/ Faculty of Medicine, Dean’s Office / Status: draft
Policy #: [tbd] / Date: Nov 20, 2013
Responsible Authority: Facilities Manager, Office Manager
Title: / Office Security Policy - Opening and Closing Procedures for IRC
Purpose: / To describe office procedures for alarm dis-/arming and “last person out” rules.
Usage: / This policy applies to divisions/units of the Faculty of Medicine Dean’s Office located in IRC.

The two main office areas in IRC are the basement (B4F: MedIT) and on the third floor (317: Dean’s Office). The regular business hours are Monday to Friday, 8:30am to 4:30pm.

IMPORTANT : if you happen to trip the alarm and are unable to turn it off, call Campus Security at 2-2222 immediately to inform them of your situation. Please be prepared to present UBC Staff ID as a security officer will be dispatched to investigate the alarm.

Arriving before 8:30 AM

  • The door to 317 at Reception is closed and locked from 4:30pm to 8:30am. The stairwell door by 305 is always locked from the outside.

The door to B4F is closed and locked from 4:30pm to 8:30am. The back door to B80 should be lockedat all times.

  • Any staff arriving before 8:30am should have keys, and close the door behind them after entering.
  • Once inside the doors, and if alarm is armed, use your personal alarm code to disarmthe system. Remember to close and lock the door behind you.

For 317 : the alarm automatically disarms at 6:30am Monday through Friday.

For B4F : the alarm automatically disarms at 7:00am Monday through Friday.

Leaving after 4:30 PM

  • All staff are reminded about daily leave procedures:remove confidential files from sight, logoff/lock your computer, close windows/doors, turn off monitor, lights, fans/heaters, clean garbage/recycling, etc.
  • For 317: the Receptionist will close and lock the front door at 4:30pm, Monday through Friday.

For B4F and B80 : someone will close and lock the door at 4:30pm,Monday through Friday.

Staff leaving either office after these times must ensure the door is closed and locked behind them.

  • For staff working after hours, please be reminded of UBC’s Work-Alone Procedures. Before leaving, please “sweep” the office to check if you are the last remaining person and there are no hazards otherwise. If others are present, inform them if they are the only remaining people.

Double-check, close and lock all exterior doors and windows.

  • If you are the last person leaving, turn off the main lights, be sure the main door is closed and locked behind you.
  • The alarm system automatically arms at: 9:00pm for 317; 7:00pm for B4F.

Information about obtaining keys and alarm codes

  • Please contact the Facilities Manager or Office Manager

Procedures at otherDean’s Officelocations

  • Please contact the respective Office Coordinator or Administration Director for the established procedures/policies at your location.

Distribution of this Policy/Procedure

  • MedNet

1.X:\Policies & Procedures\Dean's Office policies\General Policies\FoM DO - Disruption of Services by Snow or Weather - policy - final - Oct 31 2011.doc

2. MedNet

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(THIS PAGE SHOULD ONLY BE DISTRIBUTED TO STAFF WITH ALARM CODES)

Instructions for Alarm System use

  1. Double-check all exterior doors and windows to be sure they are closed.
  2. In 317, please remember the sliding doors and the hallway door.
  3. In B4F, please remember the back door to B80 and the door to Midwifery.
  4. At panel, stand as still as possible to avoid triggering the motion sensors. Wait for a GREEN Ready light to appear.
  5. Enter your 4-digit code and press the “On/Off” button. You have 60 seconds to enter the code if arriving, or exit the office if leaving.

To dis-/arm in another zone, enter :

  1. (zone # as below), *, On/Off – to go to another zone.
  2. (your code), On/Off – to activate/deactivate the zone.
  3. *, On/Off – to return to default zone. (number on RHS will show current zone)

System Zones (Default is “1”)

IRC 317 :

Zone 1: Reception

Zone 2: 305

others…

IRC B4F :

Zone 1: B4A

Zone 2: B6

Zone 3:

Zone 4: B4B, B4G

Zone 5: B4E

Zone 6: B80

1.X:\Policies & Procedures\Dean's Office policies\General Policies\FoM DO - Disruption of Services by Snow or Weather - policy - final - Oct 31 2011.doc

2. MedNet

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