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4.5 Building Hours and Access Policy

4.5 Building Hours and Access Policy

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This online version is for convenience; the official version of this policy is housed in the University Secretariat. In case of discrepancy between the online version and the official version held by the Secretariat, the official version shall prevail.

Approving Authority: President

Original Approval Date: November 9, 1992

Date of Most Recent Review/Revision: April 27, 2021

Office of Accountability: Vice-President: Finance and Administration

Administrative Responsibility: Facilities and Asset Management

1.00 Purpose

1.01 The objective of this policy is to establish schedules for the opening and closing of University Facilities and to establish access to these facilities to ensure the safety and security of Students, Employees and visitors.

1.02 The University recognizes that no single schedule of Building Hours will accommodate the requirements of all individuals and that some flexibility is necessary for the operational efficiency of the University. For information on requests to temporarily extend Open Building Hours see section 4.05.

2.00 Definitions

2.01 Access Control: All systems and mechanisms that provide entry/exit to all exterior and interior door systems, which include, but are not limited to, Keys and Electronic Access Devices.

2.02 Access Control Inventory: All systems by which Keys and Electronic Access Devices are managed, maintained and provisioned.

2.03 Affiliated Organization: An organization or entity that has a formal relationship with the University including: (a) a federated or affiliated college under the Wilfrid Laurier University Act; (b) a constituent group of the University community representing Students, Employees or alumni; (c) users under a written agreement. These relationships are normally outlined through a written agreement or other formal documentation.

2.04 Assignable Building Space: All interior space at the University, which is subject to changes in configuration and usage, with no department, faculty and/or an Affiliated Organization having proprietary right to it.

2.05 Building Access: When entry is provided to exterior doors of a building via Keys and/or Electronic Access Devices to Device Holders during Controlled and Restricted Building Hours.

2.06 Building Hours: Are classified into three categories:

a. Open Building Hours: The time when a building’s exterior doors are open to users, including Students, Employees and the public.

b. Controlled Building Hours: The time when a building’s exterior doors are locked to the public, but are available to designated Device Holders through Electronic Access Devices.

c. Restricted Building Hours: The time when a building’s exterior doors are locked. Employees and other Device Holders with specific approvals may have limited Building Access through Electronic Access Devices during these hours.

2.07 Designated Authorities: Individuals appointed by Deans, Assistant/Associate Vice Presidents and equivalent, who are responsible for approving Interior Access to Assignable Building Space allocations for a specific department, faculty and/or an Affiliated Organization.

2.08 Device Holder: An individual, whether a Student or Employee of Wilfrid Laurier University, an external contractor or member of the general public, or a member of an Affiliated Organization who has been approved by the Designated Authority and the Facilities and Asset Management department to have a Key and/or Electronic Access Device issued to them.

2.09 Electronic Access Devices: Fobs or University issued OneCards that provide access to University Facilities.

2.10 Employee: A person who performs work for wages in any capacity for the University.

2.11 Essential Services: Services that are necessary to enable the University to assure the health and safety of its Employees and Students; preserve critical infrastructure, minimize serious environmental damage, and, continue the delivery of administrative functions required to support core organizational priorities.

2.12 Interior Access: When entry is provided to Assignable Building Space via Keys and/or Electronic Access Devices to Device Holders approved by the Designated Authority for a specific department, faculty or Affiliated Organization.

2.13 Key: A University issued Key providing access to University Facilities.

2.14 Student: Includes all undergraduate and graduate Students registered in a degree or certificate program at the University.

2.15 University Community: Persons who currently live, work, or study on any Laurier campus. Members include Students (including Student groups), Employees, adjunct and visiting faculty, and volunteers at Laurier.

2.16 University Facility/Facilities: All buildings and grounds, owned, leased and/or operated by the University, including without limitation outdoor playing areas, athletic and recreational fields and all University residences and off-campus housing.

3.0 Jurisdiction / Scope

3.01 This policy applies to University Facilities as well as Students, Employees and visitors.

3.02 There will be exceptions to this in cases where tenants are occupying space within a Laurier owned building, where Laurier is leasing space within a building, a building is co-owned by Laurier, or Laurier is occupying space in a building not owned by Laurier. In these instances, exceptions will be made by the appropriate approving authority to accommodate the operating requirements of tenants or the building owner’s policies.

4.0 Policy

4.01 Open Building Hours will be made available publicly via the Laurier website and to the University Community within individual buildings.

4.02 University Facilities will have Controlled Building Hours on statutory holidays, during the winter break, in severe weather related closures.

4.03 When the University or a University Facility is unexpectedly closed (e.g. special events, full building service outage, unexpected events or major disruptive event) exterior doors will be closed and locked, with limited Building Access for Essential Services Employees.

4.04 For reading weeks, Open Building Hours and Controlled Building Hours will remain the same as noted in the Building Hours Schedule.

4.05 For specific reasons, such as final exams, temporarily extending Open Building Hours may be approved. A request to temporarily extend Open Building Hours must be made to campusaccesscontrol@wlu.ca via the Request to Temporarily Extend Open Building Hours Form at least two (2) weeks prior to the requested date.

4.06 In a building that contains a residence, the portion of the building that is for residence purposes will always remain restricted to those who reside in them.

4.07 The Procedures for Building and Interior Access establish an integrated process for the issuance and management of all Keys and Electronic Access Devices related to all Access Controlled University Facilities. It is the responsibility of the Facilities and Asset Management department to centrally coordinate the management of Building Access, Interior Access and associated Access Control systems to ensure safe handling, consistency and efficiency in this process. For information on requesting, receiving or revoking Building Access and Interior Access see the Procedures for Building and Interior Access. 

4.08 Security of Buildings
Building Access and Interior Access will be managed to provide protection to the University Community and University Facilities while continuing to promote an open, safe and efficiently run environment. It is important for all Device Holders to carry their Electronic Access Device with them at all times to be able to access University Facilities. To ensure the safety and security of all University Facilities, Device Holders are expected to comply with the following guidelines:

4.08.01 Access Controlled doors are not to be propped open or left in an unlocked position.

4.08.02 Access Controlled areas should only be accessed by Device Holders who have received authorized access to that University Facility.

4.08.03 If a Device Holder does not have their Keys and/or Electronic Access Device on their person and requires access during Restricted Building Hours, they may contact Special Constable Service who will receive requests and review them on a priority and resource basis.

4.08.04 Device Holders in possession of Keys and/or Electronic Access Devices are solely responsible for their care and control, and are not to lend or give them to anyone other than the Designated Authority.

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