DOCUMENT NUMBER

WSHMS-01-SOP-003-01

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PURPOSE

Establish activities that support overall security of people and facilities at River East Transcona School Division (RETSD) that meets or exceeds all municipal, federal and provincial legislated workplace safety and health program requirements.

Security programs should be defined and documented for compliance as part of Element 2, Identify and control hazards and emergencies, for the effective development and implementation of a workplace safety and health program under Manitoba legislation.

Security Standards - Divisional is a critical component of the school division's Education Business Continuity Plan (EBCP) and associated Crisis Management Plans.

SCOPE

This safe operating procedure and associated documents outline security standards and visitor safety activities at RETSD.

These best practices apply to all RETSD worksites without exception.

RESPONSIBILITY

Senior Administration Team (SAT)

SAT sets the directives on security standards and implementation expectations for the school division as a critical component of education business continuity planning.

By Facility

This safe operating procedure shall be implemented and applies to all RETSD worksites.

By Stakeholder

This safe operating procedure shall be implemented and applied to all RETSD stakeholders.

Specific to Contractors

This safe operating procedure shall be implemented and applied to all RETSD contractors performing work in RETSD worksites.

Contractors must also abide by all provisions of the Safe Work Permit process as implemented in the school division.

DEFINITIONS

Security:

The protection of people and property from loss associated with activities such as fraud, theft, vandalism, terrorism and other acts of aggression.

Prevention Strategies:

Action plans to identify ways to prevent security breaches and related losses from occurring.

Monitoring Mechanisms:

Activities and measurements made to assess the effectiveness of prevention strategies.

Response Strategies:

Planned responses to security breach situations to help prevent further loss once breach is detected.

Restricted Access:

Entryways are locked. Only authorised staff are allowed entry via key / fob. All others allowed entry only by authorised staff key / fob and monitored periodically by authorised staff while in the workspace.

Controlled Access:

1. Entryways are locked. Allowed access by staff (meet at door personally, door buzz in systems, other) and directed / escorted to general offices or equivalent for welcoming, security processing, direction and assistance to ensure they are properly supported and served.

2. Entryway doors are open. Entrants are allowed access to a reception foyer but are not allowed by locked door, other physical barrier and /  or additional monitoring supports (example: law enforcement personnel) from proceeding further into the building until seen or spoken to by monitoring personnel at the door.

Monitored Access:

Single or multiple entryways unlocked. Person from outside allowed entry into building / facility but are monitored / watched by a staff member physically present at the entryway. Non-students are directed to general office or equivalent for welcoming, security processing, direction and assistance to ensure they are properly supported and served. 

PREVENTION STRATEGIES

River East Transcona School Division endorses the following security standard protocols and loss prevention best practices:

Security Standards Awareness (Regular School Hours and Operations):

• All stakeholders are responsible for keeping divisional workplaces as secure as possible to prevent loss to their level of responsibility and role.
  

• All school division staff are to follow and maintain security standards at all times, specifically restricted, controlled and monitored access as per definitions. Failure to follow or maintain security standards at all times may result in discipline, up to and including termination of employment or other remedies available at law.
  

• All school division staff are to be uniquely identified and shall prominently display division issued identification while on site at any and all RETSD worksites at all times. It is critical to be able to identify staff quickly and effectively, particularly in a crisis situation, but also in standard operations.
  

• Students are exempt from having to prominently display identification while attending RETSD schools.
  

• All visitors, parents, guardians, volunteers, contractors. other, (i.e. non-staff) are to be uniquely identified and shall prominently display division issued identification while on site at any and all RETSD worksites at all times during the standard school day. It is critical to be able to identify visitors, volunteers, contractors quickly and effectively, particularly in a crisis situation, but also in standard operations.
  

• Generally, all external doors, including main entrance doors, shall be locked to ensure controlled access as the default security standard for entry into the facility / building.
  

• Monitored access is the minimum standard for allowing non-staff into buildings / facilities
  

• If staff observes a person that is unfamiliar without prominently displayed identification, confront the person and see if you can guide them to the to general offices or equivalent for welcoming, security processing, direction and assistance to ensure they are properly supported and served.

• Lock computer screens when not at the desk. This will help prevent any unauthorised use of a computer while under your log in ID.

• Never leave computer equipment unsecured. Laptops must be secured with security cables, wherever reasonable and practical to do so.
  

• In locker and change rooms, employees with lockers are encouraged to supply a personal lock to secure your belongings for those with lockers. Never store valuables in open areas.
  

• Staff is encouraged to close and lock office doors when not in their offices / classrooms / other. Staff at cubicles are asked to keep valuables out of site or locked in cabinets. Confidential information should be kept in a secure manner.
  

• If you have any security observations, concerns or questions, ask your Supervisor for assistance.
  

  
  

• Unauthorised people are not allowed in the River East Transcona School Division building or on site property after 10:00 PM until the designated time the next morning. Signage to this effect shall be posted prominently at the perimeter of divisional worksite property and wherever else deemed necessary on worksite property.
  

• Only one set of entrance doors should be used for controlled access allowing general public user group access to facilities / buildings after school and weekends.
  

• Permit user groups are to only occupy areas as specified on their permits. See School Use and User Permits processes for details.
  

• Access to areas not on permits should be controlled as far as reasonable and practical using signage and other barriers as appropriate for the physical location without compromising building egress and fire code provisions. If in doubt about what can and can't be done to mark or limit access to non-permitted parts of the building, contact RETSD Maintenance prior to implementing.
  

• If you have any security observations, concerns or questions, ask your Supervisor.
  

Physical Facility Security:

RETSD Maintenance Department is responsible for ensuring that:

• all facility sites have posted signs, barriers or both that clearly communicates to a person that they are entering school / facility property

• all external doors and windows are secure and in good condition

• all security and fire alarms are working and properly monitored

• all egress equipment to facility rooftops are secured against unauthorised use (examples: exterior ladder ladder guards, shielding of service pipes, etc.)
  

• no natural ladders can be easily constructed to access rooftops (example: Stacking picnic table on top of one another to access roof or canopy)) 
  

• all equipment located outside facilities is properly secured by barrier, where applicable
  

• there are no  obstructions and natural hiding spaces created by trees or other landscaping infrastructure

• all designated walkways and entry points are well lit and free of obstructions

Divisional Information Technology Security Policy:

IT security protocol and appropriate use guidelines are available on the RETSD Staff Portal.

Use of Surveillance Equipment:

The division may consider the use surveillance systems as allowed under law to enhance security at RETSD sites and facilities. Wherever security cameras are in use, there should be appropriate signage prominently displayed to reflect same.

Established Pre-Employment Screening and Background Checks Procedures:

The division employs extensive criminal records and child abuse for people hired as employees of the division.

Contractors are expected, upon request, to demonstrate objective evidence that workers in their employ that will be performing work at RETSD facilities meet appropriate security standards for working in a school environment.

River East Transcona School Division Monitoring Mechanisms:

1. Employees are expected to adhere to all policies, procedures, and best practice expectations  including those respecting security standards.

2. Team / Staff Meetings are used to keep safety and security best practices current and top of mind.

3. Data from surveillance systems may be analyzed to assist in monitoring activities.

River East Transcona School Division Response Strategies:

Procedure:

1. Employees are to report potential security breaches to Administrators or other people in charge.

2. Management will confidentially investigate security breaches using internal and external resources as required.

3. Management will determine, based on the findings of any investigations, actions to be taken against the perpetrators, up to and including the intervention of law enforcement and pursuing any legal remedies available at law as required.

COMMUNICATION

A combination of hard-copy postings, distributions and electronic posting will be used to communicate safety and health program information within RETSD.

TRAINING

All stakeholders shall be trained to their required level of involvement in the WSHMS to become familiar with its structure, organization, and how to look up and access information both electronically and in hard copy form through:

• New employee orientation, employee manuals or employment information packages

• Return to work or remedial programs, as required on an individual basis

• Planned ongoing training through team meetings, individual coaching or other methods as developed or adopted

IMPLEMENTATION AND MONITORING

Ultimately, the superintendent shall be responsible for the sustainability of the WSHMS, and shall enforce compliance to standards at a divisional level.

Workplace safety and health management system compliance shall be managed through the application of performance management and progressive discipline policies and procedures.

Worker failure to comply with provisions of the RETSD safety program may lead to discipline, up to and including discharge from employment and / or other remedies available at law.

REFERENCES

Manitoba Workplace Safety and Health Act or equivalent legislation as applicable

Manitoba Workplace Safety and Health Regulation or equivalent legislation as applicable

Manitoba Workplace Safety and Health Regulation Part 02 – General Duties

Manitoba Workplace Safety and Health Program Element 02 – Identifying and Controlling Hazards

All other associated and applicable workplace safety and health management system documents