UNIVERSITY OF GLAMORGAN
PRIFYSGOL MORGANNWG
SECURITY POLICY
1.
INTRODUCTION
2.
RESPONSIBILITIES
3
CAMPUS SECURITY & CAR PARKING
a.
SITE INFORMATION
b.
CCTV
c.
PARKING POLICY
d.
IDENTITY BADGES
4.
EMERGENCY PROCEDURES
a.
CONTACT PHONE NUMBERS
b.
PERSONNEL
c.
EVACUATIONS
5.
DATA PROTECTION ACT 1998
a.
CCTV
b.
CONFIDENTIAL WASTE
c.
INFORMATION SECURITY
6.
ACCESS TO CAMPUS FACILITIES
a.
OPENING TIMES : BUILDINGS
b.
OPENING TIMES: CAR PARKS
c.
VISITORS/CONTRACTORS
7.
PERSONAL SAFETY
8.
PROTECTION OF POSSESSIONS
a.
KEYS/SWIPE CARDS
b.
PERSONAL POSSESSIONS
c.
UNIVERSITY PROPERTY/EQUIPMENT
d.
PEDAL CYCLES
9.
LOST & FOUND PROPERTY
a.
MAIN CAMPUS
b.
GLYNTAFF
c.
ACCOMMODATION
10.
REPORTING OF INCIDENTS
a.
ASSAULTS
b.
THEFTS & LOSSES
c.
SUSPICIOUS EVENTS/PERSONS
11.
HELP & ADVICE
1. INTRODUCTION
SECURITY IS AN ISSUE OF CONCERN TO EVERYONE ON CAMPUS
Open access to University campuses is rightly seen as an essential ingredient of academic
life. Open access does carry some risks and if the general invitation to the campus is not
to be abused, some convenient security measures are not only inevitable but highly
desirable to maintain the University’s reputation as a safe and secure environment.
The University of Glamorgan’s Estates & Facilities Department aims to:
1.1
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1.2
Provide, as far as is reasonably practicable, a safe, secure and supportive
environment for staff, students and visitors and their property
Make reasonable efforts to protect the buildings and property which are owned by
the University
Encourage all users of the University to promote a secure environment through
their own conduct
Achieve a quick and effective response to incidents that occur on Campus
Record all incidents of crime which occur on Campus and to identify particular
crime trends
Deal effectively with any incident which occurs on Campus and which needs
appropriate attention
Comply with insurers requirements
Advise Directorate, Deans and Heads of Schools/Departments on security and
crime prevention matters
Liaise with the local Police on matters of common interest and mutual benefit
Your co-operation is sought by:
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Taking common sense precautions with both University & personal
property
Reporting any incidents of crime or suspicious behaviour on Campus
Taking care of room keys/swipe cards and reporting any losses
immediately
Locking your door each time you leave your room unattended
2. RESPONSIBILITIES
Responsibility for security rests with ALL students, staff (including contractors and
agency staff) and with visitors to the University. Procedures for the reporting of
incidents can be found in section 10.
3. CAMPUS SECURITY & CAR PARKING
a:
SITE INFORMATION
The University’s Security & Car Parking Personnel are provided by Q-Park.
There is always (24 hours a day/365 days a year) a security presence on Main
Campus in the Security Gatehouse at the entrance to campus.
Assistance with broken down vehicles/escort to your car service is available by
contacting Q-Park.
All Q-Park personnel are 1st Aid trained.
b:
CCTV
The University will make the best use of modern technology to protect its
community and assets.
The University’s CCTV Systems will be managed and operated in accordance
with the Data Protection Act 1998 (See 5a).
c:
PARKING POLICY
Parking is available for staff and students on a first come first served basis.
Students on main campus should use the Llantwit Road Car Parks.
All staff & students are required to pay to park in University Car Parks. Official
pre-booked visitors can park without charge in the Visitors Car Park on main
campus or in any car park at Glyntaff.
Staff Application Forms for a Car Parking Permit are available from Q-Park.
All parking is subject to the University’s Conditions of Parking, which are
available from Q-Park.
d:
IDENTITY BADGES
If you have been issued with an identity badge, it should be worn at all times
when on Main Campus or Glyntaff Campus.
4. EMERGENCY PROCEDURES
Full details of All Emergency Procedures are contained in the University’s Health &
Safety Policy.
a:
CONTACT PHONE NUMBERS
In the event of a Security, Fire or Medical Emergency, please contact QPark on ext 2100.
Q-Park can also be contacted on ext 2055 or by E-Mail for non-emergency
issues.
b:
PERSONNEL
David Mann
Chris Beazer
Paul Trew
c:
Security Manager
Assistant Security Manager
Q-Park Site Manager
ext 2758
ext 2079
ext 2055
EVACUATIONS
Full details of evacuation procedures are contained in the University’s
Health & Safety Policy.
5. DATA PROTECTION ACT 1998
The University of Glamorgan seeks to ensure that all its purposes for, and processing of,
personal data will comply with the Data Protection Act 1998. Full details are contained
in the University’s Data Protection Handbook.
Clarification of any Data Protection issues should be directed to M J B Lloyd, the
University’s Data Protection Officer.
a:
CCTV
The Data Protection Act 1998 now covers other electronic and digital media
beside computer based data. This includes Closed Circuit Television (CCTV) and
any other means of recording sound and image data.
The University, in its Notification to the Information Commissioner, is registered
as a Data Controller & Owner of the CCTV Scheme in operation at the
University. Signage is placed around the University premises to inform anyone
entering the premises that CCTV with recording is in use.
b:
CONFIDENTIAL WASTE
Any waste classified as confidential should be disposed of/destroyed in
accordance with the University’s policies & procedures.
For advice on disposal of confidential waste, please contact David Mann, Security
Manager.
c:
INFORMATION SECURITY
The basic concepts of information security are:
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Confidentiality:
Ensuring that the information is accessible only to
those authorised to have access.
Integrity:
Safeguarding the accuracy and completeness of information
and processing methods.
Availability: Ensuring that authorised users have access to information
and associated assets when required.
We all have a responsibility to ensure that the risks to University Information are
minimised. You can reduce the risks by the following means:
1. Ensure all data is regularly backed up
2. Adopt a clear desk policy – ensure all “sensitive” work is locked away each night
3. Use of “Privacy Screens” on PC monitors where confidential work is undertaken
4. “Lock” your PC screen when you leave your desk
5. Do not allow visitors to view work on your desk or PC screen
6. Do not leave your desk/cabinets unlocked when you leave your office
7. Do not share passwords – this is an infringement of University Regulations unless
specifically authorised
8. Do not write your password down
9. Check you are E-Mailing the correct recipient
10. Check E-Mails for sensitive content before forwarding them on
11. Ensure training in Information Security is included in induction training
6. ACCESS TO CAMPUS FACILITIES
a:
OPENING TIMES OF BUILDINGS/CAR PARKS
The majority of main campus academic/teaching buildings are open from
07.30 to 21.00 Monday to Friday, and from 08.00 to 16.00 on Saturdays
and Sundays. Limited 24 hour research facilities are available in certain
areas for authorised staff.
24 hour computing facilities are available in J1 on main campus.
At Glyntaff, academic/teaching buildings are open from 07.30 to 21.00
Monday to Friday and from 10.00 to 16.00 on Saturdays.
Requests for access to buildings outside of normal opening times must be
directed to the Estates & Facilities Department.
During official close down times at Easter and Christmas, no access is
allowed to any campus building.
b:
OPENING TIMES OF CAR PARKS
Main Campus Car parks are accessible 24 hours a day. The car parks on
Llantwit Road are closed from 24.00 until 05.30 each night and all day
Saturday and Sunday.
Glyntaff car parks are open in line with Glyntaff building opening times.
c:
VISITORS/CONTRACTORS
If you are expecting a visitor or contractor, and they are due to arrive by
car/van, please inform Q-Park and the Gatehouse Reception. A temporary
car parking permit will be made available for collection in the Security
Gatehouse. Visitors/contractors are subject to the same parking conditions
as staff/students.
7. PERSONAL SAFETY
Your co-operation is sought by:
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Taking common sense precautions with your personal property and to use
University property properly
Behaving with courtesy and good manners whilst on campus and avoid
committing incidents of anti-social behaviour
Familiarising yourself with the University’s Health & Safety Policy
8. PROTECTION OF POSSESSIONS
a:
KEYS/SWIPE CARDS
All requests for room keys/swipe cards must be made via E-Mail from the
School/Department Secretary or Authorised Person to David Mann or Chris
Beazer. Requests for access to Offices other than staffs own office must be
approved by the Head of School/Department.
Persons leaving the University or transferring to another School or Department
must return their room keys/swipe cards direct to David Mann or Chris Beazer.
They should not pass them to their replacement.
Keys can, in certain circumstances, be issued to contractors. Contractor’s access
to University Buildings will be strictly controlled by the Estates & Facilities
Department.
All losses of keys/swipe cards must be reported immediately to David Mann or
Chris Beazer.
b:
PERSONAL POSSESSIONS
If left insecure or unattended, theft of personal possessions such as wallets,
purses, handbags, mobile phones, laptops etc is a possibility.
Responsibility for personal property remains with the owner of the property. The
University takes no responsibility for such property left on the premises, including
motor vehicles & cycles.
c:
UNIVERSITY PROPERTY/EQUIPMENT
Security is not intended to be a hindrance to academic activity but to be an
essential ingredient for the smooth operation of schools and departments. Our
theft insurance carries a large excess for thefts/losses not involving forcible entry
so staff should ensure that rooms are kept locked when unattended.
d:
PEDAL CYCLES
Secure cycle shelters are available on main campus. Full details of this scheme
are available from Natalie Sayer in Estates.
9. LOST & FOUND PROPERTY
a:
MAIN CAMPUS
Full details of the University’s Lost Property Procedures for Main Campus can be
Found in the “How To” Guide on Inform.
b:
GLYNTAFF
Any found Property at the Glyntaff Campus should be handed to a member of
Kier FM’s staff for logging/safe keeping. Any lost property should be reported to
Kier FM.
c:
ACCOMMODATION
Any found property at Glamorgan Court Halls of Residence should be handed
into the Glamorgan Court Security Lodge for logging/safe keeping. Any lost
property should be reported to a member of the accommodation staff.
10. REPORTING OF INCIDENTS
Estates & Facilities will investigate and respond to all emergencies in accordance with
the University’s Emergency Procedures.
a:
ASSAULTS
If you have been assaulted (or witness an assault), you should ring ext
2100 immediately to summon emergency help. Q-Park staff will respond
to the incident and contact the emergency services.
b:
THEFTS & LOSSES
Any theft or loss of personal or University property must be reported
immediately to:
Estates & Facilities (ext 2758) during normal working hours
Q-Park (ext 2055 outside of normal working hours.
Any theft or loss of personal possessions by a member of
staff/student/visitor must be reported to the Police direct so a crime
number can be obtained for any possible Insurance Claim.
c:
SUSPICIOUS EVENTS/PERSONS
All suspicious events or persons acting suspiciously should be reported
immediately to:
Estates & Facilities (ext 2758) during normal working hours
Q-Park (ext 2055) outside of normal working hours.
10. HELP AND ADVICE
Help and advice on any security related issue can be obtained by contacting David
Mann or Chris Beazer (Estates & Facilities) during normal working hours or Q-Park
outside of normal working hours.