HR Physical Security Committee Regulation

HR PHYSICAL SECURITY COMMITTEE REGULATION

Effective Date:    Policy Number:

1. Purpose

This regulation establishes the Human Resources Physical Security Committee (hereafter "the Committee") to oversee policies, controls and procedures governing physical access to facilities and personnel safety consistent with the organization's operational needs and statutory obligations. The Committee shall evaluate risk, direct mitigation, and ensure consistent application of physical security measures across all business units.

2. Authority

The Committee operates under authority delegated by the Chief Executive Officer and the Director of Human Resources. It has authority to recommend policy changes, require corrective action plans, and request reporting from departments for matters relating to physical security and personnel safety. The Committee's decisions that impose binding obligations on departments must be escalated to the Director of Human Resources for final approval where required by corporate governance.

3. Scope

This regulation applies to all employees, contractors, vendors and visitors with access to company facilities, whether permanent, temporary, or remote. The Committee's remit includes physical access control, visitor management, facility security design, incident response for physical events, and coordination with law enforcement when appropriate.

4. Definitions

"Physical Security" — measures designed to prevent unauthorized physical access, damage, or interference to facilities and assets. "Critical Area" — any location designated by the Committee as requiring heightened access controls. "Member" — a person appointed to the Committee by the Director of Human Resources or authorized designee.

5. Committee Composition and Appointment

The Committee shall consist of no fewer than five and no more than eleven members including designated representatives from Human Resources, Facilities Management, Information Security, Legal, and an operations business unit. Members are appointed by the Director of Human Resources. Appointments shall be for a term of or as specified at the time of appointment.

6. Member Roster

Member 1

Term Start:   Term End:

Member 2

Term Start:   Term End:

Alternate / Additional Members (list as needed)

7. Roles and Responsibilities

The Committee shall:

Conduct periodic physical security risk assessments and approve risk treatment plans.
Review and recommend physical access control policies, including badge issuance and revocation procedures.
Review physical security incidents and corrective actions; recommend disciplinary or remedial measures when warranted.
Approve vendor access protocols for third-party contractors and service providers.
Provide input on facility design, construction, and modification projects affecting physical security.

8. Meetings, Quorum and Decision-Making

Meetings shall be held at least and may be convened more frequently as circumstances require. A quorum shall be a majority of appointed members. Decisions of the Committee shall be by majority vote of members present unless a higher threshold is specified for particular matters by the Director of Human Resources.

Notice of meetings shall be provided not less than days in advance except in emergency situations.

9. Reporting and Recordkeeping

The Committee shall maintain written minutes of meetings and retain risk assessments, incident reviews, and committee resolutions for a period of at least years. Records custodian:

Records custodian email:

10. Confidentiality and Data Handling

All Committee members and attendees must treat committee materials and deliberations as confidential to the extent permitted by law. Sensitive information, including personally identifiable information and investigative findings, must be handled in accordance with applicable data protection policies and only disclosed on a need-to-know basis.

11. Training and Background Checks

Committee members must complete onboarding training on physical security responsibilities within days of appointment and refresher training . Members are subject to background checks consistent with organizational policy; consent to such checks is required for appointment.

12. Compliance, Enforcement and Amendments

Failure to comply with Committee directives may result in disciplinary action up to and including termination. The Director of Human Resources may amend this regulation subject to approval of the Chief Executive Officer where amendments materially alter obligations or resource commitments.

13. Member Appointment Application (Required for New Members)

Personal Information

Position Information

Start Date:   Salary (annual):

Employment History (Most Recent)

Dates Employed:

Employment History (Previous)

Dates Employed:

Education

Graduation Date:

References (Professional)

14. Legal Disclosures

At-Will Employment: Nothing in this regulation constitutes a contract of employment. Employment relationships remain at-will unless a written agreement signed by an authorized company officer provides otherwise.

Equal Opportunity: The organization is an equal opportunity employer. Appointments and participation in the Committee will be made without regard to legally protected characteristics. Selection is based on business needs and demonstrated qualifications.

15. Applicant Certification and Authorization

I certify that all information provided in this application is true and complete to the best of my knowledge. I authorize the organization to contact my former employers and listed references and to conduct background checks necessary to evaluate my suitability for Committee membership. I understand that false statements or omissions may be grounds for disqualification or removal.

Consent to background check:   Authorization to contact prior employers:

Applicant Printed Name:

16. Acknowledgment of Policy Compliance

By signing below, signatories affirm the establishment of the Committee under the terms of this regulation and commit to ensure appropriate resourcing, oversight, and enforcement. Signatories further confirm that appointments will comply with the certification, conflict-of-interest, and background screening provisions herein.

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