Security
- Purpose
- Scope
- Legislative Context
- Definitions
- Actions
- 1. Providing security services across University premises
- 2. Managing security infrastructure
- 3. Controlling access to buildings and areas within buildings
- 4. Managing security within Schools/Directorates
- 5. Managing events
- 6. Managing personal security
- 7. Managing behaviours of concern
- 8. Managing chemicals of security concern
- 9. Managing alcohol
- 10. Managing drugs
- 11. Controlling weapons
- 12. Managing security-related incidents and emergencies
- 13. Managing closed circuit television (CCTV) systems
- 14. Controlling vehicle traffic and parking on University premises
- Supporting Documents
- Responsibility
- Promulgation
- Implementation
- Records Management
This procedure sets out the operational responsibilities to support the implementation of the Security Policy.
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.
- Federation University Australia Act 2010
- Occupational Health and Safety Act 2004 (Victoria)
- Occupational Health and Safety Regulations 2017 (Victoria)
- Information Privacy Act 2000 (Victoria)
- Surveillance Devices Act 1999 (Victoria)
- Drugs, Poisons and Controlled Substances Act 1981 (Victoria)
Refer to the Security Policy.
ACTIVITY | RESPONSIBILITY | STEPS | |
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A. | Managing security across University premises | Manager - Health, Safety and Wellbeing |
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B. | Managing security patrols of University premises | Manager - Health, Safety and Wellbeing and Security personnel |
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C. | Conducting security patrols of University premises | Security personnel |
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ACTIVITY | RESPONSIBILITY | STEPS | |
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A. | Maintaining security infrastructure | Facilities Services in collaboration with key stakeholders |
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B. | Replacing or upgrading existing security infrastructure or installing new one | Facilities Services in collaboration with key stakeholders |
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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.
ACTIVITY | RESPONSIBILITY | STEPS | |
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A. | Obtaining an access card | All staff |
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B. | Obtaining access rights or keys additional to basic access rights | Relevant staff |
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C. | Granting/denying additional access rights or keys | Facilities Services |
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D. | Terminating access rights | All staff |
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E. | Returning access cards and keys | Relevant staff |
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F. | Reporting lost or stolen cards/keys | Relevant staff |
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ACTIVITY | RESPONSIBILITY | STEPS | |
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A. | Obtaining an access card | All students |
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B. | Obtaining access rights additional to basic access rights | Relevant students |
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C. | Granting/denying additional access rights | Facilities Services |
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D. | Terminating access rights | All students |
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E. | Reporting lost or stolen cards | Relevant students |
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ACTIVITY | RESPONSIBILITY | STEPS | |
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A. | Obtaining and returning access card and key(s) | Trade contractors |
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B. | Reporting lost or stolen cards/keys | Relevant contractors |
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ACTIVITY | RESPONSIBILITY | STEPS | |
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A. | Managing security within Schools/Directorates | Deans/Directors |
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B. | Assessing security risks | Manager - Health, Safety and Wellbeing |
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ACTIVITY | RESPONSIBILITY | STEPS | |
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A. | Planning for the security and safety aspects of a proposed event | Event Manager |
Consult with the Manager – Health, Safety and Wellbeing or the Security Supervisor at least 10 working days prior to the event. Complete an Event Management Form if required by the Manager – Health, Safety and Wellbeing or the Security Supervisor. |
ACTIVITY | RESPONSIBILITY | STEPS | |
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A. | Protecting yourself | All members of the University community |
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B. | Reporting threats to personal security (non-emergency) | All members of the University community |
*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 |
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D. | Advising on personal security | Manager - Health, Safety and Wellbeing |
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ACTIVITY | RESPONSIBILITY | STEPS | |
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A. | Reporting behaviours of concern (non-emergency) | All members of the University community |
or send details to: safercampuses@federation.edu.au) |
B. | Managing behaviours of concern | Manager - Health, Safety and Wellbeing in collaboration with the Safer Campuses team |
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ACTIVITY | RESPONSIBILITY | STEPS | |
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A. | Eliminating or minimising security risks associated with chemicals | Manager - Health, Safety and Wellbeing |
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B. | Eliminating or minimising security risks associated with chemicals | Relevant Deans/Directors |
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Refer to the Alcohol and Other Drugs Procedure
ACTIVITY | RESPONSIBILITY | STEPS | |
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A. | Reporting drug-related issues | All members of the University community |
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B. | Investigating and managing drug-related issues | Manager - Health, Safety and Wellbeing |
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Refer to the Weapons Guideline
ACTIVITY | RESPONSIBILITY | STEPS | |
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A. | Notifying of weapon-related issues | All members of the University community |
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B. | Controlling weapons on University premises or in University activities | Manager - Health, Safety and Wellbeing |
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Refer to the Incident and Emergency Management Procedure, Critical Incident Plan and relevant SOPs
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 | |
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A. | Administering the CCTV system | Manager - Health, Safety and Wellbeing |
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B. | Maintaining existing CCTV equipment | Facilities Services in collaboration with Manager - Health, Safety and Wellbeing |
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C. | Assessing the need for new or modified CCTV equipment | Manager - Health, Safety and Wellbeing in collaboration with Facilities Services and other relevant stakeholders |
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D. | Providing new, or modify existing, CCTV equipment | Facilities Services in collaboration with Manager, Risk Health and Safety |
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E. | Requesting access to CCTV recordings | Any person or organisation |
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F. | Managing access to CCTV recordings | Legal Department |
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G. | Managing the storage of CCTV recordings | Manager - Health, Safety and Wellbeing |
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H. | Submitting any query or complaint regarding the CCTV systems | Any person or organisation |
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Refer to the Parking Procedure.
- Security Policy
- Health and Safety Policy
- Health and Safety Management Procedure
- After-Hours Work/Study Procedure
- Family and Domestic Violence Policy and Procedure
- Parking Procedure
- Alcohol and Other Drugs Procedure
- Incident and Emergency Management Procedure
- Equal Opportunity and Valuing Diversity Policy
- Personal Security Guidelines
- Weapons Guideline
- Information Privacy Policy
- Academic Freedom and Freedom of Speech Policy 2021
Forms
- Event Management Form (DOCX 70.8kb)
- 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
The Security Procedure will be communicated throughout the University via:
- An Announcement Notice via FedNews and on the Policy Central’s Policy Library ‘Recently Approved Documents’ page to alert the University-wide community of the approved Procedure;
- UHSPC Agenda
- Forums
- Notification to Schools
- Staff meetings
The Security Procedure will be implemented throughout the University via:
- An Announcement Notice via FedNews and on the Policy Central’s Policy Library ‘Recently Approved Documents’ page to alert the University-wide community of the approved Procedure;
- School Business Managers’ meetings
- Staff meetings
- Training and Information sessions
- Specialized training for key stakeholders
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 - Health, Safety and Wellbeing | Destroy 7 years after action completed |
Violence Prevention Plan | The University’s approved security database | Manager - Health, Safety and Wellbeing | 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 - Health, Safety and Wellbeing | Erase after 31 days |
CCTV recordings downloaded in the context of an incident | Secure and backed-up physical storage | Manager - Health, Safety and Wellbeing | Destroy 7 years after administrative use has concluded |