EID-P0 - Building Access and Visitor Identification

A priority of the Prairie Spirit School Division is to promote a safe school environment. To meet this goal the Division will implement procedures to control access to divisional and school buildings. 

●     All school entrances will remain locked 24 hours a day, with the exception of the main entrance on instructional days between 8:40 a.m. and 9:10 a.m. Access will be granted with the doorbell system through the main entrance. Exceptions to this must be requested by the School Principal and approved in writing by the Superintendent.

●     Access to buildings and distribution of keys/fobs will be controlled as follows:

1.    Staff Members: The Board recognizes the advantages of individual staff members having their own entrance keys and personal access codes to electronic devices and technology.  Accordingly, keys and codes will be distributed to staff at the discretion of the School Principal, and a log of same maintained.  All keys and codes must be returned to the Principal prior to a staff member leaving the staff of a specific school for which they have a key or code or when leaving the employ of the Division. All personal access codes for electronic access shall be provided to the Principal or immediate supervisor. These codes shall be disabled by the appropriate Division Administrator. The loss of keys will be immediately reported to the Principal or immediate supervisor.

The Board wishes all staff members who are entrusted with entrance keys and access codes to be aware of the possible serious effects of lost keys or shared codes:

a.    Unauthorized access to school facilities, materials, and records; and,

b.    Costs related to the resulting need to replace locks and issuing new keys, which may be borne, in whole or in part by the staff member responsible, at the discretion of Senior Administration.

2.    Visitors (also refer to KEB): The Division will require all visitors to schools and offices to:

a.    report to and sign in at the school office at the start and end of each visit

b.    wear a Prairie Spirit School Division Identification tag during his / her visit to the school.

-       The exception to this will be at large school events where public access may be approved by the School Principal without visitor identification tags.

-       The School Principal will be responsible to assign appropriate staff supervision for entry into the event. 

●     All Division buildings will have intrusion alarm and/or surveillance systems to protect against illegal entry and vandalism (also refer to EIB and EII).

●     The Maintenance Supervisor will control and approve the creation of building keys, fobs, and access codes. 

●     Access after normal working hours will be limited to employees whose work, as approved by the Principal, requires such access on a regular basis. 

●     The Division will maintain an inventory of all employees who are approved for after hours building access.

Grand Master keys/fobs will open all doors of any School Division building and will be issued to:

Information Technology Supervisor and Information Technology Department

Maintenance Supervisor and Maintenance Department      

Safety Officer

Secretary Treasurer

Master keys/fobs will open all interior and exterior doors in a specific school and will be issued to:

Principal                                  Vice-Principal

Custodian       

Outside door keys/fobs will open the main entrance exterior door and may be issued to employees who the Principal deems will require regular access to the building after normal working hours.

Inside room door keys/fobs will open specific office / classroom doors and may be issued to an employee who the Principal deems will regular require access to a specific office / classroom after normal working hours.