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Access Rules for Contractors

The following are regulations that Constructors/Contractors working on York University projects (renovation, construction or maintenance) must be aware of and abide by.

Access to the job site

  • Once a contract is awarded to perform a renovation, new construction, maintenance or related work on one of the York University campuses, the Constructor/Contractor should contact the York University Project Representative for the project (normally a Project Coordinator, Project Manager or Maintenance Supervisor in the Department of the Campus Services and Business Operations) to discuss access rules.
  • The York University Project Representative is the principal contact for the Constructor/Contractor for any issues related to accessing the job site.
  • The York University Project Representative will arrange for the Constructor/Contractor to attend a pre-construction meeting with the University’s Security Services in attendance.
  • The pre-construction meeting is intended to inform the Constructor/Contractor about University’s regulations that apply to Constructors/Contractors and to discuss specific issues such as parking arrangements, material delivery arrangements, fees, Occupational Health and Safety regulations, security requirements, emergency procedures, and access to the job site.  At the pre-construction meeting, the York University Project Representative will also provide Security Services with the project work schedule that clearly outlines the project scope, timelines, and building access requirements.
  • The York University Project Representative will arrange for identification badges for all Constructors/Contractors and Constructor/Contractor employees. Site supervisors will be provided with ‘photo’ identification badges. Identification badges are expected to be worn at all times by all on site personnel while on York University property – this also includes any person from outside the University who may be visiting the site. Those found without their badge may be asked to leave the premises.
  • In order to have keys issued so that they can gain access to the job site, the Constructor/Contractor is required to provide a Clearance Letter (see details below), and complete the following forms:
    • York University Constructor/Contractor Indemnification and Key Agreement
    • York University Constructor/Contractor Acknowledgement and Undertaking
  • Once these forms are completed the York University Project Representative will complete the necessary Key Request Form for each Constructor/Contractor supervisor (or other Constructor/Contractor principal) to whom a key will be issued so that they can gain access to the job site.

Master keys – For operational reasons it may be necessary for the York University Project Representative to issue a building master key or sub-master key to the Constructor’s/Contractor’s designated supervisor. In such a situation, the Constructor’s/Contractor’s designated supervisor is required to produce the master or sub-master key on demand (by York University Security Services), and to meet with the York University Project Representative at least once per week to demonstrate that they are still in possession of the master or sub-master key.

Clearance Letter - Police Background Checks for Key Holders

The Constructor/Contractor is required to provide a “Clearance Letter” (also known as a police check) for each of the Constructor’s/Contractor’s supervisors who will be managing the project on campus and to whom a key (or keys) will be issued to gain access to the job site.  The individuals to whom keys are issued are deemed to be “key holders” by York University.

A Clearance Letter is a formal document produced on secure paper indicating that the subject of the inquiry has no criminal convictions in the National Repository of Criminal Records maintained by the Royal Canadian Mounted Police (RCMP).

A request for a Clearance Letter must be made in person at the individual’s local or regional police services office. For more details contact the following:

  • Toronto residents: www.torontopolice.on.ca
  • Hamilton residents: www.hamiltonpolice.on.ca
  • Durham Region residents: www.police.durham.on.ca
  • Halton Region residents: www.hrps.on.ca
  • Peel Region residents: www.peelpolice.on.ca
  • York Region residents: www.police.york.on.ca

The Clearance Letter should be presented to the York University Project Representative before keys can be issued.

Regulations Regarding York University Keys and Job Site Access

  • Keys provided to the Constructor/Contractor for the purpose of gaining access to the job site are issued to a Constructor/Contractor employee or principal under the individual’s name.
  • Keys issued to the Constructor/Contractor must not be transferred to a sub-contractor or any other Constructor/Contractor employee to whom the University has not officially issued the key(s).
  • Once the York University Project Representative has obtained the keys, s/he will temporarily issue them to the Constructor’s/Contractor’s designated supervisor(s) in charge of the project, with a date of return specified.
  • Keys issued to the Constructor’s/Contractor’s designated supervisor(s) must be returned to the York University Project Representative upon completion of work at the time specified when the keys were issued. Failure to return keys on time will be deemed a security breach, and appropriate actions will be taken by the University.
  • Constructors/Contractors can return keys to the York University Project Representative. If the York University Project Representative is not available, keys can also be returned to Maintenance - Key Control, located in room 1066 Physical Resources Building during regular hours.
  • York University keys issued to Constructors/Contractors shall be kept in a safe and secure location while in their care.
  • York University keys shall not be duplicated.
  • Constructors/Contractors shall not permit unauthorized personnel to access the project job site.
  • Where the Constructor/Contractor requires access to the job site for sub-contractors or sub-trades, access can be arranged either by having:

    • the sub-contractor have a separate key issued under their name following the regulations of the University (as stated above); or
    • the Constructor’s/Contractor’s designated supervisor present on campus to provide access to the job site and to supervise the sub-contractors’ or sub-trades’ work.