NEWCASTLE UNIVERSITY SECURITY POLICY

flounderconvoyΗλεκτρονική - Συσκευές

15 Νοε 2013 (πριν από 3 χρόνια και 10 μήνες)

94 εμφανίσεις

NEWCASTLE
UNIVERSITY
SECURITY POLICY



OVERVIEW


Newcastle University
Campus
is situated within the City Centre of Newcastle. The University comprises
of
184

separate buildings
with most
set principally on an open campus with unrestricted pedestrian access.
Because of their ease of access and potential expensive contents, buildings are attractive to both professional
and opportunist thieves.


There are approximately 20,000 students and 4
000 staff at the University plus numerous visitors who visit
the campus daily. There are regular bus services plus and rail services from the surrounding areas. There are
limited staff car parking facilities around the campus but no car parking for student
s (except disabled spaces
and those given special dispensation).


Open access to University campus is rightly seen as an essential ingredient of academic life. Open access
does carry some risks and if the general invitation to the campus is not to be abu
sed, some convenient
security measures are not only inevitable but highly desirable to maintain the University's reputation as a safe
and secure environment.


If left insecure or unattended, theft of personal possessions such as wallets, purses, handbags, laptops, mobile
phones etc is a possibility. Theft of bicycles in the local area is prevalent. Incidents of burglary or theft of
office equipment such as lapto
ps, computer hard drives, flat screen monitors, laser printers, PDA’s etc occur
occasionally. Campus community perception about personal safety (assault or aggressive behaviour), crime
and security is
seen
a
s a

general concern
.



The University will therefore exercise campus wide security control, direction and will issue procedures,
which will be widely published. Security is not intended to be a hindrance to academic activity but to be an
essential ingredient for the smooth opera
tion of
S
chools and
S
ervices, particularly when financial constraints
mean that stolen equipment might not be replaced immediately or even at all.


Responsibility for personal property remains with the owner of the property. The University takes no
respon
sibility for such property left on the premises, including motor vehicles and bicycles, although
s
ecurity
staff will aim to provide a security presence across the campus at all times.


Advice and information on security issues for staff and students is pr
ovided by the University Security
Services in booklet form (available from reception points) and on the University E
state
S
upport
S
ervice
(ESS)

W
ebsite.


This Security Policy therefore seeks to formalise a cohesive and integrated approach to security th
roughout
the
University
.
















POLICY STATEMENT


The University seeks to ensure, as far as is reasonably practicable, the security and safety of all students,
staff, visitors and contractors, whilst within or situated on University premises.
The Security Service is
responsible for the effective operation and enforcement of the Security Policy

procedures
.

The University
reserves the right to prosecute and/or take appropriate disciplinary action against any person who acts
negligently, dishonest
ly, or commits a crime against the University.


Mission

Statement

To enhance

the quality of life to the University community by providing a secure and safe environment
through a professional committed service.


Vision

To be a service that continuously imp
roves the quality of service provided to the university community by
emphasising personal safety advice and prevention of crime through effective use of technology, personal
communication skills and professional standards.


Values



We ascribe to the tenets
of trust, respect and accountability in the performance of our responsibilities.



We set high standards, work with positive attitudes, assume responsibility, and are accountable for our
behaviours, decisions and actions.



We value a shared commitment to succ
ess through cooperation, partnership and team work.



We encourage employee involvement and information sharing through clear and open communication
and objectively. We desire to foster an environment for active participation problem solving and
development
.



We believe in each of our responsibilities is essential to our overall mission.



We believe that learning and advancing competences are essential as individuals and to the service.



We recognise that change is constant and must actively seek new ways to s
eek our mission. We
encourage innovation and the contribution of ideas to improve the service and the quality of the service.



We value the synergistic effects of collaboration that increases our understanding in making correct
decisions.



Goals



Strive to

continually improve processes and services, looking for opportunities to gain efficiencies and
improvement to our services.



Consult and communicate with stakeholders in time of any impending changes to security arrangements
and provide any training in the

use of any security system.



Communicate Security and Car Parking Policies to the university community and any changes thereof.



Develop procedures as part of Business Continuity and recovery plans to ensure that university business
can carried on following

any disruption.



Ensure that the confidentiality and private data is maintained at all times.



Accept individual responsibility and accountability for our actions.



Foster a culture based upon trust and mutual respect.



Ensure that the service gives value for

money at all times.



Monitor our performance on an annual basis against that of previous years.



Develop the skills and responsibilities of security staff to assist them in achieving their full potential.



Foster a sense of security and well being throughout

the University community.







Challenges

In endeavouring to achieve its objectives the service is faced with a number of ongoing operational
challenges. The primary areas are as follows:




Ensuring the safety and welfare of staff, students and visitors.



The incidence of reporting crime related incidents occurring on University property.



The volume of traffic using university roads and the increased demand on car parking.



The unsocial behaviour of some staff, students and visitors.



Budgetary constraints.



Changing environment of the University


RESPONSIBILITIES


Responsibility for security rests with al students, staff (including contractors and tenants) and with visitors to
the University. In particular, everyone should
report all activity, suspected or
real, of a criminal nature or
any suspicious activity immediately to security staff. Within this overall responsibility some particular
elements are defined as follows:


Senior Management Team:
S
enior
M
anagement of the University ensures that resources
are available for
the implementation of the Security Policy. Necessary measures to improve security in essential areas should
receive priority consideration. Where appropriate, specific training to achieve acceptable standards of
operation should also be s
upported and properly resourced.


Head of Security Service:
overall development and planning of security strategy, policies,
operational
procedures and business continuity. Investigation of serious crime or confidential breaches in security;
provision of
expert and impartial up
-
to
-
date advice; liaison with police, emergency services and local
authorities.


Security Supervisor:

day
-
to
-
day management and implementation of the security policy and procedures;
monitoring of these policies and procedures to ens
ure their continued effectiveness; delivery of an efficient
and effective security service to the University; management and training of security staff; investigation of
crime; risk management, analysis and implementation of security solutions; enforcement

of car parking
regulations, provision of security hardware including keys, locks, access control, CCTV, intruder alarm
installations etc.


Security Team Leaders
: delivery of an effective security service; day
-
to
-
day organisation and supervision
of secu
rity officers as defined in Operational Instructions.


Security Staff:
security duties as defined in Operational Instructions, including patrolling of all areas, crime
prevention, reception & car parking duties.


Standing instructions have been implemente
d by means of a Security Instruction Manual, which applies to
all personnel employed in the service.


The standards set out in the manual are the minimum standard required of security staff. The contents are
laid out in various sections as follows:




Mission Statement and Service levels



outlines the objectives of the Security Service and its work to
promote and provide a far more secure safer campus community.



Organisation and administration



illustrates the organisation and reporting chain in respe
ct of the section
and administration matters.



Policy


incorporates policy statements relevant to the Security Service.



Standing Instructions

-

details operating procedures carried out by security staff.


In addition to the above, briefing files containing

various instructions and operational procedures are readily
available to security staff.


Heads of Schools/ Head of Services

-

Have a pivotal role in promoting security (alongside safety) within
their area. The actual responsibilities will vary according to the location of the
S
chool or
S
ervice and the
nature of the activity but a number of specific responsibilities can be iden
tified. (It is recognised that Heads
of Schools and Heads of Services will wish to delegate responsibility for the routine involved in these tasks
to a nominated individual in their School/Service but the overall responsibility for security matters will
re
main with the Head of School and Head of Services.):




Ensuring their staff have access to and are familiar with the Security Policy, paying particular
attention to those issues which are particularly relevant to the activity of their
area of
responsibility
.




Ensuring that all members of staff and students in their school/service understand and exercise their
security responsibilities, including the recommendation to displaying of University ID
Smart
cards,
and have due regard
to University property (see

Sect
ions below), in particular the security
of IT
equipment.




Liaise with
s
ecurity staff on any security matter.




Controlling access to their area of responsibility by taking authority for the issue of keys or access
control data bases and by authorising staff or student to have ‘out of hours’ access only as necessary.




Ensuring that their staff returns their Univers
ity ID
Smart
card and any issued keys on their last day
of work.




Notifying
s
ecurity staff of any security risk (including the purchase of expensive equipment etc) who
will advise on any additional security or protection and investigate any crime or inciden
t.


Staff:
(This includes all those with a contract of work, including research staff, visiting lecturers,
p
ostgraduate

students and anyone employed as tutor, supervisor or lecturer on an ad hoc basis.) must ensure
they are familiar with and follow the p
rocedures in the University Security Policy, paying particular attention
to those issues which are relevant to their activities. They must also co
-
operate with requests from
s
ecurity
staff, especially with emergency or evacuation instructions and in relati
on to security procedures.


Students:
have a general responsibility to look after University facilities properly and to give due
consideration to security issues. They must follow security procedures designed to protect University
property, in particular
regulations governing access to computer rooms or areas with other public use
equipment.


Students must co
-
operate with requests from Security staff, especially with emergency or evacuation
instructions and in relation to security procedures.


Students who are resident in halls should follow their halls of residence procedures (which include security
instructions), issued to all student residents.


Advice and information on security issues for students is provided by the University Security Ser
vice in
booklet form, at Fresher’s events, induction lectures and on the University E
state
S
upport
S
ervice

(ESS)
website.


Visitors:

(including conference delegates and event attendees) have a general responsibility to look after the
University facilitie
s whilst on campus and to give due consideration to security issues. In particular they
must follow security procedures designed to protect University property. Visitors must follow instructions
from their host, particularly in emergency situations.


Comm
on Areas:
security risks in common or public areas of buildings are the responsibility of the
University as a whole but will be the devolved responsibility of the Security Service. However Heads of
Schools/Services are asked to draw particular risks or i
ssues to the attention of
s
ecurity staff, so that effective
solutions can be proposed in conjunction with all interested parties.


M
anagement

S
tatistics

for

S
ecurity

S
ervices



The Security
Service

operates a computer Crime Pattern Analysis System (V
-
TAS) for the purpose of
recording incidents that have occurred within the estate area. An incident report will be completed for all
crimes, emergencies, and property incidents. When a report is entered
into the database a reference
number will be generated which will be used as a reference to that specific crime/incident. In addition,
security incident reports have been issued to all schools for use in reporting incidents that has occurred in
their respe
ctive areas or other areas of the estate. This information is collated in
an electronic

based
reporting system.


The Database
Reporting
System


Sections contained within the database are as follows:




Crime Reporting: all crime



Emergency Reports: medical,

fire, flood etc.



Lost and found property: all lost and found property.



Insecurity Reports: all alarm activations, open doors/windows etc.



Non specific incidents: any other occurrences.



Parking offences: all parking violations.


S
ecurity Control Room


The Security Control Room, housed in the Armstrong Building, is staffed twenty
-
four hours a day
throughout the year. It provides a contact point for staff, students, visitors and other enquiries.


Persons seeking assistance or advice should in the first

instance contact the Control Room by either:
-


a)

In an emergency from internal extension
-

6666 (ask for
s
ecurity

during normal working hours
).

b)

Non emergency matters ext. 6817.



The Control Room ho
lds

equipment capable of receiving intruder,
fire,
person
al attack, boiler alarm
s
,
flood monitoring alarm
s

and air conditioning systems throughout the University.
Other

equipment can also
be monitored at the Security Control Room, but a charge may be applicable.


The Control Room Operator will control the Unive
rsity switchboard during the periods from 5.30 pm to
8.30 am weekdays and
24 hour cover
over weekends and public holidays.


The Control Room is
also
the primary location
for
to manage
ment to control

a
major incident

that may
arise

on or around University property.



Claremont Road Police
Traffic
Box


The Police Box is staffed by a security patrolman between the hours of
6
.00 am
-

7.00 pm throughout the
year. Outside these hours, restrictions apply to vehicles through this entry

point.


The role of the
Security
Patrolman at the Police Box is that of receiving, advising and directing visitors to
the University and the control of vehicular traffic.


The importance of this function is recognised given that it is the first contact
that many visitors to the
campus will have with members of the University.





Patrol


In addition to providing staff for the Control Room and Police Box functions
s
ecurity staff will be
available, throughout the twenty four
-
hour period, for patrol dutie
s and responding to incidents.

Security staff

provide vehicular and mobile patrols throughout the campus and most University
accommodation flats and periodic visits being made to other off campus University sites agreed by the
Head of
Security. These visi
ts will be increased in the event of
repeated
incidents which warrant ongoing
action. The frequency of patrols is carefully monitored, but for security reasons kept confidential.


Security staff will at all times perform their duties in such a manner, whi
ch endeavours to ensure the
personal safety of staff, students and visitors to the University.


Security of University Buildings


The security of University buildings and property, unless the
Head of
Security has agreed specific
arrangements,
including security installation and service costs,
is the responsibility of the
S
chool/
S
ervice.
Head of Schools/ Services are responsible for the normal day to day security of their respective areas.


Security S
taff

has the responsibility to assist
S
choo
ls/
S
ervices in monitoring the security of academic and
other buildings on campus. This extends to crime prevention advice, checking on persons found in
buildings, the monitoring of building alarm systems and CCTV where installed.


Security staff

will tak
e reasonable measures to ensure that any insecurity found on University buildings is
rectified.


Protection of Personal Property


The safeguard of personal property is primarily the responsibility of the owner.


Security staff

will endeavour to reduce t
he incidents of crime occurring on University property by way of
security technology, patrols, education and introduction of crime reduction initiatives.


Control and Vehicular Use on Campus


The Security Se
rvice

is responsible for the administration and enforcement of the University car parking
scheme and traffic requirements within the campus precinct area. In furtherance of this, control of access
to the precinct is exerted through the access barrier control s
ystem.


Parking
violation
tickets and wheel clamps are utilised to control the parking of vehicles and the
prevention of other traffic offences.


Response Times


Security
staff

will endeavour to respond to all emergencies within five minutes of receipt of the call.


Other requests for assistance will be prioritised according to the degree of urgency afforded to it by the
Control Room Operator and/or the
Security
Team Leader. An

approximate time will be given to the caller
to when a response is likely to be actioned.


Security staff will, where possible, inform the caller to the outcome of the incident.








Other Services


Security staff will also provide support in the
following areas:
-




Personal safety / crime prevention presentations to both staff and students.



The investigation of incidents, crimes and internal matters.



Interviewing of students and staff regarding security matters.



Submission of reports to the approp
riate person in respect of (a) and (b) above.



Advice on matters relating to crime and offences.



Provide support on University Congregation days and agreed official events.

Emergency and Business Continuity Plans


Security Service Emergency and Business Co
ntinuity Plans are attached as appendices A and B.


Complaints


All complaints, received by security personnel, will be brought to the attention of the
Head of Security

or
his appointed Deputy as soon as practicable. It will be the responsibility of the Security Manager/Deputy
to investigate all such complaints received.


Services Charges


The levels of service charges in this document are free to all members of the
University. A charge will be
made in respect of services provided above this level. Any such charges will be given in advance.


CRIME PREVENTION


Incident Reporting


It is the responsibility of all staff and students of the University to report all
activity, suspected or real, of a
criminal nature. Incident reporting is crucial to the identification of patterns of criminal activity. It permits
investigation and recommendations to be made to prevent a recurrence. Comprehensive reporting of
incidents p
rovides an accurate picture of the level of crime throughout the University and thus ensures that
adequate resources are provided to combat that crime. Success in the University’s fight against crime is
greatly enhanced by fast, efficient and detailed rep
orting.


Procedure: Reporting of Security Incidents




All incidents of a security nature should be reported in the first instance to Security Control
Room
on
ext 6817 or 6666 in an emergency (24 hours
).



All available information should be included
-

time,

location, descriptions of persons involved, items
missing, etc.



An Incident Report Form (available from the security staff or on the security website) should be
completed as soon as possible after the event by the person reporting the incident and sent to

the
Head
of Security

at
1 Kensington

Terrace.



The local Police should be informed in all cases of reported crimes of assault, indecency, fraud, theft
(including car or cycle theft) and burglary. In case of doubt, advice on
p
olice involvement may be
sought

from the
Head of Security
. All
p
olice involvement on campus is to be notified to the
Head of
Security to enable effective University management of any subsequent actions on University
premises.



This reporting procedure should be followed 24 hours per day
.







Crime Investigation




All crimes that occur on University premises will be investigated appropriately to prevent re
-
occurrence and aid crime prevention. The
Head of Security

or any member of the Security staff as
appropriate will be responsible for carrying out internal investigations of security related incidents,
producing written reports for circulation where necessary and providing follow up crime prevention
advice.


ACC
ESS CONTROL


University Cards


Card controlled barriers/doors are an effective method of preventing unauthorised access and our security
strategy moves towards expansion of access control systems throughout the University. All staff and
students are issued with a University Smartcard wh
ich is used as an identity card, a student registration
card, Library member card and access control card for certain areas. These ID cards should be regarded in
security terms as the same as a key. Cardholders must safeguard their ID card and report any l
oss to
Security staff on extension 6817 as soon as possible, so that card access can be cancelled. University ID
Cards are
not transferable

and holders must not loan their card to other persons for means of access or
any other purpose. Disciplinary action
may be taken if a crime results from misuse of University ID cards.


It is recommended that ID cards are displayed whilst on University premises.


All staff and students are required to show their University ID card to security staff on request. Failure
to
do so may result in an immediate request to leave University premises, if a person’s identity cannot be
confirmed.


New and replacement ID cards are issued at the Robinson library main reception desk. A charge is
incurred for replacement ID cards.


Functions/Meetings/Events


Schools and
Services

must inform the Security Office (
security.control@ncl.ac.uk
) giving three days
notice (preferably seven days for ‘out of hours’ events), of any meetings, eve
nts and functions where non
-
University persons are attending and which are to be held in any University building. The following
information is to be sent via the e
-
mail :




Date and timings of Function/Meeting/Event



Location, to include room numbers



Name
and department of host member of staff attending with contact telephone number



Numbers of persons attending (any special needs inc’ disabled access)



Details of name badge issue



Car Parking arrangements

(not guaranteed)


Procedure:
Smartcard
ID Card Issuan
ce Major Functions




For major functions with more than 30 persons attending. Schools and Services are responsible for
arranging adequate reception and security of the area. (This will generally not apply to public
lectures.)





Security should be contacted

by all organisers of major functions for advice to ensure best security
practice.






Campus Opening Times


Monday to Friday
-

University buildings are open for teaching and related activities from 08.
0
0 hours.
Teaching buildings are generally closed at 1700 hours after teaching, times of which vary in each building.
Most buildings have automated access control, which allows access for staff and postgraduate students.
Access to buildings outside normal o
pening times may be available for staff and postgraduate students
(see below ‘out of hours access’).


Weekends
-

Unless opening is specifically arranged for an event (see above); University buildings are
closed for general use on Saturdays (except Library
and some a Computing facilitates). On Sundays and
public holidays, as defined in the University Calendar, all campus buildings are closed except
designated

computing facilities (although at certain times of the year the Robinson Library opens on a Sunday).


Procedure: Out of Hours Access


Staff who require access to work in their office late in to the night, should advise their Head of
School/Service.

Staff should note that out of hours access is for individual use. It does not allow for guests or for stu
dent
tutorial groups etc unless authorised by Head of School/Services
. (See

University H&S website for “out of
hours” working procedures.


Control of Locks, Keys and Access Control Cards


The University operates a suited key system (the ‘Best’ key system), which allows various levels of access
(an ‘operator key’ for one room, to a ‘master key’ for a building). No other make of lock or key should be
installed on University premises without t
he authority of the Estates Support Service or Security Service.
Any door, which requires a combination or digital lock fitted (for high usage), must also have a ‘Best’ key
override fitted. Operator keys or sub master keys may be issued to Schools/Services

for local use and issue
to individual staff. School/Service administrators should keep a record of all keys issued locally and
ensure that staff return keys when they move offices or leave the University’s employment. It is the
responsibility of all indiv
iduals who are issued keys or ID cards to ensure their safe keeping at all times
and report any loss immediately to
School/Service

Administrator or Security staff if outside normal
business hours.


Where additional access control on the University system
is required, Schools/Services should discuss
their needs with the Head of Security so that usage analysis and installation costs can be assessed.
Installation and maintenance costs of access control fitted for School/Services use need to be met by the
requ
esters. Security Services will provide support and details of
installation and
annual maintenance costs
in advance.


Procedure: Request for Locks & Keys


Staff



All applications for new cores or keys should be made to the University Estate Support
Service.




All issues will be subject to satisfactory fulfilment of criteria to ensure need, use and availability.





Temporary issue of keys for a limited time access (one day or less) may be arranged with Security
staff.


Contractors



Keys and University Smartcards can, in certain circumstances, be issued to contract staff. Contractors
access to University buildings will be strictly controlled by the ESS Project Manager and/or Security
staff according to agreed access control procedures
.




General



All losses of keys must be reported immediately to the School/ Service Head of
A
dministration

or
Security staff
.




Persons leaving the University or transferring to another School or Service are to return their key
direct to their School/Serv
ice Administrator or to security staff. They should not pass it directly to
their replacement.




Loss of external door keys
or staff Smartcards
must be reported
immediately
to Security staff.




Where building refurbishment is carried out, the cost of new
locks and keys should be included in
overall project costs, otherwise the costs of replacement or additional locks and keys will be recharged
to the School/Service.




Replacement keys will only be issued after an investigation of the loss. The cost of repla
cement will
be charged to the School
/

Service or individual concerned.




All requests for master or sub
-
master keys are to be made directly to the
Heads of Security
.
Any loss of master or sub
-
master keys will be the subject of an inquiry, with all
resultant costs
for replacement of locks and keys borne by the School or Service concerned. Loss of keys may
also lead to disciplinary measures should negligence be proved.


ASSET PROTECTION: EQUIPMENT/ DOCUMENTATION


The safekeeping of all University pr
operty will help to ensure that the maximum amount of equipment is
available for use at all times. Students and staff are to make all possible effort to ensure that University
equipment is protected from the possibility of theft.


Security of IT and AV Equipment


For guidance make reference to the Computer Equipment Security Good Practice Guidelines available on
the Finance webpage
-

.




A security risk analysis may be conducted by Security
staff

with any resultant report or
recomme
ndations to improve security made to the Head of School/Service.




Computers should always be password protected and/or switched off when not in use to protect them
from unauthorised access to information. For further advice on security of information and
acceptable
IT use, see the University’s Computing Services website


Security Hardware


All requests for installations of locks, CCTV, intruder alarm or access control will be subject to a risk
analysis. Such equipment is not to be purchased and/or
installed (or removed) without prior consultation
with the Head of Security Services who will advise on approved installers and security response. Where
CCTV is installed, the requirements of the Data Protection Act must be followed.


The installation and
maintenance costs of intruder alarms, access control or other security systems in
communal areas, will be met by the Security Services. The installation & maintenance costs of intruder
alarms or other systems installed in School or Service areas must be me
t by the School or Service. A guide
to the annual maintenance and call
-
out repair costs can be provided in advance of installation if required.


Other Valuable University Property


All other valuable University property, such as that used for Graduation
ceremonies, historic documents
etc will be secured at all times (whilst not in use). Security
staff
will ensure all practical precautions are
taken to secure valuable University property whilst in use or on display.


Insurance Cover


The replacement cost of University property stolen through burglary may be claimed from the University’s
Insurers but only where forced entry to the premises is proven.
For example, p
roperty left in unlocked
drawers, or within an insecure/unlocked or
un
-
al
armed

area may not be covered by the insurance policy.
The insurance policy also has a built in excess of £50,000 (subject to change).
School/Services

are
therefore advised to ensure that all valuable items are physically protected as described above.


SECURITY AND THE INDIVIDUAL


Security in the Office


It is the responsibility of all staff to be aware of, and familiar with, all procedures that ensure a safe and
secure environment for personnel, equipment and documentation in their office areas.


Proc
edure: Office Security


General Awareness:




University ID cards should be carried or worn by staff at all times on University premises.




Students and staff should be aware of the ‘6666’ emergency telephone line (24hour) for gaining
assistance &

reporting incidents.




Any suspicious behaviour should be reported by telephone to Security on ext 6817.




Students and Staff working ‘out of hours


should be made aware and follow School/ Service ‘out of
hours’
University H&S Policy
.


At the end of the
working day, staff should ensure that:




Valuables and confidential documents (laptops, exam scripts, research data, personnel files etc) are
locked away and the following locked with keys secured in key cabinets

or taken home
:



-

all internal office doors


-

stationery/personnel file cupboards


-

desk drawers


-

key cabinets




Any departmental keys that have been issued during the day have been returned and any losses
reported immediately.




A ‘clear desk policy’ is maintained where possible to ensure
classified documentation is locked out of
sight.




All non
-
essential electrical appliances are switched off/unplugged.




Office doors and all windows are closed and
secured,

as appropriate.




Ground floor curtains and blinds are closed with any items on windo
wsills, which hinder closure,
removed and lights turned off.




Intruder alarms (where installed) are set.




PC
s are switched off or password protected when not in use to prevent unauthorised access to
information.


Personal Security


Whilst it is the
responsibility of the Security staff to provide a safe and secure environment, it is the
responsibility of all students and staff on University premises to take all reasonable measures to ensure
their own personal security. Further information on personal
security can be obtained from security
reception de
sks and also on the University S
ecurity web page
.


Moving between University buildings
-

s
tudents and staff should make themselves aware of their
surroundings and of other people when walking between
buildings. Try to avoid poorly lit or isolated areas
and where possible, walk with other members of staff or students. Report any deficiencies in lighting on
University buildings so that Estate Support Service can take remedial action where appropriate.


Suspicious behaviour
-

If suspicious or criminal activity is noticed, notify or get a colleague to notify
Security on ext 6666. Then if you feel able, question the individual(s) in a customer friendly and positive
manner. Security staff will direct securit
y response to the area as a matter of urgency, and if appropriate,
ensure the
City
Police are contacted.


Only Security staff may attempt to detain but are not to use force in any way. If the individual(s) become
argumentative and/or aggressive, staff are

to back
-
off from the situation and either follow the person at a
discreet distance, until off University premises (they are not to be pursued in any way once off University
premises) or wait in or around the area until the
City
Police arrive to affect an
arrest. Security staff, if
appropriate,

e
nsure all staff/students in the immediate area are made aware of the situation. Failure to
follow these procedures could result in the risk of individual prosecution for assault.


Threatening or abusive behaviour
-

Stay
calm;

avoid raising your voice and aggressive body language
such as finger pointing/wagging. Call for assistance from colleagues and/or the Security staff.


Drugs and Illegal Substances


All suspicions of handling or using of controlled or illegal

substances should be reported to the Head of
Security, in the first instance, so that appropriate investigation and consultation with University authorities
may take place. Schools and Services which hold substances that might constitute a security or saf
ety risk
should contact the Head of Security, when appropriate, for advice on best practice. See also Human
Resources web site for details of the University’s Alcohol & Drugs Policy
.


Terrorism and Extremism

It is an unfortunate fact of life today that we
are at continual risk from terrorist attacks and also from the
activities of extremist groups who may try to recruit new members. It is the responsibility of all students
and staff to be alert to the possibility of terrorist activity and also to the appear
ance of any extremist
groups. Good security and normal crime prevention measures are the key to defeating terrorism and you
are urged to contact Security if you notice anything suspicious. You can also call the police Anti
-
Terrorist
Hotline on 0800 789 321
. Students particularly should be cautious of any groups who might appear to
offer comradeship and support but who preach radical and extremist doctrines which encourage violence
and race hate crimes. Such groups should be reported immediately to Security.


Property
-

Lost and Found


Lost Property


In the event that a report is received regarding the loss of any property, details of the loser, together with a
description of the property and any other pertinent details are to be recorded in the Lost and Fo
und
Property Register (LFPR) at the Security Control
C
entre. In addition, the loser is to be advised to report
details to Northumbria Police.





Found Property


There are two categories of found property. The first category of found property is where the

loser of the
property can be specifically identified from the property as a member of staff or student at the University
(Identifiable Property). The second category of found property is where there is no indication from the
property as to who the loser
may be (Unidentifiable Property). The procedures to be followed are outlined
below:


Identifiable Property


The Officer dealing with receipt of the property
will
:




Record
d
etails
of

the finder, identity of the loser, general description of the property and Serial
Numbers of any bank notes.




The Officer dealing
will

contact the loser, by email where possible
,

and advise that the property has
been received. In the event that no email

address is available, all other avenues
will be

explored in
order to notify the loser.




The loser
will

be advised that the property will be held at the Security Control Centre
, Armstrong
Building,
for a maximum period of 30 days after which time it will

be handed to Market Street Police
Station. The exception to this is the University Smartcard which will be returned to the issuer, the
Robinson Library, after 7 days.




The loser is also to be advised that they may only retrieve their property on product
ion of
identification.


Unidentifiable Property


Unidentified found property should be handed to the
police
at
Market Street Police Station
. When property
is handed in, the date/time, finder’s name, and contact details will be recorded. If the property is

not
returned to the owner or left unclaimed for more than 3 months, the finder may then claim the property.
(This does not apply to personalised items, financial property, bank cards etc.)


Claiming Property


When a loser claims property, full details will be required.
For example,

a full description of the item and
for certain items, proof of ownership may be requested.


Students in Residence


All students in residence should ensure that all their personal p
roperty for use at the University is security
marked and/or labelled and that they have adequate insurance cover during their period at the University.
The University is not liable for losses incurred by students, including through criminal activity, whil
st in
residence.

Ultra violet marker pens are available on request from security staff, Armstrong Building.



VEHICLE PARKING


Car Parking


The Security Service is responsible for the administration and enforcement of the University car parking
scheme
and traffic requirements within the campus area. In furtherance of this, control of access to the
precinct is exerted through the access barrier control system.





Enforcement


Parking violation stickers and wheel clamps are utilised to control the
parking of vehicles and the
prevention of other traffic offences.


Disabled Drivers


Staff or Students who are registered disabled may be allocated a parking space. This may be for a full
academic year, one term or a space on certain days when needed. Sta
ff or students who have a temporary
disability (health related problems may be considered for a parking space if available, on the
recommendation of the University Disability Officer or the

Head of Occupational Health.


Visitors


Visitors are those person
s visiting staff in the University on an ad hoc basis, on University business, or if
organising events, conferences etc. (It does not include regular 'Visiting Lecturers'.) To book a space for a
visitor
-

e
-
mail to
security.control@ncl.ac.uk
.



Standard Permit Holders


There is limited parking within the University and occupation of a parking space is on a first come first
served basis for standard permit holders.


Reserved Permit Holders


Reserved permit
holders are allocated a specific parking bay and it is for their use. However, in the
absence of the reserved permit holder the parking bay can be allocated, on a temporary basis, to a member
of staff of his or her choice.


Vehicles and their contents are

left on University property at the owner’s risk. The University
accepts no responsibility for theft or damage to vehicles on its premises.


Cycle Parking


Cycle racks are available at the main campus with some covered by CCTV cameras. There are also a
limited number of cycle lockers available, located at Merz Court and the Medic School. Cycles must not
be secured to railings or disabled ramps at any time. C
yclists are strongly advised to ensure the security of
their cycle by the use of strong chains and or clamps, which fix the front wheel to the rear and then to the
rack. It is also recommended that all cycles brought onto campus are insured and security en
graved with
the University’s post
-

code (security staff will advise).


USE OF CLOSED CIRCUIT TELEVISION (CCTV)


Reasons For Use


The use of Closed Circuit Television (CCTV) has been recognised as a powerful tool in the fight against
crime, both in its pr
evention and detection. The University uses a CCTV system around the campus covering
many of the entrances, main public access areas and adjacent streets. It is installed inside and outside
buildings, with the objective of assisting to provide a safe and c
omfortable environment for the benefit of
those who work, live and visit the University. This objective will be met through the monitoring of the
system so as to:




reduce the fear of crime and offer public reassurance



assist in the prevention of crime and
public disorder



facilitate the apprehension and prosecution of offenders in relation to crime and public disorder



monitor & deal with any public safety issues


To comply with the Data Protection Act (1998), (DPA) signs will be placed around the University premises
to inform anyone entering the premises that CCTV with recording is in use.


Locations


The main University CCTV system consists of both internal and
externally located overt cameras with
digital recording based in the Security Control Centre, Armstrong Building. A small number of buildings
have there own independent CCTV system installed but are controlled locally.


The operation of these local syste
ms must comply with the DPA


CCTV Operating Procedures


These have been drawn up to ensure that concerns over integrity, confidentiality and ethics are not
compromised. It is intended that the information obtained from CCTV or consequence recordings will
give
public confidence, that the rights of individuals are being fully protected and the requirements of DPA are
complied with.


Access to the CCTV monitoring and recording systems is strictly controlled and is limited to duty security
staff or authorised management. The Security team have been instructed to not allow access or respond to
requests to view CCTV recordings unless with

the permission of Head of Security and that the provisions of
the DPA apply.


Police


In general, the Police should not require access to (nor be allowed access to) University CCTV system
except under the following circumstances:




Emergencies or investi
gation of serious incidents



Identification of offenders



Liaison and training purposes, by prior arrangement with the Head of Security



At the request of management and authorised by the Head of Security


Requests by Police to remove CCTV recordings must comply with the DPA and be registered accordingly.


Recorded images


Images will be kept securely for a period of 4 weeks (this can be reduced or increased dependant of the
recording
on

a specific camera)
. Any requests to view a recorded image will be at the discretion of the Head
of Security

(In accordance with Data Protection Act 1998).



Covert CCTV


This will not generally be used within the University but may be used in exceptional circumstances to

assist
in the detection of crime or apprehension of offenders. Before use, permission to use covert CCTV will be
obtained from a senior manager(s) and will be sited only for a time specific and necessary for the operation.
Recordings from covert CCTV will

be treated in the same confidential manner as above and will be made
available for viewing to anyone consequently recorded, in line with the
Data Protection Act (
DPA
)
.


Staff Training


The Security Section is committed to training and personal
development opportunities for all new and
permanent members of staff. The aims of training within the section are:




To improve the effectiveness of the section and to ensure that all personnel are trained to a standard,
which will allow them to assist the

section achieve its objectives.




To develop the skills and responsibilities of individuals
to

assist them in achieving their full potential.



Training opportunities are non
-
discriminatory and, where appropriate, are designed to meet nationally
recognise
d standards. There are currently three main types of training as a natural progression towards
achieving the objectives of the section:


General Induction Training


As with all employees new to the University, the Staff Development Unit provides inductio
n training. The
purpose of such training is to provide information likely to be of general interest which may assist
individuals in understanding their role within the University.


Probationary Training


Security staff are expected to successfully comple
te a probationary period of employment. During this
period which will involve their assimilation and completion of certain tasks essential to their employment.
The training will be regularly monitored and supervised as appropriate. A written record of such

training is
maintained in the form of a probationary training checklist/booklet and progress interviews.


Continuation Training


This training may involve practical workplace training, internal and external courses. It may be utilised to
enhance
existing skills, knowledge and performance; and also to re
-
train in the event of new technology,
practices or procedures being introduced. Additionally, it may also be used to ensure compliance with any
statutory regulations.


The

Section Training Officer

is responsible to the
Head of Security

for:




Production of annual training plans, following consultation with each individual team member
and, where necessary, their supervisor.



Production and upkeep of section training records.

Liaison with the Training

Officer at the University's Staff Development Unit.




George Westwater

Head of
S
ecurity