The UNIVERSITY of ESSEX, ESTATE MANAGEMENT SECTION
SECURITY POLICY & PROCEDURES (LOUGHTON CAMPUS) NOVEMBER 2012
THE UNIVERSITY OF ESSEX, ESTATE MANAGEMENT SECTION
SECURITY POLICY AND PROCEDURES
LOUGHTON CAMPUS
INDEX
PAGE
NUMBER
Introduction
3
Policy Statement
4
Responsibilities
4
Contacts
8
SECTION 1
SECURITY AND CRIME PREVENTION
9
SECTION 2
ACCESS CONTROL
11
SECTION 3
ASSET PROTECTION: EQUIPMENT &
DOCUMENTATION
15
SECTION 4
SECURITY & THE INDIVIDUAL
18
SECTION 5
USE OF CLOSED CIRCUIT TELEVISION
SECTION 6
(CCTV)
22
RISK ANALYSIS
23
Review Date: March 2016
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The UNIVERSITY of ESSEX, ESTATE MANAGEMENT SECTION
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This Policy is the property of The University of Essex and should not be published,
distributed or copied without written permission of the Director of Estate Management, The
University of Essex, Wivenhoe Park, Colchester, Essex, CO3 4SQ. Tel: 01206 873411.
Any amendments or suggested alterations should be sent to the Security Manager, The
University of Essex, Wivenhoe Park, Colchester, Essex, CO3 4SQ. Tel: 01206 872361.
Paul Humphreys
Security Manager
AUTHORISED AMENDMENTS:
DATE
AMENDMENT
NUMBER
AMENDMENT DETAIL
2
PAGE
NUMBER
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SECURITY POLICY & PROCEDURES (LOUGHTON CAMPUS) NOVEMBER 2012
INTRODUCTION
The University of Essex comprises of three campuses situated across Essex. The original
campus in Colchester, the Hatfield’s, Roding House and Unit 4 site in Loughton and the
Southend campus in the centre of Southend-on-Sea.
This Policy deals solely with the campus in Loughton.
The University of Essex in Loughton comprises of three sites. The Hatfields site, Roding
House and the Technical Department (Unit 4).
Roding House, which comprises of 10 rehearsal studios, IT lab, Wardrobe Deptment, Café,
and Unit 4 [Technical Department] are both sited on Oakwood Hill Industrial Estate
The main campus at Hatfields comprises of numerous buildings including; the Corbett
Theatre Café & Bar, Hatfields House, Dance Studios and Courtyard Studios.
There are approximately 450 students and 40 permanent staff plus numerous visitors and
short term tutors.
The open access nature of the buildings and the high number of people on campus make the
site vulnerable to theft.
Open access to the University is seen as an essential part of academic life. This does carry
risks and if the general invitation to the campus is not to be abused, some security measures
are not only inevitable but highly desirable to maintain the University’s reputation as being a
safe and secure environment.
Personal property such as laptops, phones, handbags etc left insecure or unattended will
attract the opportunist thief. Cycle theft is a permanent threat on campus. Incidents of
burglary or theft from offices or office equipment such as laptops, computer hard drives,
screens, printers etc happens rarely. The campus community’s perception about theft in
general is very lapse.
The University will therefore exercise campus wide security control and direction, and will
issue procedures which will be widely communicated. Security is not intended to be a
hindrance to academic activity but to be an essential ingredient for the smooth operation of
all departments, particularly when financial constraints mean that stolen equipment might not
be replaced immediately.
Responsibility for personal property in offices and work areas or left in the grounds remains
with the owner or occupant. A security guard is present each working day from 5.00pm until
midnight and from 9.00am – midnight on Saturdays. Advice and information on security
issues for staff and students is provided by the University’s Security Manager and Loughton
Campus Supervisor.
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This Security Policy aims to formalise a cohesive and integrated approach to security
throughout the campus.
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 Manager and Loughton Campus Supervisor are responsible for the
effective operation and enforcement of the Security Policy and procedures. Responsibility for
security and personal safety rests with all persons who study, work or reside in, or who visit
the University campus. All students, members of staff, visitors and contractors are expected
to assist the Campus Supervisor to ensure the success of the Policy. Security and personal
safety is everyone’s responsibility and cannot be left solely as a matter for the Campus
Supervisor or the Police. The University reserves the right to prosecute and/or take
appropriate disciplinary action against any person who acts negligently, dishonestly, or
commits a crime against the University.
In addition to the possibility of crime and other disciplinary incidents on campus, the
University has published Regulations Relating to Conduct which all staff and students should
read. This statement outlines the University’s views on acceptable behaviour and can be
found at: www.essex.ac.uk/academic/doc/regs/conduct.shtm
RESPONSIBILITIES
Responsibility for security rests with all students, staff (including contractors) and visitors to
the University. Everyone should report all activity, suspected or real, of a criminal nature,
unacceptable behaviour, or any suspicious activity immediately to Reception at Hatfields, for
the attention of the Campus Supervisor Within this overall responsibility some particular
elements are defined as follows:
a. Senior Management Team: The senior management team of the University
should ensure that support and resources are available to staff for the
implementation of the Security Policy, in consideration with other high priority
needs for resources. Where appropriate, specific training to achieve acceptable
standards of operation should be supported and properly resourced.
b. Director Estates Management: Overall development and planning of security
strategy, policies and procedures. Make a case for resources based on the highest
priorities of H&S and legislative compliance.
c. Deputy Director Estates Management (Services): Development and
implementation of security strategy, policies and procedures with particular
reference to health & safety and the monitoring of their effectiveness and
efficiency.
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d. Security Manager: Management and implementation of the Security Policy and
procedures; monitoring of these policies and procedures to ensure their continued
effectiveness; delivery of an efficient and effective security service to the
University; management and training of security staff; investigation of serious
crime or confidential breaches in security; provision of expert and impartial
advice; emergency management and liaison with police, emergency services and
local authorities; risk management, analysis and implementation of security
solutions; provision of security hardware including keys, locks, safes, access
control, CCTV, intruder alarm installations; maintenance of good order on
campus. Manage allocated Security budgets to ensure best value for money.
e. Loughton Campus Supervisor: Delivery and management of this Policy on the
Loughton Campus. The day-to –day organisation and supervision of security
guard as defined in the contract with Legion Security group and the agreed
Standing Instructions (SSI’s); and maintenance of good order on campus.
f. Security Staff: Security duties as defined in SSI’s, including patrolling of all
areas, crime prevention and access control; maintenance of good order on campus,
and enhance the perception of a safe environment when on duty.
g. Heads of Departments (HoD) have a vital role in promoting security alongside
safety, within their area. The actual responsibilities will vary according to the
location of the department and the nature of the activity but a number of specific
responsibilities can be identified. It is recognised that HoD may wish to delegate
responsibility for the routine involved in these tasks to a nominated individual in
their department but overall responsibility for security matters will remain with
the HoD.
i. Ensure their staff have access to and are familiar with the Security
Policy, paying particular attention to those issues which are
especially relevant to the activity of their department.
ii. Ensure that all members of staff and students in their department
understand and exercise their security responsibilities; including
the displaying of identification cards (ID) where appropriate whilst
on campus and have due regard to University property, in
particular the security of equipment.
iii. Liaise with the Campus Supervisor on any security matter and
attend security co-ordination meetings if required.
iv. Undertake a security risk analysis (see section 8) of their
department areas and operations, in liaison with the Campus
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Supervisor and acting to remove or reduce as far as possible, any
security risks; maintain equipment inventories.
v.
Control access to their departmental areas by taking responsibility
for the issue of keys and by authorising staff to have ‘out of hours
access’ only as necessary.
vi. Ensure that their departmental staff, return to the department their
University ID and any issued keys on their last day of work.
vii. Notify the Campus Supervisor of any potential security risk
(including the purchase of expensive equipment), who will advise
on any additional security or protection and investigate any crime
or incident.
viii. All Staff including all those with a contract of work, including
research staff, visiting lecturers. PG students and anyone employed
as a tutor, supervisor or lecturer on an ad-hoc basis, must ensure
they are familiar with and follow the procedures in the University
Security Policy; paying particular attention to those issues which
are relevant to their activities. They must co-operate with
reasonable requests from the Security Team, especially with
emergency or evacuation instructions and in relation to security
procedures.
ix. All Students have a 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
laboratories. Students must co-operate with requests from the
Campus Supervisor and Security Guard, especially with emergency
or evacuation instructions and in relation to security procedures.
x. All Visitors including audiences and event attendees have a
responsibility to look after University facilities properly 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 the Campus Supervisor and
Security Guard or from their host department, particularly in
emergency situations.
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xi. Common Areas: Security risks in common or public areas of
buildings are the responsibility of the University. However HoD
are asked to draw particular risks or issues to the attention of the
Security Manager, so that effective solutions can be proposed in
conjunction with all interested parties.
SIMON
Digitally signed by Simon Neale
NEALE
Simon Neale
Director of Estate Management
The University of Essex
01 October 2014
PAUL
Digitally signed by Paul Humphreys
HUMPHREYS
Paul Humphreys
Security Manager
The University of Essex
01 October 2014
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SECURITY POLICY & PROCEDURES (LOUGHTON CAMPUS) NOVEMBER 2012
Contact Details and Reference Information
Contact
Campus
Supervisor
Security
Guard
Emergency
line 24 hour
Security
Supervisors 24
hour
Security 24
hour
Security
Manager
Location
Hatfields
Reception at
Hatfields
Telephone Ext
02085085983 x
26
07825670709
Email
gcushway@essex.ac.uk
1700-2359 Mon-Fri
and 0900-2359 Sat
Colchester
01206 872222
Colchester
01206 872589
secspvrs@essex.ac.uk
Colchester
01206 872125
or 873148
01206 872361
patrol@essex.ac.uk
Colchester
Remarks
phumph@essex.ac.uk
Other useful web sites:
http://www.immobilise.com – register your property
http://www.crimereduction.gov.uk – Home Office crime reduction advice
http://www.wivenhoept@essex.pnn.police.uk/ - Wivenhoe Police. Advice and report a crime.
http://www.crimestoppers-uk.org/ - report a crime or suspicious activities
http://www.mi5.gov.uk/ - advice on counter terrorism
http://www.preparingforemergencies.gov.uk/ - preparing for emergencies.
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SECTION 1 – SECURITY AND CRIME PREVENTION
1.1.1 Security Awareness
Proactive crime prevention and security awareness will help to ensure a safe, secure
environment, enabling work and study to continue with the minimum amount of
disruption. Staff and students should make every effort to counter the threat of crime.
1.1.2 Procedure: Crime Prevention and Security Awareness

All suspicious activity should be immediately reported to Reception for the
attention of the Campus Supervisor / Security Guard.

Personal valuables should be locked away, placed out of sight or kept on the
person. Valuables should not be left on view in vehicles or close to windows.
Personal property should never be left unattended.

Offices and studios must be locked upon leaving, with ground floor windows
closed and locked (where locks are fitted).

Laptops should not be left unattended and must be locked out of sight when
not in use. In open areas and computer laboratories, laptops should be secured
to the desk (with a steel enclosure or security cable).

All windows in offices, studios and seminar rooms should be closed and
locked (where locks are fitted) at the end of the working day, and all lights
switched off.

All incidents of crime on the University, real and suspected, must be reported
to the Campus Supervisor or Security Guard.

The Security Guard when on duty, will patrol all three areas of Loughton
Campus grounds and buildings (internal & external), to aid in the
identification of security risks, monitor public safety and act as a deterrent
against crime as part of their security duties.
1.2.1 Incident Reporting
It is the responsibility of all staff and students to report all suspected activity of a
criminal nature, suspicious and/ or unacceptable behaviour. Incident reporting is
crucial to the identification of criminal patterns and activity. It permits investigation
and recommendations to be made to prevent a recurrence. Comprehensive reporting
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of incidents provides an accurate picture of the level of crime throughout the
University and ensures that adequate resources are provided to combat that crime.
1.2.2 Procedure: Reporting of Security Incidents

All incidents of a security nature should be reported in the first instance
to Reception for the attention of the Campus Supervisor or 999 in case of
an emergency. The Security Guard is present from 1700 – 2359hrs on
week days and 0900 – 2359hrs on Saturdays.

All available information should be included- time, location, persons
involved, description, vehicle details, items missing etc.

The local Police should be informed in all cases of reported crimes of
assault, indecency, fraud, theft (including car or cycle) and burglary. In
cases of doubt, advice on Police involvement on campus may be sought
from the Campus Supervisor. All Police involvement on campus is to be
notified to the Security Manager to enable effective University
management of any subsequent actions on University premises.

If an individual wishes to report a crime but remain anonymous, they can
do so by using the “Crimestoppers” line on 0800 555 111.

Emergencies – All serious crime or other major incidents must be
managed in accordance with the University’s Crisis Management Plan,
which is published separately. In the first instance, any serious crime or
incident must be reported to Reception for attention of the Campus
Supervisor, who will then act in accordance with Security Standing
Instructions (SSIs), so the incident is managed appropriately.
1.2 Crime Investigation
All crimes that occur on University premises will be investigated appropriately to
prevent re-occurrence and aid in crime prevention. The Security Manager, Campus
Supervisor and Security Guard 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.
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Staff or students alleged to be involved in any crime on campus or crime affecting the
University community, may be suspended and or banned from entering the University
premises pending investigation and /or disciplinary action.
SECTION 2 – ACCESS CONTROL
2.1.1 University Identification Cards
The University currently does not have an Identification Card Policy for all staff,
visitors and contractors. Students must carry their Student cards at all times for
identification purposes. Security Staff, who have the authority to require students to
produce their identification, carry photographed ID cards with details of this power on
them.
All staff who have been issued ID cards are required to carry them at all times, whilst
on University property.
2.1.2 All departments who invite visitors or contractors onto University property must
confirm that persons are genuine and have a valid reason to be on campus. They must
also take full responsibility for their actions whilst on University property.
2.1.3 All students are required to show their Student Card to the Campus Supervisor and
Security Guard or other authorised staff on request. Failure to do so may result in a
request to leave the University premises immediately if the person’s identity cannot
be confirmed.
2.2.1 Keypad Entry Control
A number of departments and rooms have Keypad entry control systems in place.
Heads of Departments are to ensure that the codes for these buildings and rooms
under their responsibility are changed at the start of each term or if suspected of being
breached. They are also responsible for the security and distribution of the code. They
must inform the Campus Supervisor of the new code each time it is changed.
2.2.2 Events open to attendance by non-University persons:
All departments are advised to use Venue Essex to assist them with the organisation
of such events.
Departments and students must inform the Campus Supervisor, giving five days’
notice (seven days’ notice for out of hour’s events), of any meetings, events and
functions where non-University persons are attending and which are to be held in
University premises [other than shows which form part of a syllabus and are
scheduled on the term planner] by completing an Event Planning Form. The form
must then be forwarded to the Campus Supervisor. The form includes
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




Date and timings of the function/meeting/event
Location, to include requested room numbers
Name and department of host member of staff with contact details
Numbers of persons attending
Details of any persons attending with special needs (for disabled parking,
emergency evacuation etc)
It should be noted that a charge may be raised to cover the cost of any security
requirements needed to cover the event. Information and costs can be discussed with
the University Security Manager in Colchester.
2.2.3 Functions/ Meetings/ Events outside normal working hours:
The use of University premises outside of the normal building opening times is
restricted and most building are locked and alarmed. Departments or individuals
wishing to teach or organise an event must book a room through the Campus
Supervisor.
Organisers of weekend events must inform the Campus Supervisor, giving five days
notice (preferably seven days notice for out of hour’s events) in advance so that
security cover if needed can be arranged and cross checks for any planned
maintenance can be made. The following information is to be sent via email to the
Security Manager.





Date and timings of the function/meeting/event
Location, to include room numbers
Name and department of host member of staff with contact details
Numbers of persons attending
Details of any persons attending with special needs (for disabled parking,
emergency evacuation etc)
It should be noted that a charge may be raised to cover the cost of any security
requirements needed to cover the event. Information and costs can be discussed with
the Security Manager.
2.3.1 Campus Opening Times
University Academic buildings are generally open between 0800hrs until 2100hrs.
Monday to Friday -University buildings are open for teaching and related activities
from 0900 – 1815 hours. Perimeter buildings are generally close after the working
day, times of which vary in each building. Access to buildings outside normal
opening times may be available for certain post/ under graduate students (see below
‘out of hour’s access’).
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Weekends- All buildings will be closed, unless opened specifically for a specified
purpose booked with the Campus Supervisor.
Emergencies- There may be occasions where it is necessary to restrict access to a
building in order to safeguard people or premises. On these occasions the Estate
Management Section (EMS) will communicate the reasons for closure with any
additional information.
2.3.2 Out of hours Access
Students wishing to use facilities / rooms outside of teaching times, may complete a
request form, which must be countersigned by a tutor who has risk assessed their
intended activity. The Campus Supervisor will then allocate as necessary.
2.4.1 Control of locks and Keys
Keys for Loughton campus are retained at several locations:
Reception at Hatfields holds keys for all Loughton sites, including entry keys for Unit
4 and Roding House. Keys are issued as and when required by Reception staff and
must be returned immediately after the key has been used. It is the responsibility of all
individuals who are issued keys to ensure their safe keeping at all times, and report
any loss immediately to Security and their departmental administrator/ Head of
Section. Combination key safes are also sited at Hatfields and Roding House and store
spares and master keys. Additional keys for Unit 4 are retained in a key safe in the
staff room at the same building.
Keys allowing access to Hatfields, Unit 4 and Roding House are also retained by
LegionGroup PLC to enable them to carry out their out of hours patrols and alarm
response duties.
2.4.2 Contractors
Contractors can, in certain circumstances, be issued with a key to gain access to
work areas. This can only be done with a valid permit to work/ access issued by the
EMS, or by an authorised Norland representative at Loughton. Keys must be
Reception at Hatfields or other authorised staff member on completion of work and
Permit.
2.4.3 General

All losses of keys must be reported immediately to the Campus Supervisor

Persons leaving the University or transferring to another department or school
are to return their key direct to their departmental administrator. They should
not pass it directly to colleagues or the next occupant of the room.
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
Where building refurbishment is carried out, the cost of new locks and keys
should be included in the overall project costs, otherwise the costs of
replacement or additional locks and keys will be recharged to departments.

Replacement keys will only be issued after investigation of the loss. The cost
of replacement will be charged to the school, Department, Contractor or
individual concerned.

Any loss of a master or sub-master key will be the subject of an inquiry,
with all resulting costs for replacement of locks and keys borne by the
School or Department or Contractor concerned. Loss of keys may also
lead to disciplinary measures should negligence be proved.
SECTION 3- ASSET PROTECTION: EQUIPMENT/ DOCUMENTATION
3.1.1 The safekeeping of all University property 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.
3.1.2 Protection Procedure: Purchase of New Equipment
In order to ensure best security practice, the Security Manager and Information
System Services (ISS) should be contacted when any order is placed for individual or
multi-items of computer, audio-visual or laboratory equipment with a value in excess
of £10,000. For smaller items (£10,000 or less) ISS staff will be able to give advice on
Server, PC or laptop enclosures or other IT security devices.
3.2
Procedure: Security of Equipment
All computer/ AV equipment should be secured dependent on its use:

Public or open access facilities: IT and AV equipment must be secured using a
purpose made PC desk with security bolt, a steel enclosure or other approved
security device. Access control to the area should be considered, where ≥ £30k
of equipment is in use. CCTV or IPTV should be installed to monitor the area
and an intruder alarm must be installed to protect the area when not in use.
The area must be identified to the Security Manager, so it can be incorporated
into the security team’s patrol routine. The Security Manager and ISS should
be consulted for further advice on types of bolts, devices, alarms etc.
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3.3

Restricted access facilities: Where ≥ £30k of equipment is in use, an intruder
alarm must be installed to protect the area whenever it is not in use. The use of
security devices (as above) is recommended for valuable single items. The
door to the area must be double locked when the area is vacated. The area
must be identified to the Security Manager, so it can be incorporated into the
security team’s patrol routine.

AV equipment should be secured to an agreed security specification,
dependant on its functionality. AV staff and/ or the Security Manager will
provide advice.

All valuable portable IT equipment such as laptops and PDA’s, must be
locked away out of sight when not in use and especially overnight.

A security risk analysis may be conducted by the Security Manager (in
conjunction with ISS and the University Insurers) at any time, with any
resultant report or recommendations to improve security made to the HoD

Computers should always be password protected and 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
ISS web site.

For further advice on security of hardware and equipment, contact the Security
Manager.
Security Hardware
All requests for the installations of locks, CCTV, intruder alarms or access control
will be subject to a risk analysis. Such equipment is not to be purchased, installed or
removed without prior consultation with the Security Manager who will advise on
approved installers and security response. Where CCTV is installed the requirements
of the Data Protection Act and the University CCTV Policy must be followed.
Temporary security measures must always be considered where there may be
occasional additional risks such as building works, the erection of scaffolds or the
removal of existing security equipment. Advice from the Security Manager must be
sought during the planning of this type of work.
The installation and maintenance costs of intruder alarms, access control or other
security systems in public/ communal areas will usually be meet by the EMS. The
installation and maintenance costs of intruder alarms, access control, CCTV or other
security systems installed in Schools or Departmental areas must be met by the
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School or Department. A guide to call-out repair costs and maintenance can be
provided in advance of installation from the Security Manager.
3.4
Insurance Cover
The replacement cost of University property stolen through burglary may be claimed
from the University’s insurance. Property left in unlocked drawers, or within insecure/
unlocked or un-alarmed areas may not be covered. The insurance policy currently has
an excess of £5000 (of which the claimant must pay the first £500/ £1000 for a claim
for loss or damage to a laptop). Departments are therefore advised to ensure that all
valuable items are physically protected as described above. Loss of or damage to
personal work related property is covered but other personal property is only covered
in the event of a fire or flood.
3.5
Mail Receipts and Deliveries
All mail is to be delivered to the Reception at Hatfields.
Parcels and ‘signed for mail’ are retained by Reception and the intended recipient is
advised. They are then collected by the recipient from Reception / Security guard
upon proof of identity.
Other standard mail / internal post will be placed in the relevant staff or student
pigeon holes for collection by the recipient
The Security Guard will secure mail which is delivered out of hours in Reception.
3.6
University Logo, Headed Paper and Stationary
Headed paper and stationary displaying the University logo, staff names, telephone
numbers etc, must be treated carefully to avoid fraudulent use. Headed paper, order
forms, compliments slips etc should be locked away when not in use. Old out of date
or unwanted headed paper must be disposed of correctly by shredding or using the
University’s confidential waste disposal system.
Any persons found using University stationery or the University logo for personal
business or other purposes may be subject to disciplinary action. See
http://www.essex.ac.uk/brand/ for further details.
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SECTION 4 – SECURITY AND THE INDIVIDUAL
4.1.1 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.
4.1.2 Procedure: Office Security
General Awareness:

Students and staff should be made aware of the ‘999’ emergency telephone
line for gaining assistance and reporting incidents in an emergency.

Any suspicious behaviour should be reported immediately by telephone to
Reception on 02085085983 or the Security Guard on 07825670709
4.1.3 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 files or confidential cupboards
Desk drawers and 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 windows are closed and locked as appropriate, and all lights
switched off.

Intruder alarms (where installed) are set.
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
PC’s or monitors are switched off or password protected when not in use to
prevent unauthorised access to information.
4.2.1 Personal Safety and Security
Whilst it is the responsibility of the Security team 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 safety and security.
4.2.2 Moving around Campus – Students and staff should make themselves aware or their
surroundings and other people when moving between buildings or across campus. 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 grounds to
Reception for the attention of the Campus Supervisor, so that remedial action can be
taken.
4.2.3 Suspicious Behaviour – If suspicious or criminal activity is noticed, notify, or get a
colleague to notify Reception/ Security Guard who will direct response to the area as
a matter of urgency, and if appropriate, ensure the Police are contacted.
Only Security staff may attempt to detain a person (by agreement) but are not
authorised to use force in any way. If the individual(s) becomes argumentative and/ or
aggressive, staff are advised to withdraw from the situation and either follow the
person at a discreet distance, until off University property (they are not to be pursued
in any way once off University property) or wait around the area until the Police
arrive to effect an arrest. Security staff should ensure 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.
4.2.4 Unacceptable Behaviour – If you are faced with dealing with conflict, try to remain
calm, avoid raising your voice, arguing or aggressive body language. Call for
assistance from colleagues and/ or the Security Guard.
The University will not tolerate any form of verbal abuse, harassment, threatening,
intimidating or other unacceptable behaviour, or any type of assault from or against
staff, students or visitors. This type of behaviour should be reported immediately to
the security team and/ or the relevant HOD and University Harassment team. The
University reserves the right to request persons to leave the premises if required and,
if necessary, will ask the Police to assist in the removal of such persons. The
University will invoke disciplinary procedures against staff or students as necessary.
Where an individuals’ behaviour is perceived to be unacceptable or to be a potential
threat to any other individual or to the good order of the University community,
appropriate staff may be notified of the person’s name and department in order to
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prevent or restrict that person’s access to the University. They may also be subject to
disciplinary action.
4.3
Drugs and Illegal Substances
Any suspicions of handling or use of controlled or illegal substances should be
reported to the Information Centre in the first instance, so that appropriate
investigation and consultation with University authorities can take place. See also the
University web site for Drug & Alcohol Policy. Departments which hold substances
that might constitute a security or safety risk should contact the Security Manager for
advice on best practice.
4.4
Weapons
Weapons are not allowed on University property unless with the express permission
of the Registrar and Secretary. This includes imitation firearms and knives which may
be for decorative or ceremonial purposes. (Kirpan-wearing Sikhs should seek advice
from the Security Manager). Any person found carrying an illegal weapon will be
reported to the Police and may be arrested. Disciplinary action may also be taken
against anyone found carrying a weapon on campus.
Any weapon which is used as a prop in any production must be cleared through the
Campus Supervisor.
4.5
Property – Lost and Found
4.5.1 Found Property
All found property should be handed into Reception at Hatfields. If the owner of the
lost property is identifiable they will be contacted by email or phone, notifying them
that their property has been found.
4.5.2 Disposal of Property
Items of found property will be retained for a reasonable period of time (4-6 weeks),
dependent on the type of property. Attempts will be made to trace the owner if the
item contains any personal details (ID card, driving licence etc). If the owner cannot
be traced or the item remains unclaimed, it will then be entered into the end of year
found property sale. This sale is advertised to all staff and students with the proceeds
going into the Student Hardship Fund.
4.5.3 Personal Property in University Accommodation
All students in University accommodation should ensure that their personal property
is security marked and/or labelled with their name department and/or home address
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and postcode and that they have adequate personal insurance cover during their time
at University.
4.5.4 Property Marking and Registration
All staff and students are strongly advised to adequately mark personal property with
their name and home postcode and to ensure that valuables are covered by personal
insurance. Valuables such as mobile phones, laptops, bicycles etc can be registered on
line at http://www.immobilise.com which provides a system for tracing the owners of
found or recovered property. Further advice can be gained from the local Police at
Fresher’s Fair or by calling the non emergency number 0300 333 4444.
SECTION 5 – USE OF CLOSED CIRCUIT TELEVISION (CCTV)
5.1.1 Reasons for Use
The use of Closed Circuit Television (CCTV) is recognised as a useful tool in the
fight against crime, both in its prevention and detection. The University uses a CCTV
system around the campus covering many of the entrances, main public access areas,
lifts and car parks. It is also installed inside to protect high value items. Its objective is
to provide a safe and comfortable 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 public safety issues
5.1.2 CCTV Policy and Procedures
Due to the complex nature of the Data Protection Act (DPA) and its application to
CCTV usage, the use of CCTV on the University is restricted. Anybody wishing to
view the University CCTV for any reason must contact the Security Manager in the
first instance, who will then discuss the request with the University’s Records
Manager.
5.1.3 Police
In general, the Police should not require, nor be allowed access to the University’s
CCTV system except for emergencies and or investigation of serious incidents.
Requests by Police to remove CCTV recordings must comply with the DPA and be
registered accordingly.
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SECTION 6 – SECURITY RISK ANALYSIS
6.1
Before hardware is purchased or a security strategy is developed, risks
need to be evaluated. This evaluation should include:





Location and nature of the area
Building construction, design and premises use
Current access control or other security measures
Past security record
Value and desirability
Risks may vary depending on the time of day, level of building use or if
alterations to the building are carried out. A risk analysis therefore needs to
be carried out annually or more frequently if there are variations. Once a
risk analysis is prepared it should be evaluated in consultation with the Security
Manager, to decide if the risks are acceptable, what level of protection is required and
what the priorities should be. The following approach (6.2) should be adopted for any
assessment.
6.2
TEN PRINCIPLES FOR RISK ANALYSIS
When carrying out a risk analysis, ‘Reasonable’, ‘Realistic’ and ‘Risk
Commensurate’ should be considered. Where funding is limited and risks are
considered low, often a simple solution can be just as effective as a more complex
one. eg intruder alarm or a simple window lock, which is a cheap and effective
investment to prevent burglary? Consider the following when carrying out a risk
analysis:
6.2.1
Target Removal
Permanent or temporary removal of the target (valuable item). This means ensuring
the target is not visible from outside or is removed from public view. eg. Expensive
computing equipment should be housed on an upper floor rather than ground floor, or
away from external windows. Expensive or critical IT equipment might be housed
off-site at purpose built IT premises.
6.2.2 Target Hardening
Make the target resistant to attack. Expensive IT equipment should be fitted within a
steel enclosure or in a purpose made IT desk with security bolt. Where possible doors
should be solid, within a strong frame and fitted with adequate locks. Window
shutters or grilles should be considered for large areas.
6.2.3 Remove the Means to Commit the Crime
This is good housekeeping. Ensure that anything an offender may find useful to assist
them, such as keys, tools, ladders etc are locked away and not left easily accessible.
All scaffolding should be enclosed at ground level to prevent climbing.
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6.2.4 Reduce the Payoff and Loss
What value is the item if stolen and resold externally? Consider the value of the loss if
something was stolen. Property marking expensive items with the University postcode
and the department name reduces the potential for resale and increases the chance of
the property being returned if found. Insurance cover is available but limited and the
Policy excess may not cover the loss. Consider specific items insurance if critical.
6.2.5 Access Control
Where possible restrict access to a room, area, floor or building using access control.
This can be video/entry phone system, a digital combination lock, or traditional key
lock.
6.2.6 Visibility and Surveillance
Three methods of surveillance should be considered:
• Natural – the area is visible to other occupants or passersby.
• Formal – using technology &/or people to monitor the area & deter offenders and
having a procedure to deal with suspicious persons.
• Informal – encouraging employees to be vigilant.
6.2.7 Environmental Design
Putting in a range of security measures at the design or planning stage of a building or
refurbishment, to reduce the risk of crime. Perimeter controls or surveillance methods
should be considered.
6.2.8 Rule Setting
Local procedures as well as University Policy should be used. eg. Efficient evening
locking up procedures for offices and IT rooms; local key issue and controls; a
‘communication tree’ for passing on important security information; exit procedure
for staff who leave (to hand in ID card & keys and change access codes).
6.2.9 Increase the Chance of Being Caught
Any measure that slows down an offender or increases the chance of them being
caught can be considered. The longer it takes to commit an offence the more
vulnerable the offender feels. Some of the other principles cover this, such as target
hardening, but also consider publicising security detection (CCTV warning signs) and
any successes when criminals are caught.
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6.2.10 Deflecting Offenders
Educational programmes, youth action teams, youth hobby groups, awareness
programmes etc have all proved successful in deterring youngsters from offending
and provide training and work experience. Can you offer any support to local groups?
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SECURITY RISK ANALYSIS - SELF ASSESSMENT FORM
6.3
A security risk analysis should be carried out annually or whenever circumstances
change which may affect security measures. This form is provided as an aid to selfassessment and does not necessarily cover every security circumstance or possibility.
QUESTION
A
1
2
3
4
5
6
7
B
1
2
3
4
C
1
2
3
4
5
6
7
8
YES
General:
Are your equipment inventories up to date? (These should list
your valuable equipment with serial numbers, values, photos etc
and can be produced to identify property subsequent to a theft,
arson or vandalism)
Have all the action points been carried out from your last
security analysis?
Have any crime or fire reduction measures been added since
your last analysis
Have there been any incidents of crime or suspicious activity in
your area?
If “yes” to previous question, have incident forms been
completed and returned to Security
Has damage from previous incidents been made good or
improved to discourage re-offence?
Has any guidance been sought on security measures
from the Security Team?
Staff
Are new staff briefed on University Polices and any local
Security Procedures?
Are all staff trained in security awareness & to report suspicious
activity, maintenance issues etc?
Has a risk assessment been carried out on staff personal safety
& any safety procedures published?
Do staff know University emergency procedures?
Building Security
Are the premises in good repair?
Are all doors locked when areas are vacated/not in use?
Are windows closed when rooms/areas are not in use?
Are windows blinds/ curtains closed at dusk? (ground floor in
particular)
Is good housekeeping in force to remove easy methods of
access for offenders
Is lighting effective (to deter intruders)
Have intruder alarms been installed in high value or vulnerable
areas
Are intruder alarms working correctly and hardware
maintained?
9
Are intruder alarm users trained how to use the system
10
11
Is the alarm set/unset each time the area is not in use?
Are the alarm codes changed each time a member of staff
leaves?
Are IT theft prevention measures in place (High value items
locked away out of sight)
Are there secure storerooms or containers for securing attractive
portable items such as laptops, AV equipment?
Keys:
Is there a proper system in place to control the issue of keys?
12
13
D
1
24
NO
N/A
ACTION/
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2
3
4
Are lost or stolen keys reported to Security?
Are locks changed when a key is lost?
Is there an established procedure for locking up?
E
1
2
Cash
Does the department handle cash?
If yes, are staff trained in cash handling procedures (see
University Financial regulations)
Is cash counted and stored out of sight?
Are cash holding kept to a minimum?
Is money stored in a safe and keys locked away?
Is cash handling audited regularly?
Visitors
Are visitors collected from reception and escorted during their
visit?
Are unexpected or previously unknown visitors asked for
identification?
Are visitors/members of the public prevented from entering
unauthorised areas?
Do staff challenge strangers in unauthorised areas?
Security outside Office Hours
3
4
5
6
F
1
2
3
4
G
1
2
H
1
2
3
4
Do staff check that students & visitors have vacated the department
at the end of the working day before locking up?
Are staff who require out of hours access, trained in security
procedures?
Contingency Planning
Do you notify the Security Manager when there are changes to out
of hour contacts?
Does the department have a local emergency or contingency plan
to reduce or minimise disruption on activities after a serious
incident?
Are duplicate records & back-up copies of computer files
maintained regularly and kept in a separate location?
Is there a department communications tree for emergency contact?
(including out of hours)
25