Security

Security Procedure

Policy Code: CG1982

Purpose

This procedure sets out the operational responsibilities to support the implementation of the Security Policy

Scope

This procedure applies to:

  • all University premises;
  • all activities taking place on University premises, whether they are University activities or not; and
  • all members of the University community whilst planning, managing or engaging in any University activity, whether this activity takes place on University premises or not.  

It does not apply to:

  • premises managed or utilised by partner provider organisations, and
  • the security of University information, financial assets or reputation, or the management of emergencies and critical incidents as these matters are comprehensively covered by other relevant University policies and procedures. 

Legislative Context

  • Federation University Australia Act 2010
  • Occupational Health and Safety Act 2004 (Victoria)
  • Occupational Health and Safety Regulations 2007 (Victoria)
  • Information Privacy Act 2000 (Victoria)
  • Surveillance Devices Act 1999 (Victoria)
  • Drugs, Poisons and Controlled Substances Act 1981 (Victoria)

Definitions

Refer to the Security Policy

Actions

1. Providing security services across University premises

  ACTIVITY RESPONSIBILITY STEPS
A.          Managing security across University premises Manager - Risk, Health and Safety
  1. In consultation with key stakeholders, identify security services needed for the protection of people and property across all University premises
  2. Devise and implement appropriate security services within practical and financial constraints
B.          Managing security patrols of University premises Manager - Risk, Health and Safety and Security personnel
  1. Manage and supervise all aspects of the provision of security patrols on University premises
C.          Conducting security patrols of University premises Security personnel
  1. Conduct routine and ad hoc patrols of University premises in accordance with Standard Operating Procedures (SOPs)
  2. Establish a visible and competent security presence that provides direct assistance to the University community
  3. Secure premises after hours and, if required, assist authorised persons to gain access to University premises
  4. Monitor the presence after-hours of members of the University community on University premises, in accordance with the After-Hours Work/Study Procedure
  5. Deter and detect security threats and defend the University community and property from these threats, whilst protecting own safety
  6. Respond to incidents and emergencies in accordance with the Incident and Emergency Management Procedure and SOPs
  7. Provide first aid to any injured person
  8. Record and report all security incidents, activities and interactions with the University community
  9. Report instances of unserviceable security infrastructure
  10. Identify and report workplace hazards, damage to property.

2. Managing security infrastructure

  ACTIVITY RESPONSIBILITY STEPS
A.          Maintaining security infrastructure Facilities Services in collaboration with key stakeholders
  1. Upon identifying a need for maintenance of any security infrastructure, undertake the necessary works or engage suitably qualified contractors to undertake them.
B.          Replacing or upgrading existing security infrastructure or installing new one Facilities Services in collaboration with key stakeholders
  1. Upon identifying a need to replace or upgrade existing security infrastructure or to procure and install new security infrastructure, manage its acquisition and installation (subject to budgetary constraints).

3. Controlling access to buildings and areas within buildings

Access to University premises is only granted to persons with a legitimate reason to be present at specific locations.  Security personnel are entitled to request identification (e.g. staff or student card) from any person present on University premises.  They can request any person to leave premises if they have reasons to believe he/she has no legitimate reason to be present, and can seek assistance from Police to have that person removed if necessary. 

Access to buildings and areas within buildings is controlled by means of locks and keys and/or electronic access control systems, which are managed by Facilities Services.  Alarms have been fitted to detect unauthorised entry; their activation prompts an immediate response from Security Personnel. 

All members of the University community who have been granted access to buildings and areas within buildings are expected to contribute to the security of the University by securing areas when unattended, by not lending their card/keys to others, by not allowing unauthorised access, and by reporting suspicious behaviour. 

Access is managed differently for staff, students, trade contractors, and FedUni Living residents. 

Staff

  ACTIVITY RESPONSIBILITY STEPS
A.        Obtaining an access card All staff
  1. Obtain a Staff Card from Student Services or the Campus Library.  The staff card also acts as an access card, which will be activated on the employee's first pay day.  That activation grants basic access rights to limited buildings and areas of the relevant Campus. 
B.        Obtaining access rights or keys additional to basic access rights Relevant staff
  1. If additional access rights or keys are required, contact the Faculty/Directorate management, who will review the request and will issue a work request to Facilities Services, if appropriate. 
C.        Granting/denying additional access rights or keys Facilities Services
  1. Upon receiving a request, review, approve and grant/deny access rights or keys. 
D.        Terminating access rights All staff
  1. At the end of employment with the University, access rights will be automatically terminated. 
  2. Access rights may also be modified or terminated for other reasons (eg change in employment circumstances, safety.) 
E.          Returning access cards and keys Relevant staff
  1. On terminating your employment with the University, complete the Staff Exit Form and return staff card and any keys to Manager/Supervisor who must then forward them to Facilities Services
F.          Reporting lost or stolen cards/keys Relevant staff
  1. As soon as it becomes apparent, report any missing access card or a University key to Facilities Services. 

Students

  ACTIVITY RESPONSIBILITY STEPS
A. Obtaining an access card All students
  1. Obtain a Student Card from Student Services or the Campus Library.  The student card also acts as an access card, which grants basic access rights to limited buildings and areas of the relevant Campus. 
B. Obtaining access rights additional tobasic access rights Relevant students
  1. If additional access rights or keys are required, contact Faculty administration, who will review the request and will issue a work request to Facilities Services, if appropriate. 
C. Granting/denying additional access rights Facilities Services
  1. Upon receiving a request, review, approve and grant/deny access rights. 
D. Terminating access rights All students
  1. Access rights are automatically terminated at the end of each academic year. 
  2. Access rights may also be modified or terminated for other reasons (e.g. change in enrolment details, safety, etc.) 
E. Reporting lost or stolen cards Relevant students
  1. As soon as it becomes apparent, report any missing access card or a University key to Facilities Services. 

Trade Contractors

  ACTIVITY RESPONSIBILITY STEPS
A. Obtaining and returning access card and key(s) Trade contractors
  1. Upon signing in for a specific job at the Facilities Services office, receive the necessary card and key(s)
  2. Return them as instructed by Facilities Services
B. Reporting lost or stolen cards/keys Relevant contractors
  1. As soon as it becomes apparent, report any missing access card or a University key to Facilities Services. The contractor may be held responsible for any lock replacements required as a result. 

FedUni Living Residents

  ACTIVITY RESPONSIBILITY STEPS
A. Managing access control in University residences FedUni Living
  1. Manage all aspects of access control in University residences

4. Managing security within Faculties/Directorates

  ACTIVITY RESPONSIBILITY STEPS
A.        Managing security within Faculties/Directorates Executive Deans/Directors
  1. Devise and implement appropriate security measures for the specific circumstances and conditions encountered in the Faculty/Directorate
  2. Seek advice from the Manager - Risk, Health and Safety for any security issue that:
    • relates to the University-wide services offered by the Security department (e.g. patrols),
    • is covered in this procedure (e.g. events, behaviours of concern, drugs, weapons), or
    • requires the expertise of a professional security practitioner
B.        Assessing security risks Manager - Risk, Health and Safety
  1. On request or on own initiative, identify, assess and provide advice on controlling any security risk within Faculties/Directorates, in accordance with the Risk Management Framework and relevant Guidelines

5. Managing events

Refer to the Events Management Policy and Procedure (Draft). 

6. Managing personal security

  ACTIVITY RESPONSIBILITY STEPS
A.      Protecting yourself All members of the University community
  1. Take all reasonably practicable steps to prevent personal security or property from coming under threat, in accordance with the Personal Security Guidelines
B.      Reporting threats to personal security (non-emergency) All members of the University community
  1. On becoming aware of a threat to personal security* that could create a risk on University premises or in University activities, immediately contact Security on:
    • Ballarat campuses: 5327 6333
    • Gippsland campus: 5122 6662
    • Wimmera campus: 5382 0560

*Note: A threat to personal security may arise from an oral, written, gestural (eg throat-slashing gesture) or symbolic statement (eg drawing, image).  Its origins may come from criminal intent, students/clients/customers, occupational violence, or domestic/family/relationships situations.  It includes a threat of self-harm. 

C.      Requesting security escorts on University premises Members of the University community
  1. If requiring a security escort contact Security personnel at least 20 minutes in advance. Security Personnel will provide the escort as arranged
D.      Advising on personal security Manager - Risk, Health and Safety
  1. Develop Personal Security Guidelines and make them available to members of the University community
  2. Provide training and/or information sessions on personal security as required, e.g.:
    • preventing violence in the workplace
    • dealing with conflict and aggression in the workplace
    • domestic/family/relationships violence
    • personal and/or asset protection
  3. On having a threat to personal security reported, develop in consultation with the individual affected and relevant stakeholders a Violence Prevention Plan to eliminate or minimise risks
  4. Report circumstances to Safer Campuses Initiative Team, with approval of person concerned
  5. Assist the individual(s) and Faculty/Directorate concerned obtain and implement any risk control measure required (e.g. response protocols, alarms, etc.)
  6. Monitor the continued  implementation of the risk control measures

7. Managing behaviours of concern

  ACTIVITY RESPONSIBILITY STEPS
A.          Reporting behaviours of concern (non-emergency) All members of the University community
  1. If aware of a person whose behaviour causes a reasonable apprehension of harm including self-harm (behaviour of concern), immediately contact Security on:
    • Ballarat campuses: 5327 6333
    • Gippsland campus: 5122 6662
    • Wimmera campus: 5382 0560

or send details to: safercampuses@federation.edu.au)

B.      Managing behaviours of concern Manager - Risk, Health and Safety in collaboration with the Safer Campuses Initiative (SCI) team
  1. Coordinate a response that:
    • minimises risks;
    • complies with legislation, University policies and procedures, and the Safer Campuses Initiative guidelines;
    • respects individual rights

8. Managing chemicals of security concern

  ACTIVITY RESPONSIBILITY STEPS
A.          Eliminating or minimising security risks associated with chemicals Manager - Risk, Health and Safety
  1. Provide training for all relevant staff in the use, storage and handling of chemicals of security concern as required by the National Code of Practice for Chemicals of Security Concern
  2. Advise and assist relevant Faculties/Directorates in the proper management of chemicals of security concern
  3. Conduct audits of relevant areas in collaboration with the OHS Coordinator
B.      Eliminating or minimising security risks associated with chemicals Relevant Executive Deans/Directors
  1. Take appropriate action to eliminate or minimise risks where chemicals and equipment are available that could be misused for criminal purposes
  2. Appoint a University staff member within the relevant Faculty/Directorate to assume responsibility for the management of chemicals of security concern, in accordance with the Code of Practice
  3. Ensure purchase, storage, use and disposal of chemicals meet the Code of Practice requirements
  4. Ensure Faculty/Directorate staff contact the Manager - Risk, Health and Safety when work practices, storage requirements or quantities are changed

9. Managing alcohol

Refer to the Alcohol and Other Drugs Procedure  

10. Managing drugs

  ACTIVITY RESPONSIBILITY STEPS
A.    Reporting drug-related issues All members of the University community
  1. If aware of persons cultivating, manufacturing, possessing, trafficking or using drugs on University premises or in University activities, contact Security on:
    • Ballarat campuses: 5327 6333
    • Gippsland campus: 5122 6662
    • Wimmera campus: 5382 0560
B.    Investigating and managing drug-related issues Manager - Risk, Health and Safety
  1. Respond to reported drug-related issues on University premises or in University activities in collaboration with the relevant Faculty/Directorate

11. Controlling weapons

Refer to the Weapons Guideline

  ACTIVITY RESPONSIBILITY STEPS
A.          Notifying of weapon-related issues All members of the University community
  1. Notify the Manager - Risk, Health and Safety in advance if planning a University activity in which weapons, including imitation or replica weapons, may be manufactured, adapted, used or carried
  2. If aware of weapons, including imitation or replica weapons, not subject to prior written approval from the Manager - Risk, Health and Safety , immediately contact Security on:
    • Ballarat campuses: 5327 6333
    • Gippsland campus: 5122 6662
    • Wimmera campus: 5382 0560
B.      Controlling weapons on University premises or in University activities Manager - Risk, Health and Safety
  1. Monitor weapons on University premises or in University activities
  2. Specify the conditions under which weapons may be brought onto University premises or in University activities, e.g. armed security services or sporting activities.
  3. Specify the conditions under which imitation or replica weapons may be brought onto University premises or in University activities, e.g. drama productions or ceremonial purposes.
  4. Authorise in writing the manufacture, adaptation, use, storage or carriage of weapons, including imitation or replica weapons, where appropriate
  5. Respond to reports of unauthorised weapons on University premises or in University activities in accordance with the Incident and Emergency Management Procedure and the Critical Incident Plan

12. Managing security-related incidents and emergencies

Refer to the Incident and Emergency Management Procedure, Critical Incident Plan and relevant SOPs

13. Managing closed circuit television (CCTV) systems

Closed-circuit television systems contribute to the provision of a safe, secure and crime-free environment for all members of the University community.  Their objective is to assist in deterring and detecting crime, and in identifying perpetrators. 

  ACTIVITY RESPONSIBILITY STEPS
A.          Administering the CCTV system Manager - Risk, Health and Safety
  1. Administer the CCTV system on behalf of FedUni for the purpose of complying with legislation and reference material
B.      Maintaining existing CCTV equipment Facilities Services in collaboration with Manager - Risk, Health and Safety
  1. Manage the maintenance of existing equipment
  2. Develop and maintain an up-to-date register of CCTV equipment that includes as a minimum: location, technical details (eg brand, model, serial number, condition.), and installation date
C.      Assessing the need for new or modified CCTV equipment Manager - Risk, Health and Safety in collaboration with Facilities Services and other relevant stakeholders
  1. Assess the need for, and make recommendations on, new or modified CCTV equipment for existing, changed or new facilities, activities or occupancies. in accordance with applicable legislation and reference material
D.      Providing new, or modify existing, CCTV equipment Facilities Services in collaboration with Manager, Risk Health and Safety
  1. In accordance with the assessment process described above and within budgetary constraints, manage:
    • modifications to existing equipment, including upgrades
    • provision of new CCTV equipment
E.      Requesting access to CCTV recordings Any person or organisation
  1. Submit request to the Legal Department of Federation University Australia at legaloffice@federation.edu.au
F.      Managing access to CCTV recordings Legal Department
  1. Manage access to CCTV data strictly in accordance with privacy legislation and other applicable legislation and reference material
G.      Managing the storage of CCTV recordings Manager - Risk, Health and Safety
  1. Maintain a register and a copy of all recordings downloaded in a secure area in compliance with applicable legislation and reference material.  The register must include details of persons to whom a recording has been provided (e.g. Police)
  2. Manage all aspects of the secure storage of CCTV recordings and associated data in accordance with applicable legislation and reference material
H.      Submitting any query or complaint regarding the CCTV systems Any person or organisation
  1. Submit query or complaint regarding any FedUni CCTV system to the Legal Department of Federation University Australia at legaloffice@federation.edu.au

14. Controlling vehicle traffic and parking on University premises

Refer to the Traffic and Parking Procedure (Draft). 

Supporting Documents

Responsibility

  • The University Health and Safety Policy Committee (UHSPC) is responsible for monitoring the implementation, outcomes and scheduled review of this procedure
  • The Manager, Risk Health and Safety is responsible for maintaining the content of this procedure as delegated by the UHSPC

Promulgation

The Security Procedure will be communicated throughout the University via:

  1. An Announcement Notice via FedNews and on the FedUni Policy Central’s Policy Library ‘Recently Approved Documents’ page to alert the University-wide community of the approved Procedure;
  2. UHSPC Agenda
  3. Forums
  4. Notification to Faculties
  5. Staff meetings

Implementation

The Security Procedure will be implemented throughout the University via:

  1. An Announcement Notice via FedNews and on the FedUni Policy Central’s Policy Library ‘Recently Approved Documents’ page to alert the University-wide community of the approved Procedure;
  2. Faculty Business Managers’ meetings
  3. Staff meetings
  4. Training and Information sessions
  5. Specialized training for key stakeholders

Records Management

Document Title Location Responsible Officer Minimum Retention Period
Security contracts Legal Department University Counsel Destroy 7 years after contract expires
Records documenting issue of access cards, including registers Facilities Services Director – Facilities Services Destroy 7 years after administrative use has concluded

Records documenting:

-  property guarding

-  surveillance and patrol operations

Includes records of electronic security systems, security reports and rosters

The University’s approved security database Manager - Risk, Health and Safety Destroy 7 years after action completed
Violence Prevention Plan The University’s approved security database Manager - Risk, Health and Safety Destroy 7 years after administrative use has concluded
CCTV recordings not used in the context of an incident Secure and backed-up electronic storage Manager - Risk, Health and Safety Erase after 31 days
CCTV recordings downloaded in the context of an incident Secure and backed-up physical storage Manager - Risk, Health and Safety Destroy 7 years after administrative use has concluded