NEWCASTLE UNIVERSITY SECURITY POLICY

OVERVIEW

Newcastle University Campus is situated within the City Centre of Newcastle. The University comprises of 184 separate buildings with most set principally on an open campus with unrestricted pedestrian access. Because of their ease of access and potential expensive contents, buildings are attractive to both professional and opportunist thieves.

There are approximately 20,000 students and 4000 staff at the University plus numerous visitors who visit the campus daily. There are regular bus services plus and rail services from the surrounding areas. There are limited staff car parking facilities around the campus but no car parking for students (except disabled spaces and those given special dispensation).

Open access to University campus 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.

If left insecure or unattended, theft of personal possessions such as wallets, purses, handbags, laptops, mobile phones etc is a possibility. Theft of bicycles in the local area is prevalent. Incidents of burglary or theft of office equipment such as laptops, computer hard drives, flat screen monitors, laser printers, PDA’s etc occur occasionally. Campus community perception about personal safety (assault or aggressive behaviour), crime and security is seen as a general concern.

The University will therefore exercise campus wide security control, direction and will issue procedures, which will be widely published. Security is not intended to be a hindrance to academic activity but to be an essential ingredient 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 of the property. The University takes no responsibility for such 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 within or situated on University premises. The Security Service is responsible for the effective operation and enforcement of the Security Policy 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 StatementTo enhance the quality of life to the University community by providing a secure and safe environment through a professional 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.

Values We ascribe to the tenets of trust, respect and accountability in the performance of our

responsibilities. We set high standards, work with positive attitudes, assume responsibility, and are

accountable for our behaviours, decisions and actions. We value a shared commitment to success through cooperation, partnership and

team work. We encourage employee involvement and information sharing through clear and

open communication and objectively. We desire to foster an environment for active participation problem solving and development.

We believe in each of our responsibilities is essential to our overall mission. We believe that learning and advancing competences are essential as individuals and

to the service. We recognise that change is constant and must actively seek new ways to seek our

mission. We encourage innovation and the contribution of ideas to improve the service and the quality of the service.

We value the synergistic effects of collaboration that increases our understanding in making correct decisions.

Goals Strive to continually improve processes and services, looking for opportunities to

gain efficiencies and improvement to our services. Consult and communicate with stakeholders in time of any impending changes to

security arrangements and provide any training in the use of any security system. Communicate Security and Car Parking Policies to the university community and

any changes thereof. Develop procedures as part of Business Continuity and recovery plans to ensure that

university business can carried on following any disruption. Ensure that the confidentiality and private data is maintained at all times. Accept individual responsibility and accountability for our actions. Foster a culture based upon trust and mutual respect. Ensure that the service gives value for money at all times. Monitor our performance on an annual basis against that of previous years. Develop the skills and responsibilities of security staff to assist them in achieving

their full potential. Foster a sense of security and well being throughout the University community.

Challenges In endeavouring to achieve its objectives the service is faced with a number of ongoing operational challenges. The primary areas are as follows:

Ensuring the safety and welfare of staff, students and visitors. The incidence of reporting crime related incidents occurring on University property. The volume of traffic using university roads and the increased demand on car

parking. The unsocial behaviour of some staff, students and visitors. Budgetary constraints. Changing environment of the University

RESPONSIBILITIES

Responsibility for security rests with al 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 or any suspicious activity 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.

Head of Security 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.

Security Supervisor: 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: 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 personnel employed in the service.

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/ Head of 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 the activity but a number of specific responsibilities can be identified. (It is recognised that Heads of Schools and Heads of Services will wish to delegate responsibility for the routine involved in these tasks to a nominated individual in their School/Service but the overall responsibility for security matters will remain with the Head of School and Head of 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 in their school/service understand and exercise their security responsibilities, including the recommendation to displaying of University ID Smartcards, and have due regard to University property (see Sections below), in particular the security of IT equipment.

Liaise with security staff on any security matter.

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 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 emergency 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 into 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, housed in the Armstrong 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:-

a) b) c) In an emergency from internal extension - 6666 (ask for security during normal working hours).

d) Non emergency matters ext. 6817.

The Control Room holds equipment capable of receiving intruder, fire, 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.

Claremont Road Police Traffic Box

The Police Box is staffed by a security patrolman between the hours of 6.00 am - 7.00 pm throughout the year. Outside these hours, restrictions apply to vehicles through this entry point.

The role of the Security Patrolman at the Police Box is that of receiving, advising and directing visitors to the University and the control of vehicular traffic.

The importance of this function is recognised given that it is the first contact that many visitors to the campus will have with members of the University.

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 Head of Security. 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 Head of Security 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 has the 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 and Vehicular Use on Campus

The Security Service is responsible for the administration and enforcement of the University car parking scheme and traffic requirements within the campus precinct area. In furtherance of this, control of access to the precinct is exerted through the access barrier control system.

Parking violation tickets and wheel clamps are utilised to control the parking of vehicles and the prevention of other traffic offences.

Response Times

Security staff will endeavour to respond to all emergencies within five minutes of receipt of the call.

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. 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 attached as appendices A and B.

Complaints

All complaints, received by security personnel, will be brought to the attention of the Head of Security or his appointed Deputy as soon as practicable. It will be the responsibility of the Security Manager/Deputy to investigate all such complaints received.

Services Charges

The levels of service charges in this document are free to all members of the University. A charge will be made in respect of services provided above this level. Any such charges will be given in advance.

CRIME PREVENTION

Incident Reporting

It is the responsibility of all staff and students of the University to report all activity, suspected or real, of a criminal nature. Incident reporting is crucial to the identification of patterns of criminal 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 thus ensures that adequate resources are provided to combat that crime. Success in the University’s fight against crime is greatly enhanced by fast, efficient and detailed reporting.

Procedure: Reporting of Security Incidents

All incidents of a security nature should be reported in the first instance to Security Control Room on ext 6817 or 6666 in an emergency (24 hours).

All available information should be included - time, location, descriptions of persons involved, items missing, etc.

An Incident Report Form (available from the security staff or on the security website) should be completed as soon as possible after the event by the person reporting the incident and sent to the Head of Security at 1 Kensington Terrace.

The local Police should be informed in all cases of reported crimes of assault, indecency, fraud, theft (including car or cycle theft) and burglary. In case of doubt, advice on police involvement may be sought from the Head of Security. All police involvement on campus is to be notified to the Head of Security to enable effective University management of any subsequent actions on University premises.

This reporting procedure should be followed 24 hours per day.

Crime Investigation

All crimes that occur on University premises will be investigated appropriately to prevent re-occurrence and aid crime prevention. The Head of Security or any member of the Security staff as appropriate 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.

ACCESS CONTROL

University Cards

Card controlled barriers/doors are an effective method of preventing unauthorised access and our security strategy moves towards expansion of access control systems throughout the University. All staff and students are issued with a University Smartcard which is used as an identity card, a student registration card, Library member card and access control card for certain areas. These ID cards should be regarded in security terms as the same as a key. Cardholders must safeguard their ID card and report any loss to Security staff on extension 6817 as soon as possible, so that card access can be cancelled. University ID Cards are not transferable and holders must not loan their card to other persons for means of access or any other purpose. Disciplinary action may be taken if a crime results from misuse of University ID cards.

It is recommended that ID cards are displayed whilst on University premises.

All staff and students are required to show their University ID card to security staff on request. Failure to do so may result in an immediate request to leave University premises, if a person’s identity cannot be confirmed.

New and replacement ID cards are issued at the Robinson library main reception desk. A charge is incurred for replacement ID cards.

Functions/Meetings/Events

Schools and Services must inform the Security Office (security.control@ncl.ac.uk) giving three days notice (preferably seven days for ‘out of hours’ events), of any meetings, events and functions where non-University persons are attending and which are to be held in any University building. The following information is to be sent via the e-mail :

Date and timings of Function/Meeting/Event Location, to include room numbers Name and department of host member of staff attending with contact telephone

number Numbers of persons attending (any special needs inc’ disabled access) Details of name badge issue Car Parking arrangements (not guaranteed)

Procedure: Smartcard ID Card Issuance Major Functions

For major functions with more than 30 persons attending. Schools and Services are responsible for arranging adequate reception and security of the area. (This will generally not apply to public lectures.)

Security should be contacted by all organisers of major functions for advice to

ensure best security practice.

Campus Opening Times

Monday to Friday - University buildings are open for teaching and related activities from 08.00 hours. Teaching buildings are generally closed at 1700 hours after teaching, times of which vary in each building. Most buildings have automated access control, which allows access for staff and postgraduate students. Access to buildings outside normal opening times may be available for staff and postgraduate students (see below ‘out of hours access’).

Weekends - Unless opening is specifically arranged for an event (see above); University buildings are closed for general use on Saturdays (except Library and some a Computing facilitates). On Sundays and public holidays, as defined in the University Calendar, all campus buildings are closed except designated computing facilities (although at certain times of the year the Robinson Library opens on a Sunday).

Procedure: Out of Hours Access

Staff who require access to work in their office late in to the night, should advise their Head of School/Service.Staff should note that out of hours access is for individual use. It does not allow for

guests or for student tutorial groups etc unless authorised by Head of School/Services. (See University H&S website for “out of hours” working procedures.

Control of Locks, Keys and Access Control Cards

The University operates a suited key system (the ‘Best’ key system), which allows various levels of access (an ‘operator key’ for one room, to a ‘master key’ for a building). No other make of lock or key should be installed on University premises without the authority of the Estates Support Service or Security Service. Any door, which requires a combination or digital lock fitted (for high usage), must also have a ‘Best’ key override fitted. Operator keys or sub master keys may be issued to Schools/Services for local use and issue to individual staff. School/Service administrators should keep a record of all keys issued locally and ensure that staff return keys when they move offices or leave the University’s employment. It is the responsibility of all individuals who are issued keys or ID cards to ensure their safe keeping at all times and report any loss immediately to School/Service Administrator or Security staff if outside normal business hours.

Where additional access control on the University system is required, Schools/Services should discuss their needs with the Head of Security so that usage analysis and installation costs can be assessed. Installation and maintenance costs of access control fitted for School/Services use need to be met by the requesters. Security Services will provide support and details of installation and annual maintenance costs in advance.

Procedure: Request for Locks & Keys

Staff All applications for new cores or keys should be made to the University Estate

Support Service.

All issues will be subject to satisfactory fulfilment of criteria to ensure need, use and availability.

Temporary issue of keys for a limited time access (one day or less) may be arranged

with Security staff.

Contractors Keys and University Smartcards can, in certain circumstances, be issued to contract

staff. Contractors access to University buildings will be strictly controlled by the ESS Project Manager and/or Security staff according to agreed access control procedures.

General All losses of keys must be reported immediately to the School/ Service Head of

Administration or Security staff.

Persons leaving the University or transferring to another School or Service are to return their key direct to their School/Service Administrator or to security staff. They should not pass it directly to their replacement.

Loss of external door keys or staff Smartcards must be reported immediately to Security staff.

Where building refurbishment is carried out, the cost of new locks and keys should be included in overall project costs, otherwise the costs of replacement or additional

locks and keys will be recharged to the School/Service.

Replacement keys will only be issued after an investigation of the loss. The cost of replacement will be charged to the School/ Service or individual concerned.

All requests for master or sub-master keys are to be made directly to the Heads of Security. Any loss of master or sub-master keys will be the subject of an inquiry, with all resultant costs for replacement of locks and keys borne by the School or Service concerned. Loss of keys may also lead to disciplinary measures should negligence be proved.

ASSET PROTECTION: EQUIPMENT/ DOCUMENTATION

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.

Security of IT and AV Equipment

For guidance make reference to the Computer Equipment Security Good Practice Guidelines available on the Finance webpage - .

A security risk analysis may be conducted by Security staff with any resultant report or recommendations to improve security made to the Head of School/Service.

Computers should always be password protected and/or 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 Computing Services website

Security Hardware

All requests for installations of locks, CCTV, intruder alarm or access control will be subject to a risk analysis. Such equipment is not to be purchased and/or installed (or removed) without prior consultation with the Head of Security Services who will advise on approved installers and security response. Where CCTV is installed, the requirements of the Data Protection Act must be followed.

The installation and maintenance costs of intruder alarms, access control or other security systems in communal areas, will be met by the Security Services. The installation & maintenance costs of intruder alarms or other systems installed in School or Service areas must be met by the School or Service. A guide to the annual maintenance and call-out repair costs can be provided in advance of installation if required.

Other Valuable University Property

All other valuable University property, such as that used for Graduation ceremonies, historic documents etc will be secured at all times (whilst not in use). Security staff will ensure all practical precautions are taken to secure valuable University property whilst in use or on display.

Insurance Cover

The replacement cost of University property stolen through burglary may be claimed from the University’s Insurers but only where forced entry to the premises is proven.

For example, property left in unlocked drawers, or within an insecure/unlocked or un-alarmed area may not be covered by the insurance policy. The insurance policy also has a built in excess of £50,000 (subject to change). School/Services are therefore advised to ensure that all valuable items are physically protected as described above.

SECURITY AND THE INDIVIDUAL

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.

Procedure: Office Security

General Awareness:

University ID cards should be carried or worn by staff at all times on University premises.

Students and staff should be aware of the ‘6666’ emergency telephone line (24hour) for gaining assistance & reporting incidents.

Any suspicious behaviour should be reported by telephone to Security on ext 6817.

Students and Staff working ‘out of hours’ should be made aware and follow School/ Service ‘out of hours’ University H&S Policy.

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 file cupboards- desk drawers- 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 all windows are closed and secured, as appropriate.

Ground floor curtains and blinds are closed with any items on windowsills, which hinder closure, removed and lights turned off.

Intruder alarms (where installed) are set.

PCs are switched off or password protected when not in use to prevent unauthorised access to information.

Personal Security

Whilst it is the responsibility of the Security staff 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 security. Further information on personal security can be obtained from security reception desks and also on the University Security web page.

Moving between University buildings - students and staff should make themselves aware of their surroundings and of other people when walking between 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 buildings so that Estate Support Service can take remedial action where appropriate.

Suspicious behaviour - If suspicious or criminal activity is noticed, notify or get a colleague to notify Security on ext 6666. Then if you feel able, question the individual(s) in a customer friendly and positive manner. Security staff will direct security response to the area as a matter of urgency, and if appropriate, ensure the City Police are contacted.

Only Security staff may attempt to detain but are not to use force in any way. If the individual(s) become argumentative and/or aggressive, staff are to back-off from the situation and either follow the person at a discreet distance, until off University premises (they are not to be pursued in any way once off University premises) or wait in or around the area until the City Police arrive to affect an arrest. Security staff, if appropriate, 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.

Threatening or abusive behaviour - Stay calm; avoid raising your voice and aggressive body language such as finger pointing/wagging. Call for assistance from colleagues and/or the Security staff.

Drugs and Illegal Substances

All suspicions of handling or using of controlled or illegal substances should be reported to the Head of Security, in the first instance, so that appropriate investigation and consultation with University authorities may take place. Schools and Services which hold substances that might constitute a security or safety risk should contact the Head of Security, when appropriate, for advice on best practice. See also Human Resources web site for details of the University’s Alcohol & Drugs Policy.

Terrorism and ExtremismIt is an unfortunate fact of life today that we are at continual risk from terrorist attacks and also from the activities of extremist groups who may try to recruit new members. It is the responsibility of all students and staff to be alert to the possibility of terrorist activity and also to the appearance of any extremist groups. Good security and normal crime prevention measures are the key to defeating terrorism and you are urged to contact Security if you notice anything suspicious. You can also call the police Anti-Terrorist Hotline on 0800 789 321. Students particularly should be cautious of any groups who might appear to offer comradeship and support but who preach radical and extremist doctrines which encourage violence and race hate crimes. Such groups should be reported immediately to Security.

Property - Lost and Found

Lost Property

In the event that a report is received regarding the loss of any property, details of the loser, together with a description of the property and any other pertinent details are to be recorded in the Lost and Found Property Register (LFPR) at the Security Control Centre. In addition, the loser is to be advised to report details to Northumbria Police.

Found Property

There are two categories of found property. The first category of found property is where the loser of the property can be specifically identified from the property as a member of staff or student at the University (Identifiable Property). The second category of found property is where there is no indication from the property as to who the loser may be (Unidentifiable Property). The procedures to be followed are outlined below:

Identifiable Property

The Officer dealing with receipt of the property will:

Record details of the finder, identity of the loser, general description of the property and Serial Numbers of any bank notes.

The Officer dealing will contact the loser, by email where possible, and advise that the property has been received. In the event that no email address is available, all other avenues will be explored in order to notify the loser.

The loser will be advised that the property will be held at the Security Control Centre, Armstrong Building, for a maximum period of 30 days after which time it will be handed to Market Street Police Station. The exception to this is the University Smartcard which will be returned to the issuer, the Robinson Library, after 7 days.

The loser is also to be advised that they may only retrieve their property on production of identification.

Unidentifiable Property

Unidentified found property should be handed to the police at Market Street Police Station. When property is handed in, the date/time, finder’s name, and contact details will be recorded. If the property is not returned to the owner or left unclaimed for more than 3 months, the finder may then claim the property. (This does not apply to personalised items, financial property, bank cards etc.)

Claiming Property

When a loser claims property, full details will be required. For example, a full description of the item and for certain items, proof of ownership may be requested.

Students in Residence

All students in residence should ensure that all their personal property for use at the University is security marked and/or labelled and that they have adequate insurance cover during their period at the University. The University is not liable for losses incurred by students, including through criminal activity, whilst in residence. Ultra violet marker pens are available on request from security staff, Armstrong Building.

VEHICLE PARKING

Car Parking

The Security Service is responsible for the administration and enforcement of the University car parking scheme and traffic requirements within the campus area. In furtherance of this, control of access to the precinct is exerted through the access barrier control system.

Enforcement

Parking violation stickers and wheel clamps are utilised to control the parking of vehicles and the prevention of other traffic offences.

Disabled Drivers

Staff or Students who are registered disabled may be allocated a parking space. This may be for a full academic year, one term or a space on certain days when needed. Staff or students who have a temporary disability (health related problems may be considered for a parking space if available, on the recommendation of the University Disability Officer or the Head of Occupational Health.

Visitors

Visitors are those persons visiting staff in the University on an ad hoc basis, on University business, or if organising events, conferences etc. (It does not include regular 'Visiting Lecturers'.) To book a space for a visitor- e-mail to security.control@ncl.ac.uk.

Standard Permit Holders

There is limited parking within the University and occupation of a parking space is on a first come first served basis for standard permit holders.

Reserved Permit Holders

Reserved permit holders are allocated a specific parking bay and it is for their use. However, in the absence of the reserved permit holder the parking bay can be allocated, on a temporary basis, to a member of staff of his or her choice.

Vehicles and their contents are left on University property at the owner’s risk. The University accepts no responsibility for theft or damage to vehicles on its premises.

Cycle Parking

Cycle racks are available at the main campus with some covered by CCTV cameras. There are also a limited number of cycle lockers available, located at Merz Court and the Medic School. Cycles must not be secured to railings or disabled ramps at any time. Cyclists are strongly advised to ensure the security of their cycle by the use of strong chains and or clamps, which fix the front wheel to the rear and then to the rack. It is also recommended that all cycles brought onto campus are insured and security engraved with the University’s post- code (security staff will advise).

USE OF CLOSED CIRCUIT TELEVISION (CCTV)

Reasons For Use

The use of Closed Circuit Television (CCTV) has been recognised as a powerful 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 and adjacent streets. It is installed inside and outside buildings, with the objective of assisting 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 any public safety issues

To comply with the Data Protection Act (1998), (DPA) signs will be placed around the University premises to inform anyone entering the premises that CCTV with recording is in use.

Locations

The main University CCTV system consists of both internal and externally located overt cameras with digital recording based in the Security Control Centre, Armstrong Building. A small number of buildings have there own independent CCTV system installed but are controlled locally.

The operation of these local systems must comply with the DPA

CCTV Operating Procedures

These have been drawn up to ensure that concerns over integrity, confidentiality and ethics are not compromised. It is intended that the information obtained from CCTV or consequence recordings will give public confidence, that the rights of individuals are being fully protected and the requirements of DPA are complied with.

Access to the CCTV monitoring and recording systems is strictly controlled and is limited to duty security staff or authorised management. The Security team have been instructed to not allow access or respond to requests to view CCTV recordings unless with the permission of Head of Security and that the provisions of the DPA apply.

Police

In general, the Police should not require access to (nor be allowed access to) University CCTV system except under the following circumstances:

Emergencies or investigation of serious incidents Identification of offenders Liaison and training purposes, by prior arrangement with the Head of Security At the request of management and authorised by the Head of Security

Requests by Police to remove CCTV recordings must comply with the DPA and be registered accordingly.

Recorded images

Images will be kept securely for a period of 4 weeks (this can be reduced or increased dependant of the recording on a specific camera). Any requests to view a recorded image will be at the discretion of the Head of Security (In accordance with Data Protection Act 1998).

Covert CCTV

This will not generally be used within the University but may be used in exceptional circumstances to assist in the detection of crime or apprehension of offenders. Before use, permission to use covert CCTV will be obtained from a senior manager(s) and will be sited only for a time specific and necessary for the operation. Recordings from covert CCTV will be treated in the same confidential manner as above and will be made available for viewing to anyone consequently recorded, in line with the Data Protection Act (DPA).

Staff Training

The Security Section is committed to training and personal development opportunities for all new and permanent members of staff. The aims of training within the section are:

To improve the effectiveness of the section and to ensure that all personnel are trained to a standard, which will allow them to assist the section achieve its objectives.

To develop the skills and responsibilities of individuals to assist them in achieving their full potential.

Training opportunities are non-discriminatory and, where appropriate, are designed to meet nationally recognised standards. There are currently three main types of training as a natural progression towards achieving the objectives of the section:

General Induction Training

As with all employees new to the University, the Staff Development Unit provides induction training. The purpose of such training is to provide information likely to be of general interest which may assist individuals in understanding their role within the University.

Probationary Training

Security staff are expected to successfully complete a probationary period of employment. During this period which will involve their assimilation and completion of certain tasks essential to their employment. The training will be regularly monitored and supervised as appropriate. A written record of such training is maintained in the form of a probationary training checklist/booklet and progress interviews.

Continuation Training

This training may involve practical workplace training, internal and external courses. It may be utilised to enhance existing skills, knowledge and performance; and also to re-train in the event of new technology, practices or procedures being introduced. Additionally, it may also be used to ensure compliance with any statutory regulations.

The Section Training Officer is responsible to the Head of Security for:

Production of annual training plans, following consultation with each individual

team member and, where necessary, their supervisor. Production and upkeep of section training records.Liaison with the Training Officer at the University's Staff Development Unit.

George WestwaterHead of Security