Policy on Access Cards

Status:
Custodian:
Date approved:
Decision number:
Implementation date:
Due for review:
File Number:

Approved
Director: Finance and Administration
2010-12-01
CEO 07/10
2010-12-01
2013-12-01

1
Policy on Access Cards
Status: Approved
Date: 2010-12-01
File Reference:

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
Policy on Access Cards
Status: Approved
Date: 2010-12-01
File Reference:

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 cardholders 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

Policy on Access Cards

Status: Approved
Date: 2010-12-01
File Reference:

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 SAQAs 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
SAQAs 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
Policy on Access Cards
Status: Approved
Date: 2010-12-01
File Reference:

Procedures for Access Cards

Status:
Custodian:
Date approved:
Decision number:
Implementation date:
Due for review:
File Number:

Approved
Director: Finance and Administration
2010-12-01
CEO 07/10
2010-12-01
2013-12-01

1
Procedures for Access Cards
Status: Approved
Date: 2010-12-01
File Reference:

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

Status: Approved
Date: 2010-12-01
File Reference: