Key and Card Access Management Policy

On this page:

1. Purpose
2. Application and Scope
3. Definitions
4. Principles
5. Accountability and Compliance
6. Rules
7. Policy Revision Date
8. Attachments
   • Appendix A – Key Management Procedure
   • Appendix B – Keying Structure and Authorization Levels
   • Attachment 1 – Key Request Form – Employee or Student (PDF)
   • Attachment 2 - Key Request Form - Contractors (PDF) (to be posted)
9. Specific Links

1. Purpose

The integrity of the College physical access to space and key management is essential to protect College assets and to provide access to College facilities by only authorized persons. This policy provides a system for the issuance and control of all keys and access clearances on access cards related to the accessing of Mohawk College.

2. Application and Scope

This policy applies to all Mohawk College employees, students and approved visitors (i.e. contractors). All College locations with the exception of IAHS are managed by this policy. The IAHS campus follows the McMaster University Key Control Policy (link in Section 10).

3. Definitions

“Access Card Holder” is any person who has been issued access clearances on an approved, issued access card

“Card Reader” is an electronic method to control access to a door. Access is gained through the programming of a clearance on an access card by Security & Emergency Management.

“Electronic Key Control System” is an electronic key management system that provides administration, auditing and access control over keys and assets. Approved persons may sign out keys from this system by using an approved and programmed access card. 

“Key holder” is any person, whether an employee or not, who has been issued a key for any College lock(s).

“Key Management Software” is comprehensive key management software utilized by Facility Services and Security and Emergency Management. This class of software is developed for locksmiths and end-users to track detailed information on keys, keyholders, locations, door maintenance and management.                                       

“Medeco Keying System” uses patented key control systems, including patents on the keys and the cylinder, to prevent unauthorized copies of keys from being generated.

“Miscellaneous Keys” refers to keys for filing cabinets, overhead cabinet doors and desk drawers. These keys are the responsibility of the department and are not tracked in the Key Management Software.

“Special Key Developed (SKD)” is part of the Medeco system created by Mohawk College for special secure areas that are not on the master key system. These keys are strictly controlled and only created and issued at the discretion of the Director Security and Emergency Management and/or the Chief Building and Facilities Officer in exceptional purposes only.

4. Principles

The College will provide and maintain an open study, research and work environment, and provide safe conditions on its premises by regulating the issuance and control of keys related to the accessing of College property.

This policy establishes reasonable personal security for members of the College community and ensures the protection of personal and College property through the control of the distribution of keys and programming of access cards.

5. Accountability and Compliance

5.1 Accountability Framework

This policy has been approved by the Senior Leadership Team.

5.2 Compliance

The Chief Building and Facilities Officer and the Director, Security and Emergency Management are responsible for monitoring the effectiveness of this policy and ensuring compliance.

All persons are accountable to their Managers for adherence to this policy.

6. Roles and Responsibilities

6.1 Key Holder / Access Card Holder

• Key holders are responsible for the safe keeping of any keys assigned to them in accordance with this policy. 
• Access Card holders are responsible for the safe keeping of the access card assigned to them and all accesses gained by the use of the card, in accordance with this policy.
• The return of keys and/or access cards must follow the procedure outlined within this policy and Appendix A.

6.2 Departmental Manager / Associate Dean

• Return keys to Facility Services upon resignation, retirement, graduation, transfer, or termination of any key holder.
• Request card access programming be removed by Security & Emergency Management following the procedure outlined within this policy, upon resignation, retirement, graduation, transfer, or termination of any card holder.
• Are responsible for any costs associated with the replacement of keys or rekeying of areas if keys are lost or stolen .
• Are accountable for all keys that are in their department’s possession and must audit keys in their area of responsibility annually. 

6.3 Security and Emergency Management

• Investigate and complete a report for all lost or stolen keys.
• Submit a report to Facility Services including name of key holder and keys lost.
• Control and keep track of contractor sign out and sign in of keys. Ensuring keys are returned at the end of each day.
• Program access clearance as requested by authorized person(s) to any approved access card 
• Audit annually all card reader clearances with the specific college areas to ensure accurate access lists.
• Complete repairs and maintenance on card reader doors as required.
• Approve and manage the installation of all card reader doors.

6.4 Facility Services

• Control all repairs and additions to any manual locking device, key or door hardware installed by the College.
• Monitor and adjust all hardware schedules for additions and renovations to the College, ensuring that proper hardware, locks, and key cylinders meet the College's specifications and standards. 
• Ensure hardware installed by contractors is completed to manufacturer and College specifications.
• Provide, when requested, departmental Managers/Associate Deans a list of all keys associated to their department from the Key Management Software system to assist with auditing purposes.

7. Rules

7.1 Eligibility

• Only employees and students with proper and valid College ID may be issued keys with necessary approvals.
• Only employees, students, visitors and contractors with an approved Mohawk College Access Card can have access clearances programmed to  Card Reader doors, with necessary approvals.

7.2 Issuance of Keys

• The issuance of keys must be authorized by the appropriate person in accordance with Keying Structure and Authorization Levels noted in Appendix B.
• Employees and/or students requiring keys must submit a completed Key Request Form, shown in Appendix C and must follow the procedure outlined in Appendix A.
• All keys and locks are the property of the College. 
• Key holders shall  not make copies of keys or transfer their keys to another person or allow them to be used in an unauthorized manner.
• Keys must not be marked in any way to show what room(s) they access.  (e.g., key holders must not mark the key with a label indicating the room number).
• Keys must only be issued to students when absolutely necessary and require approval of the Dean/Manager of the area or the Director of Security and Emergency Management. (Students who are hired and paid to be a college employee are considered employees for the purpose of this policy.) 

7.3 Key Return

• Keys must be returned following the procedure in Appendix A.

7.4 Card Access Clearance Level Programming

7.4.1 Issuance of Clearances

• The issuance of card access clearances must be authorized by the appropriate, identified lead for the area being requested. 
• Employees and/or students, requiring access must submit an email to AccessRequest [at] mohawkcollege.ca (AccessRequest[at]mohawkcollege[dot]ca), listing the space requiring access, and copying the identified lead for the area and/or their Manager.
• Employees working with contactors and/or visitors requiring access must submit an email to AccessRequest [at] mohawkcollege.ca (AccessRequest[at]mohawkcollege[dot]ca) copying the identified lead for the area and the contractor and/or visitor requiring access. For temporary access an access card will be signed out daily in Security Services.
• Card Access clearance will be programmed electronically and requestor will be notified when complete. 

7.4.2 Removal of Clearances

• Managers will email accessrequest [at] mohawkcollege.ca (accessrequest[at]mohawkcollege[dot]ca) to remove access clearance as follows:
  • When an employee is transferred to another department, position or building;
  • Upon an employee’s resignation, retirement or termination;
  • When access is no longer required for an access card holder.

7.5 Padlock, Peripheral and Miscellaneous Keys

• All padlocks to doors or gates affecting College property must be compatible with the authorized key control system.
• All locks and keys to these locks will be controlled in accordance with this policy.
• Miscellaneous Keys and departmental lockers will remain the responsibility of the department.

7.6 Numbering System for Keys

• An identifying serial number will be stamped on each key for record purposes. 
• Serial numbers are recorded and tracked by Facility Services.
• Only one key for a specific area, room or door will be issued to any one person.

7.7 Lost, Stolen or Broken Keys or Access Cards

• Lost or stolen keys or access cards must be reported immediately to Security and Emergency Management. 
• A new key will not be issued to anyone unless an IncidentReport completed by Security and Emergency Management is on file.
• All pieces of a broken key must be returned to Facility Services or accounted for before a replacement key may be issued. A completed Key Request Form is also required. 
• The rekeying and/or the reissue of keys will be the financial responsibility of the department where the key was lost or stolen.

7.8 Repair of Locks, Keys or Door Hardware

• Only personnel or contractors authorized by Facility Services can repair a College lock, cut a College key, or install/repair a Card Reader system.

7.9 Master Key Access

• Master keys will only be issued to employees in Facility Services and Security and Emergency Management in cases of demonstrated need for operation, safety and security reasons.
• All others with approval will have access to a master key in the Electronic Key Control System and the keys must not leave the campus

7.10 Key and Access Card Issuance to Outside Contractors

• Repair of campus facilities which require a contractor to be issued keys and/or a programmed access card must be approved by an appropriate college manager and approval from the manager of the area being repaired
• The contractor must sign out keys and/or access card each morning and return the keys and/or access card every evening with Security & Emergency Management. 
• Keys and access cards will only be issued to contractors with approved identification. 
• Any contractor that loses or misplaces College keys is responsible for the rekeying costs associated with the areas that the keys access. This may be done by deducting funds from the amount owing on the contract for the cost of rekeying.

8. Policy Revision Date

8.1 Revision Date

February 2030

8.2 Responsibility

The Chief Building and Facilities Officer and the Director, Security and Emergency Management will review this policy every five years or earlier when required.

9. Attachments

• Appendix A – Key Management Procedure 
• Appendix B – Keying Structure and Authorization Levels
• Attachment 1 – Key Request Form – Employee or Student (to be posted)
• Attachment 2 - Key Request Form – Contractors (to be posted)

10. Specific Links

McMaster University Key Control Policy 

Appendix A - Key Management Procedure

1. Procedure for Key Issuance

• Employees or students requiring keys must complete a Key Request Form, shown in Appendix C. Forms must include manager approval. 
• The completed Key Request Form authorized with all information filled out will be forwarded to Facility Services, Room B101 of the Fennell Campus or emailed to %20maintenance [at] mohawkcollege.ca (maintenance[at]mohawkcollege[dot]ca).
• Facility Services will process the Key Request Forms weekly. Key authorization will be checked and confirmed. Keys will be cut weekly and key holders will be notified when keys are ready. Keys for the Fennell Campus can be collected at the Facility Services Office in Room B101. Keys for the Stoney Creek Campus can be picked-up at the Stoney Creek Campus Coordinator Office.
• Key holders must bring their ONE Card or other photo ID with them when collecting keys.
• Key holders must sign the paper record of the Key Management Form confirming receipt of their key(s).
• All new key holders and newly issued keys must be entered into the Key Management Software by Facility Services. A paper record, including signature of receipt, will be maintained at the Fennell Campus Facility Services Office.

2. Procedure for Key Return

• All keys must be returned to the Facility Services Office, Fennell Campus, Room B101.
• Managers will return keys:
  • When an employee is transferred to another department, position or building;
  • Upon an employee’s resignation, retirement or termination;
  • Upon a student’s graduation.
• Key holders must return keys:
  • Upon completion of the temporary issue period as approved on the Key Request Form;
  • Upon request by Security and Emergency Management or Facility Services;
  • When keys are no longer required.
• Upon receiving returned keys, Facility Services will update the Key  Management Software and return keys to the locksmith.

Appendix B - Keying Structure and Authorization Levels