting from the loss of the key/card.
6.0 Returning Keys/Cards
6.1 Designated Authorities will ensure that individuals return their keys/cards when they are no
longer affiliated with the department, or when they are no longer authorized to access a particular
room or building. Returned keys may be retained by the Designated Authority for reissue to the
replacement staff member, unless they have an employee number stamped on them. In such cases,
the key is to be returned to the Locksmiths for re-stamping. As well, Designated Authorities will
promptly return all keys/cards to locksmiths that are no longer required by that department.
Examples include reductions in staff or a reallocation of space.
6.2 The locksmiths will audit Designated Authorities’ key/card control procedures annually and
will verify that the department only retains keys/cards that are required to access authorized
spaces. Academic space is authorized by the VP (Academic), College space is allocated by the
appropriate College Head, Residence space is allocated by the Director of Residences and all other
space is allocated on the authority of VP (Administration).
7.0 Repair of Locks or Door Hardware
7.1 Only Campus Security locksmiths are authorized to re-key, repair and relocate university lock
cylinders or arrange the installation of new locking systems. All repairs or additions to any
locking device, key or door hardware will be controlled by the Risk Management Department and
documented with a email work request to email@example.com.
8.0 Contract or Shift/Master Keys
8.1 Contractors requiring access to specific areas on campus may be issued keys by Campus
Security, Physical Resources or Information Technology. The Designated Authority for a
department sponsoring contractor work may request single keys or contractor rings made up of a
number of keys using the key request form (Appendix 3). The requester will indicate that these
keys are for contractor use. Master keys will not normally be issued to contractors unless
approved by the appropriate Vice President, the Director, Risk Management and Director of
Physical Resources or Information Technology. When the locksmiths produce the keys, they are
to lock all key rings to reduce the chances of loss and print “do not duplicate” on each key. The
entire key set, with each key itemized, will be issued to and signed for by the requesting
department authority. The department is then responsible to secure these sets and issue them to
contractors in accordance with the following procedures:
a. the contracting authority provides the name of the company and/or tradesperson contracted to
do the work as well as the areas to which they are to have access and the duration of that access.
b. the contractor/tradesperson provides photo ID to verify that they are employees of the
c. the contractor signs a key holder agreement form (Appendix 2) and signs for each key/key ring.
d. the issuing authority advises the contractor of when and where to return the keys and ensures
that the keys are returned as required. If the contractor arrives when the Parking Office is closed,
they will contact the on duty Security Officer by phone to arrange return or issue of keys.
8.2 If a sponsoring department requires Campus Security to issue keys or access contractors on
their behalf, they will provide the information in para 8.1.a to Campus Security, along with the
appropriate keys (where applicable).
8.3 Shift Keys are useful for employees who require access to university spaces in excess of their
normal workplace, such as security officers, custodians, residence staff, PRD staff, IT staff and
anyone who needs a master key or building master to perform their duties. These keys are not to
be removed from Trent property because the impact of them being lost or stolen is significant.
The risk of criminal acts, including crimes against persons, and the cost of re-keying an entire
building or buildings are high. These keys are not issued to a specific individual, rather they are
placed on a locked key chain, secured within the department and signed out for a shift and
returned at the end of that shift. Key holders may be permanently issued a single building and/or
office key to access the shift keys. Shift keys may be issued by an individual or though an
automated “key watcher” system.
8.4 Master Keys are to be treated with the greatest care and not to be issued to individuals unless
approved by the appropriate Vice President and the Director, Risk Management. Individuals in
permanent possession of Master keys must provide a Canadian Police Information Certificate
(police records check) to the Director, Risk Management before the keys are issued. Master keys
will normally be treated as shift keys and remain on site in a secure key lockup when the regular
user is not at work. Grand Master keys will not be issued to anyone other than the locksmiths
and Campus Security. All master keys will be stamped “do not duplicate”.
APPENDIX 1 TO TRENT UNIVERSITY ACCESS CONTROL POLICY
ACCESS CONTROL DESIGNATED AUTHORITY FORM
Employee Number: Phone Number:
Employee Number: Phone Number:
Authorized to request/control/issue keys for:
All departmental/unit spaces:
The following spaces:
I hereby designate ___________________________ to requisition, control and issue keys and access
(name of Designated Authority)
cards as indicated above.
Signature – Department/Unit Authority Date
Signature – Designated Authority Date
APPENDIX 2 TO TRENT UNIVERSITY ACCESS CONTROL POLICY
KEY HOLDER AGREEMENT
Key Holder Name:
Company (if applicable):
Phone number: E-mail address:
Photo Identification type and number:
Keys/cards are to be returned:
On completion of work:
Time and location of key return:
Keys Issued: _________________________________________________________________________________
Please return the keys to _____________________ phone_________________. If you cannot contact this
individual, please call Campus Security at 748-1328 for instructions.
I hereby understand and agree that:
All keys/cards issued to me by Trent University remain the property of Trent University and are to be
returned to the issuing authority immediately on completion of the work for which the keys were issued or
at the end of each working day as indicated above.
I will not loan, duplicate or use the keys/cards issued to me in any unauthorized manner.
I will ensure the keys/cards are either in my possession or appropriately secured at all times.
I accept responsibility for the cost of replacement keys/cards, rekeying locks and any associated damage or
losses should I lose the keys/cards or should the keys/cards be lost, stolen or misused while in my
I understand that my failure to adhere to the terms of this key holder agreement could result in my being denied
access to Trent University property in future.
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APPENDIX 4 TO TRENT UNIVERSITY ACCESS CONTROL POLICY
SAMPLE KEY CONTROL RECORD
By accepting the keys/cards listed below, I understand and agree to the following:
1. The keys/cards are and remain the property of Trent University at all times.
2. I am responsible to take every reasonable precaution to safeguard the keys/cards from loss,
damage, misuse or theft.
3. I am responsible for the cost of re-keying and repairs resulting from the loss, damage, misuse or
theft of keys/cards under my control.
4. I will not use the keys/cards in an unauthorized manner or lend them to a person not authorized to
control these particular keys/cards.
5. I will return the keys/cards when requested by the issuing authority or whenever my employment
and/or association with this Department and/or Trent University ceases.
KEY # ROOM # ISSUED TO DATE ISSUED BY RETURN DATE
(Name, ID #) (Initial)