Status: Approved Custodian: Director: Finance and Administration Date approved: 2010-12-01 Decision number: CEO 07/10 Implementation date: 2010-12-01 Due for review: 2013-12-01 File Number: 1
1. Mega Process: Facilities management 2. Major Process: Access card policy 2.1 Introduction This policy has been developed to protect the property, intellectual capital and human resources of the organisation and employees including the privacy of employees, by limiting access to internal and external unauthorised persons so that the security of the building, staff, clients and its facilities are secure. 3. Sub-Processes: 3.1 Responsibility 3.1.1 This policy and its enforcement is the responsibility of the Director: Finance and Administration. 3.1.2 It is the responsibility of the Supervisor: SAQA Facilities to maintain systematic and effective control of access cards for offices and/or buildings primarily under the control and jurisdiction of SAQA. 3.1.3 The Supervisor: SAQA Facilities is the authorised agent for the control of all access cards to the building and the maintenance of accurate records. 3.1.4 The Supervisor: SAQA Facilities will ensure that all details of access cards issued and returned are updated on the access control system. 2
3.2 Issue and monitoring 3.2.1 Access cards will be issued to all employees, temporary employees, contractors and tenants (cardholders), who require unsupervised access to various parts of the building. 3.2.2 All access cards will be issued with the appropriate level of access and for the appropriate length of time. 3.2.3 Access cards are issued with the strict trust that proper measures will be taken to ensure their safekeeping. 3.2.4 A cardholder may not use another cardholder s card for the purpose of gaining access to the offices nor allow another employee, temporary employee, contractor or tenant to use his/her card. 3.2.5 If an individual loses his/her access card or it is stolen, the individual must immediately report this to the Supervisor: SAQA Facilities who will immediately cancel the access authorisation of the lost or stolen card in the access control system and issue him/her with a temporary card which is valid for that day only. 3.2.6 Replacement cards will be issued for all lost or stolen cards reported and cancelled in the access control system. 3.2.7 A damaged card must be reported and returned to the Supervisor: SAQA Facilities for replacement. 3.2.8 Damaged cards will be replaced at no additional cost. 3
3.2.9 A fee will be charged to replace a card that is lost or stolen as a result of negligence. 3.2.10 The fee will be determined by the Director: Finance and Administration from time to time. 3.2.11 All access cards must be returned to the Supervisor: SAQA Facilities upon termination of employment, contracts and tenancy. 3.2.12 It is the responsibility of the line manager for whom the employee, temporary employee or contractor has worked to ensure that the access card is returned before the employee, temporary employee or contractor leaves SAQA s premises. 3.2.13 The line manager must immediately report the failure to collect and return the card of an employee who is leaving to the Supervisor: SAQA Facilities so that he can cancel the access authorisations of that specific card in the access control system. 3.2.14 It is the responsibility of the Supervisor: SAQA Facilities to ensure that the access cards issued to tenants are returned prior to SAQA s premises being vacated. APPROVAL Changes recommended by the SAQA Management Committee approved by the Chief Executive Officer in accordance with delegated authority (SAQA 0777/08) Signature Date 4
Procedures for Access Cards Status: Approved Custodian: Director: Finance and Administration Date approved: 2010-12-01 Decision number: CEO 07/10 Implementation date: 2010-12-01 Due for review: 2013-12-01 File Number: Procedures for Access Cards 1
1. Introduction To ensure that adequate control is maintained over the issue and recovery of access cards. 2. Acknowledgement of responsibilities 2.1 The Supervisor: SAQA Facilities must ensure that all cardholders sign an acknowledgement of receipt of the access card and acknowledge that he/she has been made aware of his/her responsibilities in terms of this policy. (Refer financial procedure manual on delegated authority). 2.2 Line managers must sign a termination checklist recording that the relevant access cards have been returned by the cardholders. APPROVAL Changes recommended by the SAQA Management Committee approved by the Chief Executive Officer in accordance with delegated authority (SAQA 0777/08) Signature Date Procedures for Access Cards 2