1. Employee Presentation #1 Security Overview and ID Cards
The purpose of this presentation is to share information with employees.
Speaking notes have been inserted in the “Notes” section of each slide.
This information is specific to general security information and ID cards.
Additional information on Visitor Management will be shared in January.

2. What is Corporate Facilities Security?
Enhanced security processes and practices.
A business area responsible for physical protection of employees, customers, assets and information.
What is Corporate Facilities Security?
processes and practices that will be implemented at the end of 2013 and into 2015.
The business area within Facilities Building Services that is responsible for physical protection of employees, customers, assets and information.

3. Where will it be implemented?
Identification (ID) cards across the corporation.
Access control at City Hall including:
Additional card readers, cameras and turnstiles
Single controlled point of entry
New employee back entrance
Two secure corridors
Customer service touchdown space
Visitor management system at City Hall
What does it include?
The rollout of Identification (ID) cards to all employees at the end of 2013 and into mid
Implementation of access control which are the physical changes that will support security at City Hall including:
Installing additional security technologies including card readers, cameras and turnstiles (you may have seen some green tape on the floor outside of the elevator core a while back…the tape represented the location of the turnstiles
Creating a single-controlled point of entry….this is created with the installation of the turnstiles.
Creating a new employee back entrance….this will be over by the cafeteria back entrance.
Two secure corridors….you may have passed through one of these while accessing HBH and the meeting rooms.
Creating additional main floor customer service touchdown space…this is the west side of the main floor where taxi renewals used to occur
The implementation of a visitor management system at City Hall where a single-controlled point of access will exist…i.e. the turnstiles.

4. Why is Corporate Facilities Security being implemented?
We are committed to providing a safe and secure environment for:
Employees
Customers
Assets
Information
Why are we implementing it?
We need to address the existing gap in access control.
We are committed to providing a safe and secure environment for:
Employees
Customers
Assets
Information

5. Who does the implementation impact?
ALL employees
ID cards
Access Control
Visitors to City Hall
Visitor Management
Who is impacted by it?
All employees in some way through:
ID cards
Impacts all employees beginning with City Hall at the end of 2013, then non-City Hall office employees in January, and finally, field staff in mid 2015 (all complete by June 1).
and Access Control
City Hall employees
Employees at external facilities with access control

6. When? ID Card Rollout City Hall Dec 2013
Non-City Hall office employees Jan 2014
Field Staff Mid 2015
Access Control at City Hall April 2014
Visitor Management Implementation April 2014
ID Cards
Rollout will begin at City Hall at the end of December 2013
Non-City Hall office employees will receive their cards during the month of January 2014
Access Control
Access control changes at City Hall have already begun and will be complete in February 2014
Visitor Management will be fully implemented in February 2014 after the access control changes are complete.

7. What are ID cards? Corporate Identification Access Card Two Types:
Permanent
Temporary
Corporate identification that will be used to:
Identify cardholders while in designated areas of City Facilities
Enable access into areas and facilities that have electronic access control
Two types of ID cards will exist:
Permanent ID cards which will be distributed to:
City of Regina employees
Members of City Council
Trusted and regular suppliers, contactors and consultants
Temporary ID cards which will be distributed to those requiring access in the short term including:
Visitors
Media
Seasonal employees

8. Why are they being introduced?
Identify and differentiate
Allow entry
Authorize access
To identify and differentiate between all categories of cardholders (with words and colour)…
Employee ID cards can be used as corporate identification providing customers with assurance the cardholder is a representative of the City of Regina
To allow permanent ID cardholders entry where electronic access control exists (being able to swipe at card readers based on the access level attached to the card)
To authorize access into your business area and other access controlled areas of City Hall (the 14 in this photo identifies the floor that a visitor has been granted access)

9. What information will be on my card?
Visible elements
First and last name
Differentiator
Photo
City Signature
Expiry Date
Terms and Conditions on the back of the card
Non-Visible Elements
Corresponding Access level

10. What is my access level?
Standard Access Level for all employees:
Entry into City Hall during regular business hours (7 a.m. to 5:30 p.m.)
Passage through the turnstiles at all times
Usage of the elevators at all times
Passage from HBH to the east corridor
Access to the east and west corridors and stairwells
Access to West Side Customer Service counters
*Additional access will be assigned if determined appropriate.
Each employee ID card will have a corresponding access level attached
An access level is made up of 2 components
An access point such as a door, turnstile, an elevators etc. and
A time window…
for example, the new back entrance doors will be available from “A” between 7 a.m. and 5 p.m.
The standard access level that will be rolled out to all employees includes:
Entry into City Hall from 7 a.m. to 5:30 p.m. (i.e. regular business hours)
Passage through turnstiles – all employees will be able to pass through the turnstiles once they have an ID card
Use of elevators – once access control is in place in the elevators which will be in 2015
Passage from HBH to the east corridor and the meeting rooms on the main floor
Access to the west side customer service counters
The standard access was determined appropriate for all employees to succeed in their regular duties
Additional access may be assigned if required to success in your regular duties
ALSO, managers can changes access levels at any time if required…i.e. if an employee is required to work late at the office.

11. When and where will I need to wear my ID card?
Field employees are required to have their ID cards on them at all times, but not required to display
Visibly display in designated areas which include:
City of Regina office areas
Areas directed by supervisors
Where no safety hazards exist
You will have to wear it everyday…it will become a part of your daily habit….Employees working in an office environment will be required to properly display their ID card in designated areas for identification purposes.
It will need to be worn in all designated areas IF no safety hazards are present including:
City of Regina Office areas (City Hall, Parks and Facilities Admin Building, Building A, Building C etc.)
Field employees are required to have their ID cards on them at all times during working hours but are not required to display their ID card unless they are in a designated area (e.g., to attend meetings in City Hall or other office locations, to submit reports, etc.) or as deemed necessary by their supervisors..
Employees are not required to display their ID card where it creates a safety hazard (e.g. working near equipment with moving parts).

12. How will ID cards need to be displayed?
Placed between the NECK and HIP so the photo is visible

13. Why is the photo on the left not appropriate?
Acceptable Unacceptable
The photo on the left is not appropriate because the ID card is not visible.

14. Which is the correct way of displaying an ID card?
NEITHER!
Neither photo is appropriate – ID card must be on the individual between the neck and hip while in designated areas.

15. When will ID cards be implemented?
ID Card Photo Sessions
March through April 2015
Speak to your manager or supervisor regarding your designated photo session date.
ID Card Rollout
Remaining employees May 1, 2015
Seasonal employees June 1, 2015
ID card rollout started with City Hall staff and wrapped up in January 2014
Managers and Supervisors will identif the best dates and times for photo sessions to take place for their area.

16. What is my role as an employee?
Prior to the photo session:
Review Cardholder Agreement
Prior to the rollout:
ID Cardholder Roles and Responsibilities
This information and more can be found on the
Corporate Facilities Security InSite page
or by contacting
Are their responsibilities that I should know as an employee?
Yes…some of these include:
Displaying your cards at all times in designated areas
Adhering the ID cardholder agreement
All if this information including the Roles and Responsibilities can be found on the INSITE page.