The UNIVERSITY of ESSEX, ESTATE MANAGEMENT SECTION
SECURITY POLICY & PROCEDURES-Jan 2015
THE UNIVERSITY OF ESSEX, ESTATE MANAGEMENT SECTION
SECURITY POLICY AND PROCEDURES
SOUTHEND 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)
21
RISK ANALYSIS
22
Review Date: December 2016
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The UNIVERSITY of ESSEX, ESTATE MANAGEMENT SECTION
SECURITY POLICY & PROCEDURES-Jan 2015
This Policy is the property of The University of Essex and should not be published,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
The UNIVERSITY of ESSEX, ESTATE MANAGEMENT SECTION
SECURITY POLICY & PROCEDURES-Jan 2015
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 Southend- on - Sea
The University of Essex in Southend comprises of three purpose built buildings, The
Gateway Building, University Square which is student accommodation and the Forum. The
forth building is a Grade 2 listed building which has been converted to house the Clifftown Theatre
& Studios
The Gateway Building and Forum are situated in the centre of Southend just off the main
High Street and adjacent to Southend Central Station. University Square consist of 7 purpose
built student accommodation blocks and is located on the London Road (A13) a five minute
walk from the Gateway Building.
Clifftown Studios are a Grade 2 listed building converted into a Theatre and rehearsal studio,
located in the Clifftown Reformed Church situated on Nelson Street.
Access to the University buildings and property is controlled by the FM Provider by way of
Staff, student, visitor, BIC tenants and contractor identification cards and access control.
These control measures help to ensure that the University is a safe environment for students
to study and our staff to work in.
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 very 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 accommodation or left in the grounds
remains with the owner or occupant. The security team will aim to provide a security
presence across campus at all times, but the University takes no responsibility for such
property on the premises.
Advice and information on security issues for staff and students is provided by the
University’s Security Manager or the FM Provider.
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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 FM manager and Securi Group 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, BIC tenants and contractors are expected to assist the
Security Team 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 Security Team 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), BIC tenants
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 the
security team. 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. FM Manager UoE (Southend): 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. Norland FM Manager/ Securie Group Management: 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. Security Supervisors: Delivery of an effective and cost effective security service;
day-to –day organisation and supervision of security staff as defined in the
Security Assignment Instructions (SAI’s); maintenance of good order on campus.
f. Security Staff: Security duties as defined in the (SAI’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.
g. Heads of Departments (HoD), Campus Manager and Business Hub Manager,
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 the HoD, Campus Manager and Business Hub
Manager may wish to delegate responsibility for the routine involved in these
tasks to a nominated individuals in their departments, but overall responsibility for
security matters will remain with those HoD and Managers.
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, students and Tenants 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 FM provider Contract Manager on any security
matter and attend security co-ordination meetings if required.
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iv. Undertake a security risk analysis (see section 8) of their
department areas and operations, in liaison with the Security
Manager 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 access to their department and by authorising staff to have
appropriate access as required.
vi. Ensure that their departmental staff, return their University ID and
any issued keys or electronic passes for disposal on their last day of
work. Norland must be informed so electronic passes can be
removed from the system.
vii. Notify the FM provider Contract Manager 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 FM Provider Contract Manager,
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 FM
Provider Contract Manager, especially with emergency or
evacuation instructions and in relation to security procedures.
x. All Visitors including conference delegates 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 FM Provider Contract
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xi. Manager or from their host department, particularly in emergency
situations.
xii. Common Areas: Security risks in common or public areas of
buildings are the responsibility of the University. However HoD
and department Managers are asked to draw particular risks or
issues to the attention of the FM provider Contract 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
January 2015
PAUL
Digitally signed by Paul Humphreys
HUMPHREYS
Paul Humphreys
Security Manager
The University of Essex
January 2015
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Contact Details and Reference Information
Location
SECURITY
Gateway
Building
SECURITY
University
Square
Southend
GB
Supervisor
Forum
Supervisor
FM
Account
Manager
SECURITY
Times
06:00
–
23:00
24/7
24/7
Southend
24/7
Southend
24/7
The Forum 24/7
Telephone
Email
Ext
07825382273 southsec@essex.ac.uk
/ 8208
07827988085 unisqsec@essex.ac.uk
07432
Terry.Bold@norlandmanagedservices.co.uk
515865
07944
Colin.Taylor@norlandmanagedservices.co.uk
669684
07507844559 Tony.dow@@norlandmanagedservices.co.uk
07572
266746
forumsec@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 the Security Team in
the Gateway Building or either receptions in University Square or the Forum.
Clifftown studios should contact the Security Team at the Gateway Building.

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
in accommodation. Personal property should never be left unattended,
including laptops etc in the Library or study areas.

Offices must be locked upon leaving. Windows in accommodation should be
closed and locked (where locks are fitted) when leaving.

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 incidents of crime on the University, real and suspected, must be reported
to the Security Team in the Gateway Building or either receptions in
University Square or the Forum.

The Security Team will patrol all University 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
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.
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1.2.2 Procedure: Reporting of Security Incidents


All incidents of a security nature should be reported in the first instance
to the security team located in the Gateway Building, The Forum or
University Square. In an emergency call on ext 8208. University Square
is staffed 24hrs a day, 365 days a year.

All available information should be included- time, location, persons
involved, description, vehicle details, items missing etc.

An Incident Report Form should be completed by the Security Team as
soon as possible after the incident.

The local Police should be informed by the Security Team, 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 Contract Manager. All Police involvement on
campus is to be notified to the Security Manager at Colchester, to enable
effective University management of any subsequent actions on
University premises.

The local Police can be contacted via Security using the Town Link radio
network.

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 the FM Provider; Security Supervisor or Senior duty security officer in the
Gateway Building, The Forum or reception in University Square who will then
act in accordance with Security Assignment Instructions (SAIs), 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 FM provider Contract Manager,
Security Supervisors and Security Staff 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 Campus Southend issues Identification Cards for all staff, visitors,
BIC tenants and contractors. These must be carried at all times for identification
purposes. Security Staff, have the authority to request all persons within University
property to produce their identification. All Security Staff carry photographed ID
cards with details of this power on them.
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 security 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 or swipe card entry control
systems in place. The FM Provider is to ensure that the codes for these buildings and
rooms under their responsibility are changed at the start of each academic year or after
any security breach or issue. They are also responsible for the security and
distribution of the codes and issue of the swipe cards.
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.
Venue Essex or Departments and students (if not using Venue Essex) must inform the
FM Provide Contract Manager, giving three days’ notice (preferably five 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. The following
information is to be sent via email to the Security Manager. Any amendments to the
booking should be given with as much notice as possible


Date and timings of the function/meeting/event
Location, to include room numbers
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



Confirmation booking form, from Central Timetable Office (Room Bookings)
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 FM Provide Contract Manager.
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 Student
Administration, or Venue Essex in line with normal building hours activities.
Organisers of weekend events must inform the FM Provide Contract Manager, giving
three days’ notice (preferably five 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 FM
Provider Helpdesk.






Date and timings of the function/meeting/event
Location, to include room numbers
Confirmation booking form, from Student Administration or Venue Essex.
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 FM Provide Contract Manager.
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2.3.1 Campus Opening Times
Days
Monday to
Friday
Saturday
Sunday
Partial lockdown /
restricted access
Only accessible to staff,
tenants
and their employees and
students
who have been issued with
a valid
access control card.
Access via disabled door
located
on the right hand side of
revolving
door.
7.00am to 8.45am
Full building
access
Accessible to all
building
users, visitors and
public.
Some areas are
restricted
Card access only.
Entrance via main
entrance doors.
Partial
lockdown/restricted
Only accessible to staff,
tenants and their
employees and students
who have been issued
with a valid access
Control card.
Access via disabled door
located on the right hand
side of revolving door.
8.45am to 5.30pm
5.30pm to 10.00pm
7.00am to 9.00am
9.00am to 2.00pm
2.00pm to 10.00pm
9.00am to 6.00pm
NONE
NONE
Forum Opening Times
Days
Monday - Friday
Saturday
Sunday
Full Building Access
8.00am to 10.00pm
8.00am to 6.00pm
11.00am to 5.00pm
24/7 Access to the second floor for UoE staff and Students is via the electronic door situated
on the North wall of the building.
The access times to all buildings can be found in the Building User Guide, including
Clifftown Studios.
2.3.2 Control of locks and Keys
EMS and the Security Service control the issue of all new locks and keys. The
University operates suited key systems (Best & Union keys), which allow various
levels of access (an ‘operator key’ for one room, up to a ‘Grand Master’ for all
University locks). No other make of lock or key should be installed on University
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premises without the authority of the Security Manager or FM Provider Contract
Manager. Any door, which requires a key pad lock fitted, must have a ‘Best’ key
override fitted. Operator keys or sub master keys may be issued to departments for
local use and issued to individual staff. Departmental administrators should keep a
key register for locally issued keys within their departments and ensure keys are
returned when staff move offices, or leave the University’s employment. 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.
Where additional or amended access control is required by departments, they should
discuss their needs with the FM Provider Contract Manager, who will provide support
and advice. Any costs which arise will be met by the department.
2.3.3 Accommodation Locks and Keys
Accommodation Essex controls the issue of locks and keys to all student residential
areas of the University. It is their responsibility to inform and ensure Security has
master keys for all residential areas, so access can be gained in an emergency.
2.3.4 Contractors
Contractors can, in certain circumstances, be issued with an Access Card/ key to
gain access to work areas. This can only be done with a valid permit to work/
access issued by the FM Provider. Access Cards/ keys must be returned to the FM
Provider by 1700hrs daily (1645hrs Fridays). In the event of contractors working
beyond these hours keys must be returned to the Gateway Building or University
Square Security.
2.3.5 General

All losses of Access Cards or keys must be reported immediately to the FM
Control Room in Reception of the Gateway Building, or in the case of
accommodation keys to Accommodation Essex by the key holder.

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.

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.
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
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 FM Provider and Information System
Services (ISS) should be contacted when any order is placed for individual or multiitems 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 FM Provider Contract 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.

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
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must be identified to the FM Provider Contract Manager, so it can be
incorporated into the security team’s patrol routine.
3.3

AV equipment should be secured to an agreed security specification,
dependant on its functionality. AV staff and/ or the FM Provider Contract
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 FM Provider Contract
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 FM
Provider Contract 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 FM Provider Contract
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
School or Department. A guide to call-out repair costs and maintenance can be
provided in advance of installation from the FM Provider Contract Manager.
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3.4
Insurance Cover
The replacement cost of University property (ONLY) 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 delivered to Campus will be sorted, dispatched and distributed from that
location to Schools and Departments throughout the University.
Internal mail will only be delivered to and collected from recognised mail points.
Schools and Departments must have a secure delivery and collection point, which is
visible to staff at all times. If it is impossible to arrange constant supervision of the
collection/ delivery point, then it must not be accessible to unauthorised personnel.
Mail deliveries and collections from Schools and Departments within the Campus
must never be left unattended whist on route through the Campus. Recorded and
Registered Mail must be signed for and a record of its delivery kept in the appropriate
log held in the Post Room which is located on the ground floor of the Gateway
Building.
The Security Section will secure mail which is delivered out of hours in a secure
location.
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 or secured behind staff access
areas only, 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 ‘8208’ emergency telephone
line (24 hour) for gaining assistance and reporting incidents.

Any suspicious behaviour should be reported immediately by telephone to
Security on ext 8208

Staff working out of hours should ensure they sign in/ out of their place of
work and contact Security if they need assistance.
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.
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
Intruder alarms (where installed) are set.

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 between campus
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
grounds to the FM Provider on Ext 8214, 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 the Security Team on 8208. Security staff 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 Team.
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.
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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
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 Security Team 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 FM Contract 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.
The use of weapons as props for Clifftown Studios is permitted. These must be stored
securely and there use controlled at all times.
Kitchen knives are permitted in student accommodation kitchens and kitchens within
office areas only. Anyone found carrying a kitchen knife outside kitchen areas may be
subject to disciplinary action.
4.5
Property – Lost and Found
4.5.1 Found Property
All found property should be handed into Reception in the Gateway Building or the
Security Team in University Square. 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.
When property is handed in, the date/time/description of item/location found will be
entered into the lost property register.
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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
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 at the Police Beat surgeries, which are arranged by the Assistant
Campus Manager or by calling the non-emergency number 101.
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
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
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.
Forum CCTV
5.1.4 The CCTV at the Forum is viewed, maintained and run by Norland FM on behalf of
the three partnerships who own the building. Any request to view CCTV falls under the same
guidance as the UoE CCTV Policy.
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.
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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.
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.
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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.
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?
SECURITY RISK ANALYSIS - SELF ASSESSMENT FORM
6.3
It is advised that a security risk analysis should be carried out by departments
annually or whenever circumstances change which may affect security
measures. This form is provided as an aid to self-assessment and does not
necessarily cover every security circumstance or possibility.
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The UNIVERSITY of ESSEX, ESTATE MANAGEMENT SECTION
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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?
Are lost or stolen keys reported to Security?
Are locks changed when a key is lost?
Is there an established procedure for locking up?
12
13
D
1
2
3
4
E
1
2
Cash
Does the department handle cash?
If yes, are staff trained in cash handling procedures (see
University Financial regulations)
25
NO
N/A
ACTION/
COMMENTS
The UNIVERSITY of ESSEX, ESTATE MANAGEMENT SECTION
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3
4
5
6
F
1
2
3
4
G
1
2
H
1
2
3
4
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
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)
26