Newcastle University Security Policy
Overview
Open access to the University campus is seen as an essential part of academic life, however, open access does carry with it some 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 a safe and secure environment.
The University will therefore exercise a campus wide security strategy in the guise of processes and procedures along with information and guidance which will be widely published. Security is not intended to be a hindrance to operational and business activities but instead to be an enabler for the smooth operation of Schools and Services, particularly when financial constraints mean that stolen equipment might not be replaced immediately or even at all.
Responsibility for personal property remains with the owner and the University takes no responsibility for personal property left on the premises, including motor vehicles and bicycles, although security staff will aim to provide a security presence across the campus at all times.
Advice and information on security issues for staff and students is provided by the University Security Services in booklet form (available from reception points) and on the University Estate Support Service (ESS) Website.
This Security Policy therefore seeks to formalise a cohesive and integrated approach to security throughout the University.
Policy Statement
The University seeks to ensure, as far as is reasonably practicable, the security and safety of all students, staff, visitors and contractors, whilst on, or within, University premises. The Security Service is responsible for the effective operation and enforcement of the Security policy and procedures. 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.
Mission Statement
To enhance the quality of life to the University community by providing a safe and secure environment through the delivery of a professional and committed service.
Vision
To be a service that continuously improves the quality of service provided to the university community by emphasising personal safety advice and prevention of crime through effective use of technology, personal communication skills and professional standards.
Responsibilities
Responsibility for security rests with all students, staff (including contractors and tenants) and with visitors to the University. In particular, everyone should report all activity, suspected or real, of a criminal nature immediately to security staff. Within this overall responsibility some particular elements are defined as follows:
Senior Management Team: Senior Management of the University ensures that resources are available for the implementation of the Security Policy. Necessary measures to improve security in essential areas should receive priority consideration. Where appropriate, specific training to achieve acceptable standards of operation should also be supported and properly resourced.
Security Manager Service: overall development and planning of security strategy, policies, operational procedures and business continuity. Investigation of serious crime or confidential breaches in security; provision of expert and impartial up-to-date advice; liaison with police, emergency services and local authorities.
Assistant Security Manager: day-to-day 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 crime; risk management, analysis and implementation of security solutions; enforcement of car parking regulations, provision of security hardware including keys, locks, access control, CCTV, intruder alarm installations etc.
Security Team Leaders/Supervisors: delivery of an effective security service; day-to-day organisation and supervision of security officers as defined in Operational Instructions.
Security Staff: security duties as defined in Operational Instructions, including patrolling of all areas, crime prevention, reception & car parking duties.
Standing instructions have been implemented by means of a Security Instruction Manual, which applies to all Security personnel.
The standards set out in the manual are the minimum standard required of security staff. The contents are laid out in various sections as follows:
Mission Statement and Service levels – outlines the objectives of the Security Service and its work to promote and provide a far more secure safer campus community.
Organisation and administration – illustrates the organisation and reporting chain in respect of the section and administration matters.
Policy – incorporates policy statements relevant to the Security Service.
Standing Instructions - details operating procedures carried out by security staff.
In addition to the above, briefing files containing various instructions and operational procedures are readily available to security staff.
Heads of Schools/Services - Have a pivotal role in promoting security (alongside safety) within their area. The actual responsibilities will vary according to the location of the School or Service and the nature of its activity but a number of specific responsibilities can be identified. (It is recognised that Heads of Schools/Services may wish to delegate responsibility for routine tasks to a nominated individual within their School/Service but the overall responsibility for security matters will remain with the Head of School/Services.
Ensuring their staff have access to and are familiar with the Security Policy, paying particular attention to those issues which are particularly relevant to the activity of their area of responsibility.
Ensuring that all members of staff and students within their school/service understand and exercise their security responsibilities, including the recommendation for the displaying of University ID Smartcards, when on campus, and have due regard to University property (see Sections below), in particular the security of IT equipment.
Controlling access to their area of responsibility by taking authority for the issue of keys or access control data bases and by authorising staff or student to have ‘out of hours’ access only as necessary.
Ensuring that their staff returns their University ID Smartcard and any issued keys on their last day of work.
Notifying security staff of any security risk (including the purchase of expensive equipment etc.) who will advise on any additional security or protection and investigate any crime or incident.
Staff: (This includes all those with a contract of work, including research staff, visiting lecturers, postgraduate students and anyone employed as tutor, supervisor or lecturer on an ad hoc basis.) must ensure that 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 also co-operate with requests from security staff, especially with emergency or evacuation instructions, and in relation to security procedures.
Students: have a general responsibility to look after University facilities properly and to give due consideration to security issues. They must follow security procedures designed to protect University property, in particular regulations governing access to computer rooms or areas with other public use equipment.
Students must co-operate with requests from Security staff, especially with emergency or evacuation instructions and in relation to security procedures.
Students who are resident in halls should follow their halls of residence procedures (which include security instructions), issued to all student residents.
Advice and information on security issues for students is provided by the University Security Service in booklet form, at Fresher’s events, induction lectures and on the University Estate Support Service (ESS) website.
Visitors: (including conference delegates and event attendees) have a general responsibility to look after the University facilities whilst on campus and to give due consideration to security issues. In particular they must follow security procedures designed to protect University property. Visitors must follow instructions from their host, particularly in emergent situations.
Common Areas: security risks in common or public areas of buildings are the responsibility of the University as a whole but will be the devolved responsibility of the Security Service. However Heads of Schools/Services are asked to draw particular risks or issues to the attention of security staff, so that effective solutions can be proposed in conjunction with all interested parties.
Management Statistics for Security Services
The Security Service operates a computer Crime Pattern Analysis System (V-TAS) for the purpose of recording incidents that have occurred within the estate area. An incident report will be completed for all crimes, emergencies, and property incidents.
When a report is entered onto the database a reference number will be generated which will be used as a reference to that specific crime/incident. In addition, security incident reports have been issued to all schools for use in reporting incidents that has occurred in their respective areas or other areas of the estate. This information is collated in an electronic based reporting system.
The Database Reporting System
Sections contained within the database are as follows:
· Crime Reporting: all crime
· Emergency Reports: medical, fire, flood etc.
· Lost and found property: all lost and found property.
· Insecurity Reports: all alarm activations, open doors/windows etc.
· Non-specific incidents: any other occurrences.
· Parking offences: all parking violations.
Security Control Room
The Security Control Room, located in the Barras Building, is staffed twenty-four hours a day throughout the year. It provides a contact point for staff, students, visitors and other enquiries.
Persons seeking assistance or advice should in the first instance contact the Control Room by either:
· In an emergency from internal extension - 6666 (ask for security during normal working hours).
· Non-emergency matters ext. 6817.
The Control Room holds equipment capable of receiving intruder, fire, freezer, personal attack, boiler alarms, flood monitoring alarms and air conditioning systems throughout the University. Other equipment can also be monitored at the Security Control Room, but a charge may be applicable.
The Control Room Operator will control the University switchboard during the periods from 5.30 pm to 8.30 am weekdays and 24 hour cover over weekends and public holidays.
The Control Room is also the primary location for to management to control a major incident that may arise on or around University property.
Patrol
In addition to providing staff for the Control Room and Police Box functions security staff will be available, throughout the twenty four-hour period, for patrol duties and responding to incidents.
Security staff provide vehicular and mobile patrols throughout the campus and most University accommodation flats and periodic visits being made to other off campus University sites agreed by the Security Manager. These visits will be increased in the event of repeated incidents which warrant ongoing action. The frequency of patrols is carefully monitored, but for security reasons kept confidential
Security staff will at all times perform their duties in such a manner, which endeavours to ensure the personal safety of staff, students and visitors to the University.
Security of University Buildings
The security of University buildings and property, unless the Security Manager has agreed specific arrangements, including security installation and service costs, is the responsibility of the School/ Service. Head of Schools/ Services are responsible for the normal day to day security of their respective areas.
Security Staff have a responsibility to assist Schools/Services in monitoring the security of academic and other buildings on campus. This extends to crime prevention advice, checking on persons found in buildings, the monitoring of building alarm systems and CCTV where installed.
Security staff will take reasonable measures to ensure that any insecurity found on University buildings is rectified
Protection of Personal Property
The safeguard of personal property is primarily the responsibility of the owner.
Security staff will endeavour to reduce the incidents of crime occurring on University property by way of security technology, patrols, education and introduction of crime reduction initiatives.
Control of Vehicles on Campus
The Security Service is responsible for the administration and enforcement of the University car parking scheme and traffic management requirements within the campus precinct area.
Parking Charge Notices (PCN) are utilised to control the parking of vehicles and the prevention of other traffic offences. Where a PCN is issued the Security Manager has the discretion to rescind the PCN if mitigation is received.
Staff (and some students) apply for a permit through Estate Customer Services at a cost. This allows individuals the right to “hunt” for a designated car parking space. Once in a car parking bay staff must then pay and display for the time they intend staying parked.
Parking for contractors must be arranged through project managers in the first instance. Where contractors are called out on an emergency basis, a permit will be issued by security staff for the duration of their visit to the campus.
Response Times
Security staff will endeavour to respond to all emergencies within five minutes of receipt of the call or within agreed times identified in Service Level Agreements.
Other requests for assistance will be prioritised according to the degree of urgency afforded to it by the Control Room Operator and/or the Security Team Leader/Supervisor. An approximate time will be given to the caller to when a response is likely to be actioned.
Security staff will, where possible, inform the caller to the outcome of the incident.
Other Services
Security staff will also provide support in the following areas:-
· Personal safety / crime prevention presentations to both staff and students.
· The investigation of incidents, crimes and internal matters.
· Interviewing of students and staff regarding security matters.
· Submission of reports to the appropriate person in respect of (a) and (b) above.
· Advice on matters relating to crime and offences.
· Provide support on University Congregation days and agreed official events.
· Emergency and Business Continuity Plans
Security Service Emergency and Business Continuity Plans are detailed separately.
Complaints
All complaints, received by security personnel, will be brought to the attention of the Security Manager or his appointed Deputy as soon as practicable. It will be the responsibility of the Security Manager/Deputy to investigate all such complaints received. Complaints may be escalated to the Head of Customer Services if a satisfactory conclusion is not reached.
Services Charges
The levels of service charges, detailed in this document, are free to all members of the University. A charge will be made in respect of services provided above this Service Level Standard. Any such charges will be given in advance.