Bay Code

Brief

Historically the WARG bay code has not been regulated meaning the code was freely distributed. This resulted in individuals not part of the team having access to the bay without proper cause. To combat this, the bay code was scrambled and now controlled. This document iterates how we are authorizing who gets the bay code and a procedure for documenting the said process.

Those who have access via Discord (mostly subteam leads and directors though a few other roles) can find the code in #logins within Discord.

Qualifications to Receive the Bay Code

At a minimum, an individual who has access to the bay must meet the following requirements:

• They are a member of WARG

  • Must satisfy Member Definition requirements.

  • They must be marked as a member of the team in the team roster Team Roster Information

• They have been briefed on the responsibilities of having the bay code

  • Preferably link them this document to read as this is comprehensive!

• They have completed all three required safety trainings in New Member Onboarding

  • WHMIS 2015 (SO2017)

  • Worker Health & Safety Awareness in 4 Steps (Students) - SO3000

  • Student Design Centre Safety Requirements

• They have proven through their actions that they are responsible enough to abide by the below responsibilities for possessing the bay code

  • This is evaluated by the subteam lead in question who will be authorizing them

  • This is somewhat subjective. Feel free to communicate with other subteam leads in making this decision

Responsibilities of Possessing the Bay Code

• Unless you meet the requirements to distribute and manage the bay code, refrain from doing so

  • Note that not all people with the code are authorized to distribute and manage the code

  • If asked by anyone for the code, you should politely redirect them to their lead and refer them to this document to justify your actions.

  • The exception to this is safety critical applications.

    • Please apply common sense.

    • Report these incidents within a reasonable amount of time to subteam leads and/or directors

  • If this rule is accidentally violated please contact your subteam lead to update this document.

    • Under certain circumstances we can scramble the bay code.

    • We all make mistakes please do not worry if this happens, just communicate: On Mistakes

• Utilize the WARG bay in accordance with all requirements in Bay Policies

• Ensure the bay door is fully closed when leaving

  • sometimes it requires a lot of force, be sure it’s fully locked

  • this responsibility may be delegated out to a responsible member of WARG with a completed bootcamp

  • In the past items have been stolen from design team bays. Be sure the severity of this responsibility is emphasized.

Procedure for Gaining Access to the Bay Code

• Read this document and ensure you can understand and follow what it entails

• Team member requests their subteam lead for access

  • Please note that in the case that subteam leads are unavailable temporarily directors can temporarily fill this role and in that case will be responsible for proper execution of the entire procedure documented below just as a subteam lead would be.

  • Please ask your subteam leads before you ask directors as subteam leads know you better!

  • Please ask this publicly in accordance with Private Communications

• Subteam leads evaluate whether or not they meet the requirements

• Subteam leads are responsible for explaining the responsibilities associated with possessing the bay code

  • Preferably link them this document as this is comprehensive!

• Subteam lead documents their distribution in the below list

• Subteam lead privately messages bay codes via Discord direct message along with this confluence page for reference as well as information regarding their expectations

Who can distribute and manage of the bay code?

Subteam leads and directors are the only people who can authorize distribution of the bay code as well as managing this document and managing getting the code scrambled. Anyone else cannot distribute and manage the code or authorize it within this document.

Distribution copy pasta: “The bay code has been updated, the bay code is x. You have been given access in accordance with https://uwarg-docs.atlassian.net/wiki/spaces/AD/pages/2079260697/Bay+Code .”

List of Members who currently have the WARG Bay Code

• This list should not contain any leads as they are granted access as part of lead onboarding

  • It is assumed all leads receive the code as soon as it is scrambled.

  • See Lead Onboarding Process for more details.

• A lead should add their name to authorizer to keep track of who gave out the bay code

Bay Code Scrambling Procedure

• If the bay code needs to be scrambled, a member of team leadership should contact Graeme Adair (https://uwaterloo.ca/sedra-student-design-centre/people-profiles/graeme-adair ) and ask for the code to be scrambled.

  • This is technically a director responsibility, but can be delegated out.

  • The bay code should be scrambled at the beginning of every term for security.

    • This may be required by the university as well.

    • In rare cases, we may forget to do this.

• A new list of who has the bay code should be created every time the bay code is scrambled

  • Please be sure to keep the old list. This is to facilitate transfer and distribution of the code as well as our internal documentation.

  • All people who still need bay code access should be re-given the code and those who are no longer a part of the team should not receive the updated code

  • For the new code start with a fresh table.

• Document dates the bay code was scrambled as well as who got the code each time

Past Bay Code Holders

F24 - Code Valid 2024-09-10 through xxxxxx

W24 - Code Valid 2024-01-19 through 2024-09-10

F23 - Code Valid 2023-08-18 through 2024-01-19

No history of who had the bay code before this date was kept though it may be findable in the revision history of this document.