3 Policy Statement 4 Responsibilities 4 Contacts 8

The UNIVERSITY of ESSEX, ESTATE MANAGEMENT SECTION
SECURITY POLICY & PROCEDURES-Jan 2017
THE UNIVERSITY OF ESSEX, ESTATE MANAGEMENT SECTION

SECURITY POLICY AND PROCEDURES
SOUTHEND CAMPUS
INDEX PAGE
NUMBER
Introduction 3
Policy Statement 4
Responsibilities 4
Contacts 8
SECTION 1 SECURITY AND CRIME PREVENTION 9
SECTION 2 ACCESS CONTROL 11
SECTION 3 ASSET PROTECTION: EQUIPMENT &

DOCUMENTATION 15
SECTION 4 SECURITY & THE INDIVIDUAL 18
SECTION 5 USE OF CLOSED CIRCUIT TELEVISION
(CCTV) 21
SECTION 6 RISK ANALYSIS 22
Review Date: December 2017

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This Policy is the property of The University of Essex and should not be published,
distributed or copied without written permission of the Director of Estate Management, The
University of Essex, Wivenhoe Park, Colchester, Essex, CO3 4SQ. Tel: 01206 873411.
Any amendments or suggested alterations should be sent to the Security Manager, The
University of Essex, Wivenhoe Park, Colchester, Essex, CO3 4SQ. Tel: 01206 872361.
Paul Humphreys
Security Manager
AUTHORISED AMENDMENTS:
DATE AMENDMENT AMENDMENT DETAIL PAGE

NUMBER NUMBER
04 July 17 1 Safeguarding 22
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INTRODUCTION
The University of Essex comprises of three campuses situated across Essex. The original
campus in Colchester, the Hatfield’s, Roding House and Unit 4 site in Loughton and the
Southend campus in the centre of Southend-on-Sea.
This Policy deals solely with the campus in Southend- on - Sea
The University of Essex in Southend comprises of three purpose built buildings, The
Gateway Building, University Square which is student accommodation and The Forum. The
fourth building is a Grade 2 listed building which has been converted to house the Clifftown Theatre
& Studios
The Gateway Building and The Forum are situated in the centre of Southend just off the main
High Street and adjacent to Southend Central Station. University Square consist of 7 purpose
built student accommodation blocks and is located on the London Road (A13) a five minute
walk from the Gateway Building.
Clifftown Studios are a Grade 2 listed building converted into a Theatre and rehearsal studio,
located in the former Clifftown Reformed Church situated on Nelson Street.
Access to the University buildings and property is controlled by the FM Provider by way of
staff, student, visitor, BIC tenants and contractor identification cards and access control.
These control measures help to ensure that the University is a safe environment for students
to study and our staff to work in.
Personal property such as laptops, phones, handbags etc left insecure or unattended will
attract the opportunist thief. Cycle theft is a permanent threat in an urban environment.
Incidents of burglary or theft from offices or office equipment such as laptops, computer hard
drives, screens, printers etc happens very rarely. The campus community’s perception about
theft in general is very lapse.
The University will therefore exercise campus wide security control and direction, and will
issue procedures which will be widely communicated. Security is not intended to be a
hindrance to academic activity but to be an essential ingredient for the smooth operation of
all departments, particularly when financial constraints mean that stolen equipment might not
be replaced immediately.
Responsibility for personal property in, offices and accommodation or left in the grounds
remains with the owner or occupant. The security team will aim to provide a security
presence across campus at all times, but the University takes no responsibility for such
property on the premises.
Advice and information on security issues for staff and students is provided by the
University’s Security Manager or the FM Provider.
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This Security Policy aims to formalise a cohesive and integrated approach to security
throughout the campus.
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 FM manager and Security Team are responsible for the effective operation and
enforcement of the Security Policy and procedures. Responsibility for security and personal
safety rests with all persons who study, work or reside in, or who visit the University campus.
All students, members of staff, visitors, BIC tenants and contractors are expected to assist the
Security Team to ensure the success of the Policy. Security and personal safety is everyone’s
responsibility and cannot be left solely as a matter for the Security Team or the Police. 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.
In addition to the possibility of crime and other disciplinary incidents on campus, the
University has published Regulations Relating to Conduct which all staff and students should
read. This statement outlines the University’s views on acceptable behaviour and can be
found at:
Students: http://www.essex.ac.uk/about/governance/documents/regulations/code-student-
conduct.pdf
Staff: http://www.essex.ac.uk/hr/policies/professional-conduct-of-staff.aspx
RESPONSIBILITIES
Responsibility for security rests with all students, staff (including contractors), BIC tenants
and visitors to the University. Everyone should report all activity, suspected or real, of a
criminal nature, unacceptable behaviour, or any suspicious activity immediately to the
security team. Within this overall responsibility some particular elements are defined as
follows:
a. Senior Management Team: The senior management team of the University

should ensure that support and resources are available to staff for the
implementation of the Security Policy, in consideration with other high priority
needs for resources. Where appropriate, specific training to achieve acceptable
standards of operation should be supported and properly resourced.
b. Director Estates Management and Campus Services: Overall development

and planning of security strategy, policies and procedures. Make a case for
resources based on the highest priorities of H&S and legislative compliance.
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c. FM Manager UoE (Southend): Development and implementation of security

strategy, policies and procedures with particular reference to health & safety and
the monitoring of their effectiveness and efficiency.
d. FM PROVIDER / Security Team: 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 serious crime or confidential breaches in security; provision of expert and
impartial advice; emergency management and liaison with police, emergency
services and local authorities; risk management, analysis and implementation of
security solutions; provision of security hardware including keys, locks, safes,
access control, CCTV, intruder alarm installations; maintenance of good order on
campus. Manage allocated Security budgets to ensure best value for money.
e. FM PROVIDER / Security Manager: Delivery of an effective and cost effective

security service; day-to –day organisation and supervision of security staff as
defined in the Security Assignment Instructions (SAI’s); maintenance of good
order on campus.
f. FM PROVIDER / Security Staff: Security duties as defined in the (SAI’s),

including patrolling of all areas, crime prevention and access control; maintenance
of good order on campus, and enhance the perception of a safe environment.
g. Heads of Departments (HoD), Campus Manager and Commercial Property

Surveyor, have a vital role in promoting security alongside safety, within their
area. The actual responsibilities will vary according to the location of the
department and the nature of the activity but a number of specific responsibilities
can be identified. It is recognised that the HoD, Campus Manager and
Commercial Property Surveyor may wish to delegate responsibility for the routine
involved in these tasks to a nominated individuals in their departments, but overall
responsibility for security matters will remain with those HoD and Managers.
i. Ensure their staff have access to and are familiar with the Security
Policy, paying particular attention to those issues which are
especially relevant to the activity of their department.
ii. Ensure that all members of staff, students and Tenants in their
department understand and exercise their security responsibilities;
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including the displaying of identification cards (ID) where

appropriate, or be prepared to produce their ID whilst on campus,
and have due regard to University property, in particular the
security of equipment.
iii. Liaise with the FM provider Contract Manager on any security

matter and attend security co-ordination meetings if required.
iv. Undertake a security risk analysis (see section 6) of their

department areas and operations, in liaison with the Security
Manager and acting to remove or reduce as far as possible, any
security risks; maintain equipment inventories.
v. Control access to their departmental areas by taking responsibility

for the access to their department and by authorising staff to have
appropriate access as required.
vi. Ensure that their departmental staff, return their University ID and
any issued keys or electronic passes for disposal on their last day of
work. FM PROVIDER must be informed so electronic passes can
be removed from the system.
vii. Notify the FM provider Contract Manager of any potential security

risk (including the purchase of expensive equipment), who will
advise on any additional security or protection and investigate any
crime or incident.
viii. Common Areas: Security risks in common or public areas of

buildings are the responsibility of the University. However HoD
and department Managers are asked to draw particular risks or
issues to the attention of the FM provider Contract Manager, so
that effective solutions can be proposed in conjunction with all
interested parties.
h. All Staff including all those with a contract of work, including

research staff, visiting lecturers. PG students and anyone
employed as a 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 co-
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operate with reasonable requests from the FM Provider Contract
Manager, especially with emergency or evacuation instructions
and in relation to security procedures.
i. All Students have a 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 laboratories. Students must co-operate with requests
from the FM
Provider Contract Manager, especially with emergency or

evacuation instructions and in relation to security procedures.
j. All Visitors and Conference delegates and event attendees have

a responsibility to look after University facilities properly 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 the FM Provider
Contract Manager or from their host department, particularly in
emergency situations.
i. All Visitors are the responsibility of their host.
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CHRIS Digitally signed by Chris Oldham
OLDHAM
Chris Oldham
Director of Estate Management & Campus Services
The University of Essex
January 2017
PAUL Digitally signed by Paul Humphreys
HUMPHREYS
Paul Humphreys
Security Manager
The University of Essex
January 2017
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Contact Details and Reference Information
Location Times Telephone Ext Email

SECURITY Gateway 06:00 – 07825382273 southsec@essex.ac.uk
Building 22:00 / 8208
SECURITY University 24/7 07827988085 unisqsec@essex.ac.uk
Square
GB Southend 0800 – 07432 515865 fmhelpdesk@essex.ac.uk
Supervisor 1700 Mon
- Fri
Forum Southend 24/7 8214 fmhelpdesk@essex.ac.uk
Supervisor
FM Account Southend Office 07484050981 Richard.stephenson@interserve.com
Manager Hours
SECURITY Forum 24/7 07572 266746 forumsec@esses.ac.uk
Other useful web sites:
http://www.immobilise.com – register your property

http://www.crimereduction.gov.uk – Home Office crime reduction advice
http://www.crimestoppers-uk.org/ - report a crime or suspicious activities
http://www.mi5.gov.uk/ - advice on counter terrorism
http://www.preparingforemergencies.gov.uk/ - preparing for emergencies.
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SECTION 1 – SECURITY AND CRIME PREVENTION

1.1.1 Security Awareness
Proactive crime prevention and security awareness will help to ensure a safe, secure
environment, enabling work and study to continue with the minimum amount of
disruption. Staff and students should make every effort to counter the threat of crime.
1.1.2 Procedure: Crime Prevention and Security Awareness
 All suspicious activity should be immediately reported to the Security Team in

the Gateway Building or either receptions in University Square or The Forum.
Clifftown Studios should contact the Security Team at the Gateway Building.
 Personal valuables should be locked away, placed out of sight or kept on the
person (coin operated and designated lockers are available). Valuables should
not be left on view in vehicles, close to windows in accommodation or in
corridors. Personal property should never be left unattended, including laptops
etc in the Library or study areas.
 Offices must be locked upon leaving. Windows in accommodation should be

closed and locked (where locks are fitted) when leaving.
 Laptops should not be left unattended and must be locked out of sight when
not in use. In open areas and computer laboratories, laptops should be secured
to the desk (with a steel enclosure or security cable).
 All incidents of crime on the University, real and suspected, must be reported
to the Security Team in the Gateway Building or either receptions in
University Square or The Forum.
 The Security Team will patrol all University grounds and buildings (internal &
external), to aid in the identification of security risks, monitor public safety
and act as a deterrent against crime as part of their security duties.
1.2.1 Incident Reporting
It is the responsibility of all staff and students to report all suspected activity of a
criminal nature, suspicious and/ or unacceptable behaviour. Incident reporting is
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crucial, to the identification of criminal patterns and 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 ensures that adequate resources are provided to combat that crime.
1.2.2 Procedure: Reporting of Security Incidents
 All incidents of a security nature should be reported in the first instance

to the security team located in the Gateway Building, The Forum or
University Square. In an emergency call on ext 8208. University Square
is staffed 24hrs a day, 365 days a year.
 All available information should be included- time, location, persons

involved, description, vehicle details, items missing etc.
 An Incident Report Form should be completed by the Security Team as

soon as possible after the incident.
 The local Police should be informed by the Security Team, in all cases of
reported crimes of assault, indecency, fraud, theft (including car or cycle)
and burglary. In cases of doubt, advice on Police involvement on campus
may be sought from the Contract Manager. All Police involvement on
campus is to be notified to the Security Manager at Colchester, to enable
effective University management of any subsequent actions on
University premises.
 The local Police can be contacted via Security using the Town Link radio
network.
 If an individual wishes to report a crime but remain anonymous, they can

do so by using the “Crimestoppers” line on 0800 555 111.
 Emergencies – All serious crime or other major incidents must be managed in

accordance with the University’s Crisis Management Plan, which is published
separately. In the first instance, any serious crime or incident must be reported
to the FM Provider; Security Supervisor or Senior duty security officer in the
Gateway Building, The Forum or reception in University Square who will then
act in accordance with Security Assignment Instructions (SAIs), so the
incident is managed appropriately.
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1.2 Crime Investigation
All crimes that occur on University premises will be investigated appropriately to

prevent re-occurrence and aid in crime prevention. The FM provider Contract Manager,
Security Supervisors and Security Staff 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.
Staff or students alleged to be involved in any crime on campus or crime affecting the
University community, may be suspended and or banned from entering the University
premises pending investigation and /or disciplinary action.
SECTION 2 – ACCESS CONTROL
2.1.1 University Identification Cards
The University Campus Southend issues Identification Cards for all staff, visitors,
BIC tenants and contractors. These must be carried at all times for identification
purposes. Security Staff, have the authority to request all persons within University
property to produce their identification. All Security Staff carry photographed ID
cards with details of this power on them.
2.1.2 All departments who invite visitors or contractors onto University property must
confirm that persons are genuine and have a valid reason to be on campus. They must
also take full responsibility for their actions whilst on University property.
2.1.3 All students are required to show their Student Card to security or other authorised
staff on request. Failure to do so may result in a request to leave the University
premises immediately if the person’s identity cannot be confirmed.
2.2.1 Keypad Entry Control
A number of departments and rooms have Keypad or swipe card entry control
systems in place. The FM Provider is to ensure that the codes for these buildings and
rooms under their responsibility are changed at the start of each academic year or after
any security breach or issue. They are also responsible for the security and
distribution of the codes and issue of the swipe cards.
2.2.2 Events open to attendance by non-University persons:
All departments are advised to use Events Essex to assist them with the organisation
of such events.
Events Essex or Departments and students (if not using Events Essex) must inform
the FM Provide Contract Manager, giving three days’ notice (preferably five days’
notice for out of hour’s events), of any meetings, events and functions where non-
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University persons are attending and which are to be held in University premises. The
following information is to be sent via email to the Security Manager. Any
amendments to the booking should be given with as much notice as possible
 Date and timings of the function/meeting/event

 Location, to include room numbers
 Confirmation booking form, from Central Timetable Office (Room Bookings)

 Name and department of host member of staff with contact details
 Numbers of persons attending
 Details of any persons attending with special needs (for disabled parking,
emergency evacuation etc)
It should be noted that a charge may be raised to cover the cost of any security requirements
needed to cover the event. Information and costs can be discussed with the FM Provide
Contract Manager.
2.2.3 Functions/ Meetings/ Events outside normal working hours:
The use of University premises outside of the normal building opening times is
restricted and most building are locked and alarmed. Departments or individuals
wishing to teach or organise an event must book a room through Student
Administration, or Events Essex in line with normal building hours activities.
Organisers of weekend events must inform the FM Contract Manager, giving three
days’ notice (preferably five days’ notice for out of hour’s events) in advance so that
security cover if needed can be arranged and cross checks for any planned
maintenance can be made. The following information is to be sent via email to the FM
Provider Helpdesk.
 Date and timings of the function/meeting/event

 Location, to include room numbers
 Confirmation booking form, from Student Administration or Events Essex.
 Name and department of host member of staff with contact details
 Numbers of persons attending
 Details of any persons attending with special needs (for disabled parking,
emergency evacuation etc)
It should be noted that a charge may be raised to cover the cost of any security
requirements needed to cover the event. Information and costs can be discussed with
the FM Provide Contract Manager.
2.3.1 Campus Opening Times:
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Gateway Building
Days Partial lockdown / restricted Full building Partial lockdown/restricted

access access
Only accessible to staff, tenants Accessible to all Only accessible to staff,
and their employees and students building users, tenants and their employees and
who have been issued with a visitors and public. students who have been issued
valid access control card. Some areas are with a valid access Control card.
Access via disabled door located restricted Card Access via disabled door
on the right side of the revolving access only. located on the right side of the
door. Entrance via main revolving door.
Entrance doors.
Monday 7.00am to 8.45am 8.45am to 5.30pm 5.30pm to 10.00pm
to Friday
Saturday 7.00am to 9.00am 9.00am to 2.00pm 2.00pm to 10.00pm
Sunday 9.00am to 6.00pm NONE NONE
The Forum Opening Times
Days Full Building Access

Monday - Friday 8.00am to 10.00pm
Saturday 8.00am to 6.00pm
Sunday 11.00am to 5.00pm
Access to the second floor for UoE staff and Students between 22:00 and 07:00 is via the
electronic door situated on the North wall of the building.
Staff may enter the building via the Main Entrance Pass Door between 07:00 and 22:00.
The access times to all buildings can be found in the Building User Guide, including
Clifftown Studios.
2.3.2 Control of locks and Keys
EMS and the Security Service control the issue of all new locks and keys. The
University operates suited key systems (Best & Union keys), which allow various
levels of access (an ‘operator key’ for one room, up to a ‘Grand Master’ for all
University locks). No other make of lock or key should be installed on University
premises without the authority of the Security Manager or FM Provider Contract
Manager. Any door, which requires a key pad lock fitted, must have a ‘Best’ key
override fitted. Operator keys or sub master keys may be issued to departments for
local use and issued to individual staff. Departmental administrators should keep a
key register for locally issued keys within their departments and ensure keys are
returned when staff move offices, or leave the University’s employment. It is the
responsibility of all individuals who are issued keys to ensure their safe keeping at all
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times, and report any loss immediately to Security and their departmental
administrator/ Head of Section.
Where additional or amended access control is required by departments, they should

discuss their needs with the FM Contract Manager, who will provide support and
advice. Any costs which arise will be met by the department.
2.3.3 Accommodation Locks and Keys
UECS controls the issue of locks and keys to all student residential areas of the
University. It is their responsibility to inform and ensure Security has master keys for
all residential areas, so access can be gained in an emergency.
2.3.4 Contractors
Contractors can, in certain circumstances, be issued with an Access Card/ key to

gain access to work areas. This can only be done with a valid permit to work/
access issued by the FM Provider. Access Cards/ keys must be returned to the FM
Provider by 1700hrs daily (1645hrs Fridays). In the event of contractors working
beyond these hours keys must be returned to the Gateway Building or University
Square Security.
2.3.5 General
 All losses of Access Cards or keys must be reported immediately to the FM

Control Room in Reception of the Gateway Building, or in the case of
accommodation keys to Accommodation Essex by the key holder.
 Persons leaving the University or transferring to another department or school

are to return their key direct to their departmental administrator. They should
not pass it directly to colleagues or the next occupant of the room.
 Where building refurbishment is carried out, the cost of new locks and keys
should be included in the overall project costs, otherwise the costs of
replacement or additional locks and keys will be recharged to departments.
 Replacement keys will only be issued after investigation of the loss. The cost
of replacement will be charged to the school, Department, Contractor or
individual concerned.
 Any loss of a master or sub-master key will be the subject of an inquiry,

with all resulting costs for replacement of locks and keys borne by the
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School or Department or Contractor concerned. Loss of keys may also
lead to disciplinary measures should negligence be proved.
SECTION 3- ASSET PROTECTION: EQUIPMENT/ DOCUMENTATION
3.1.1 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.
3.1.2 Protection Procedure: Purchase of New Equipment
In order to ensure best security practice, the FM Provider and IT Services should be
contacted when any order is placed for individual or multi-items of computer, audio-
visual or laboratory equipment with a value in excess of £10,000. For smaller items
(£10,000 or less) IT Service staff will be able to give advice on Server, PC or laptop
enclosures or other IT security devices.
3.2 Procedure: Security of Equipment
All computer/ AV equipment should be secured dependent on its use:
 Public or open access facilities: IT and AV equipment must be secured using a

purpose made PC desk with security bolt, a steel enclosure or other approved
security device. Access control to the area should be considered, where ≥ £30k
of equipment is in use. CCTV or IPTV should be installed to monitor the area
and an intruder alarm must be installed to protect the area when not in use.
The area must be identified to the FM Provider Contract Manager, so it can be
incorporated into the security team’s patrol routine. The Security Manager and
IT Services should be consulted for further advice on types of bolts, devices,

alarms etc.
 Restricted access facilities: Where ≥ £30k of equipment is in use, an intruder

alarm must be installed to protect the area whenever it is not in use. The use of
security devices (as above) is recommended for valuable single items. The
door to the area must be double locked when the area is vacated. The area
must be identified to the FM Contract Manager, so it can be incorporated into
the security team’s patrol routine.
 AV equipment should be secured to an agreed security specification,

dependant on its functionality. AV staff and/ or the FM Contract Manager
will provide advice.
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 All valuable portable IT equipment such as laptops and PDA’s, must be
locked away out of sight when not in use and especially overnight.
 A security risk analysis may be conducted by the FM Contract Manager (in

conjunction with IT Services and the University Insurers) at any time, with
any resultant report or recommendations to improve security made to the HoD.
 Computers should always be password protected and 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
IT Services web site. http://www.essex.ac.uk/it/
 For further advice on security of hardware and equipment, contact the FM

Provider Contract Manager.
3.3 Security Hardware
All requests for the installations of locks, CCTV, intruder alarms or access control
will be subject to a risk analysis. Such equipment is not to be purchased, installed or
removed without prior consultation with the Security Manager who will advise on
approved installers and security response. Where CCTV is installed the requirements
of the Data Protection Act and the University CCTV Policy must be followed.
Temporary security measures must always be considered where there may be

occasional additional risks such as building works, the erection of scaffolds or the
removal of existing security equipment. Advice from the FM Contract Manager must
be sought during the planning of this type of work.
The installation and maintenance costs of intruder alarms, access control or other
security systems in public/ communal areas will usually be meet by the EMS. The
installation and maintenance costs of intruder alarms, access control, CCTV or other
security systems installed in Schools or Departmental areas must be met by the
School or Department. A guide to call-out repair costs and maintenance can be
provided in advance of installation from the FM Contract Manager.
3.4 Insurance Cover
The replacement cost of University property (ONLY) stolen through burglary may
be claimed from the University’s insurance. Property left in unlocked drawers, or
within insecure/ unlocked or un-alarmed areas may not be covered. The insurance
policy currently has an excess of £5000 (of which the claimant must pay the first
17
£500/ £1000 for a claim for loss or damage to a laptop). Departments are therefore
advised to ensure that all valuable items are physically protected as described above.
Loss of or damage to personal work related property is covered but other personal
property is only covered in the event of a fire or flood.
3.5 Mail Receipts and Deliveries (University Official Business Mail)
All mail delivered to Campus will be sorted, dispatched and distributed from that
location to Schools and Departments throughout the University.
Internal mail will only be delivered to and collected from recognised mail points.
Schools and Departments must have a secure delivery and collection point, which
isvisible to staff at all times. If it is impossible to arrange constant supervision of the
collection/ delivery point, then it must not be accessible to unauthorised personnel.
Mail deliveries and collections from Schools and Departments within the Campus
must never be left unattended whist on route through the Campus. Recorded and
Registered Mail must be signed for and a record of its delivery kept in the appropriate
log held in the Post Room which is located on the ground floor of the Gateway
Building.
The Security Section will secure mail which is delivered out of hours in a secure
location.
3.6 Students Personnel Mail
All mail addressed to students will be delivered to University Square. The Security
and Reception team will account for and store securely until collected and signed for
by the student.
3.7 University Logo, Headed Paper and Stationery
Headed paper and stationery displaying the University logo, staff names, telephone
numbers etc, must be treated carefully to avoid fraudulent use. Headed paper, order
forms, compliments slips etc should be locked away or secured behind staff access
areas only, when not in use. Old out of date or unwanted headed paper must be
disposed of correctly by shredding or using the University’s confidential waste
disposal system.
Any persons found using University stationery or the University logo for personal
business or other purposes may be subject to disciplinary action. See
http://www.essex.ac.uk/brand/ for further details.
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SECTION 4 – SECURITY AND THE INDIVIDUAL
4.1.1 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.
4.1.2 Procedure: Office Security
General Awareness:
 Students and staff should be made aware of the ‘8208’ emergency telephone
line (24 hour) for gaining assistance and reporting incidents.
 Any suspicious behaviour should be reported immediately by telephone to

Security on ext 8208
 Staff working out of hours should ensure they sign in/ out of their place of
work and contact Security if they need assistance.
4.1.3 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 files or confidential cupboards
Desk drawers and 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 windows are closed and locked as appropriate, and all lights
switched off.
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 Intruder alarms (where installed) are set.
 PC’s or monitors are switched off or password protected when not in use to
prevent unauthorised access to information.
4.2.1 Personal Safety and Security
Whilst it is the responsibility of the Security team 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 safety and security.
4.2.2 Moving around Campus – Students and staff should make themselves aware or their
surroundings and other people when moving between buildings or between campus
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
grounds to the FM Provider on Ext 8214, so that remedial action can be taken.
Any deficiencies in street lighting in the public realm can be reported to Southend
Borough Council at
https://southend.firmstep.com/default.aspx/RenderForm/?F.Name=KUU8IORiFDH&
HideToolbar=1
4.2.3 Suspicious Behaviour – If suspicious or criminal activity is noticed, notify, or get a

colleague to notify the Security Team on 8208. Security staff will direct response to
the area as a matter of urgency, and if appropriate, ensure the Police are contacted.
Only Security staff may attempt to detain a person (by agreement) but are not
authorised to use force in any way. If the individual(s) becomes argumentative and/ or
aggressive, staff are advised to withdraw from the situation and either follow the
person at a discreet distance, until off University property (they are not to be pursued
in any way once off University property) or wait around the area until the Police
arrive to effect an arrest. Security staff should 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.
4.2.4 Unacceptable Behaviour – If you are faced with dealing with conflict, try to remain
calm, avoid raising your voice, arguing or aggressive body language. Call for
assistance from colleagues and/ or the Security Team.
The University will not tolerate any form of verbal abuse, harassment, threatening,
intimidating or other unacceptable behaviour, or any type of assault from or against
staff, students or visitors. This type of behaviour should be reported immediately to
the security team and/ or the relevant HOD and University Harassment team. The
University reserves the right to request persons to leave the premises if required and,
20
if necessary, will ask the Police to assist in the removal of such persons. The
University will invoke disciplinary procedures against staff or students as necessary.
Where an individuals’ behaviour is perceived to be unacceptable or to be a potential

threat to any other individual or to the good order of the University community,
appropriate staff may be notified of the person’s name and department in order to
prevent or restrict that person’s access to the University. They may also be subject to
disciplinary action.
4.3 Drugs and Illegal Substances
Any suspicions of handling or use of controlled or illegal substances should be

reported to the Security Team in the first instance, so that appropriate investigation
and consultation with University authorities can take place. See also the University
web site for Drug & Alcohol Policy.
http://www.essex.ac.uk/hr/policies/docs/Alcoholdrugs.pdf
Departments which hold substances that might constitute a security or safety risk
should contact the FM Manager for advice on best practice.
4.4 Weapons
Weapons are not allowed on University property unless with the express permission
of the Registrar and Secretary. This includes imitation firearms and knives which may
be for decorative or ceremonial purposes. (Kirpan-wearing Sikhs should seek advice
from the Security Manager). Any person found carrying an illegal weapon will be
reported to the Police and may be arrested. Disciplinary action may also be taken
against anyone found carrying a weapon on campus.
The use of weapons as props for Clifftown Studios is permitted. These must be stored
securely and there use controlled at all times.
Kitchen knives are permitted in student accommodation kitchens and kitchens within
office areas only. Anyone found carrying a kitchen knife outside kitchen areas may be
subject to disciplinary action.
4.5 Property – Lost and Found
4.5.1 Found Property
All found property should be handed into Reception in the Gateway Building or the
Security Team in University Square. If the owner of the lost property is identifiable
21
they will be contacted by email or phone, notifying them that their property has been
found.
When property is handed in, the date/time/description of item/location found will be

entered into the lost property register.
4.5.2 Disposal of Property
Items of found property will be retained for a reasonable period of time (4-6 weeks),
dependent on the type of property. Attempts will be made to trace the owner if the
item contains any personal details (ID card, driving licence etc). If the owner cannot
be traced or the item remains unclaimed, it may then be entered into the end of year
found property sale. This sale is advertised to all staff and students with the proceeds
going into the Student Hardship Fund.
4.5.3 Personal Property in University Accommodation
All students in University accommodation should ensure that their personal property
is security marked and/or labelled with their name department and/or home address
and postcode and that they have adequate personal insurance cover during their time
at University. The University policy does not cover personnel possessions, monies or
cheques.
4.5.4 Property Marking and Registration
All staff and students are strongly advised to adequately mark personal property with
their name and home postcode and to ensure that valuables are covered by personal
insurance. Valuables such as mobile phones, laptops, bicycles etc can be registered on
line at http://www.immobilise.com which provides a system for tracing the owners of
found or recovered property. Further advice can be gained from the local Police at
Welcome Week or at the Security Desk in University Square.
4.5.5 Safeguarding
Our University is committed to safeguarding and promoting the welfare of all who
participate in our organised activities or services and we will take reasonable steps to
ensure that we:
a. promote and safeguard the welfare of children, young people and adults at risk
b. safeguard those vulnerable to being drawn into terrorism
c. comply with our statutory obligations and University governance
Any member of staff is in a position of trust, particularly those who teach, support,
guide or interact with students in any way. It's essential that staff are aware of this and
act accordingly at all times.
22
See links to the University Safeguarding Polices.
http://www.essex.ac.uk/staff/student_support/safeguarding/default.aspx
SECTION 5 – USE OF CLOSED CIRCUIT TELEVISION (CCTV)
5.1.1 Reasons for Use
The use of Closed Circuit Television (CCTV) is recognised as a useful 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 lifts. It is also installed inside to protect high value items. Its objective is 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 public safety issues
5.1.2 CCTV Policy and Procedures
Due to the complex nature of the Data Protection Act (DPA) and its application to
CCTV usage, the use of CCTV on the University is restricted. Anybody wishing to
view the University CCTV for any reason must contact the Security Manager in the
first instance, who will then discuss the request with the University’s Records
Manager.
5.1.3 Police
In general, the Police should not require, nor be allowed access to the University’s
CCTV system except for emergencies and or investigation of serious incidents.
Requests by Police to remove CCTV recordings must comply with the DPA and be
registered accordingly.
23
The Forum CCTV
5.1.4 The CCTV at The Forum is viewed, maintained and run by FM PROVIDER on
behalf of the three partners who own the building. Any request to view CCTV falls under the
same guidance as the UoE CCTV Policy.
SECTION 6 – SECURITY RISK ANALYSIS
6.1 Before hardware is purchased or a security strategy is developed, risks

need to be evaluated. This evaluation should include:
 Location and nature of the area

 Building construction, design and premises use
 Current access control or other security measures
 Past security record
 Value and desirability
Risks may vary depending on the time of day, level of building use or if
alterations to the building are carried out. A risk analysis therefore needs to
be carried out annually or more frequently if there are variations. Once a
risk analysis is prepared it should be evaluated in consultation with the Security
Manager, to decide if the risks are acceptable, what level of protection is required and
what the priorities should be. The following approach (6.2) should be adopted for any
assessment.
6.2 TEN PRINCIPLES FOR RISK ANALYSIS
When carrying out a risk analysis, ‘Reasonable’, ‘Realistic’ and ‘Risk
Commensurate’ should be considered. Where funding is limited and risks are

considered low, often a simple solution can be just as effective as a more complex
one. eg intruder alarm or a simple window lock, which is a cheap and effective
investment to prevent burglary? Consider the following when carrying out a risk
analysis:
6.2.1 Target Removal
Permanent or temporary removal of the target (valuable item). This means ensuring
the target is not visible from outside or is removed from public view. eg. Expensive
computing equipment should be housed on an upper floor rather than ground floor, or
away from external windows. Expensive or critical IT equipment might be housed
off-site at purpose built IT premises.
24
6.2.2 Target Hardening
Make the target resistant to attack. Expensive IT equipment should be fitted within a
steel enclosure or in a purpose made IT desk with security bolt. Where possible doors
should be solid, within a strong frame and fitted with adequate locks. Window
shutters or grilles should be considered for large areas.
6.2.3 Remove the Means to Commit the Crime
This is good housekeeping. Ensure that anything an offender may find useful to assist
them, such as keys, tools, ladders etc are locked away and not left easily accessible.
All scaffolding should be enclosed at ground level to prevent climbing.
6.2.4 Reduce the Payoff and Loss
What value is the item if stolen and resold externally? Consider the value of the loss if
something was stolen. Property marking expensive items with the University postcode
and the department name reduces the potential for resale and increases the chance of
the property being returned if found. Insurance cover is available but limited and the
Policy excess may not cover the loss. Consider specific items insurance if critical.
6.2.5 Access Control
Where possible restrict access to a room, area, floor or building using access control.
This can be video/entry phone system, a digital combination lock, or traditional key
lock.
6.2.6 Visibility and Surveillance
Three methods of surveillance should be considered:

• Natural – the area is visible to other occupants or passersby.
• Formal – using technology &/or people to monitor the area & deter offenders and
having a procedure to deal with suspicious persons.
• Informal – encouraging employees to be vigilant.
6.2.7 Environmental Design
Putting in a range of security measures at the design or planning stage of a building or

refurbishment, to reduce the risk of crime. Perimeter controls or surveillance methods
should be considered.
6.2.8 Rule Setting
Local procedures as well as University Policy should be used. eg. Efficient evening
locking up procedures for offices and IT rooms; local key issue and controls; a
‘communication tree’ for passing on important security information; exit procedure
for staff who leave (to hand in ID card & keys and change access codes).
25
6.2.9 Increase the Chance of Being Caught
Any measure that slows down an offender or increases the chance of them being
caught can be considered. The longer it takes to commit an offence the more
vulnerable the offender feels. Some of the other principles cover this, such as target
hardening, but also consider publicising security detection (CCTV warning signs) and
any successes when criminals are caught.
6.2.10 Deflecting Offenders
Educational programmes, youth action teams, youth hobby groups, awareness

programmes etc have all proved successful in deterring youngsters from offending
and provide training and work experience. Can you offer any support to local groups?
26
SECURITY RISK ANALYSIS - SELF ASSESSMENT FORM
6.3 It is advised that a security risk analysis should be carried out by departments annually or
whenever circumstances change which may affect security measures. This form is
provided as an aid to self-assessment and does not necessarily cover every security
circumstance or possibility.
QUESTION YES NO N/A ACTION/

COMMENTS
A General:
1 Are your equipment inventories up to date? (These should list
your valuable equipment with serial numbers, values, photos etc
and can be produced to identify property subsequent to a theft,
arson or vandalism)
2 Have all the action points been carried out from your last
security analysis?
3 Have any crime or fire reduction measures been added since
your last analysis
4 Have there been any incidents of crime or suspicious activity in
your area?
5 If “yes” to previous question, have incident forms been
completed and returned to Security
6 Has damage from previous incidents been made good or
improved to discourage re-offence?
7 Has any guidance been sought on security measures
from the Security Team?
B Staff
1 Are new staff briefed on University Polices and any local
Security Procedures?
2 Are all staff trained in security awareness & to report suspicious
activity, maintenance issues etc?
3 Has a risk assessment been carried out on staff personal safety
& any safety procedures published?
4 Do staff know University emergency procedures?
C Building Security
1 Are the premises in good repair?
2 Are all doors locked when areas are vacated/not in use?
3 Are windows closed when rooms/areas are not in use?
4 Are windows blinds/ curtains closed at dusk? (ground floor in
particular)
5 Is good housekeeping in force to remove easy methods of
access for offenders
6 Is lighting effective (to deter intruders)
7 Have intruder alarms been installed in high value or vulnerable
areas
8 Are intruder alarms working correctly and hardware
maintained?
9 Are intruder alarm users trained how to use the system
10 Is the alarm set/unset each time the area is not in use?
11 Are the alarm codes changed each time a member of staff
leaves?
12 Are IT theft prevention measures in place (High value items
locked away out of sight)
13 Are there secure storerooms or containers for securing attractive
portable items such as laptops, AV equipment?
D Keys:
1 Is there a proper system in place to control the issue of keys?
2 Are lost or stolen keys reported to Security?
27
3 Are locks changed when a key is lost?
4 Is there an established procedure for locking up?
E Cash
1 Does the department handle cash?
2 If yes, are staff trained in cash handling procedures (see
University Financial regulations)
3 Is cash counted and stored out of sight?
4 Are cash holding kept to a minimum?
5 Is money stored in a safe and keys locked away?
6 Is cash handling audited regularly?
F Visitors
1 Are visitors collected from reception and escorted during their
visit?
2 Are unexpected or previously unknown visitors asked for
identification?
3 Are visitors/members of the public prevented from entering
unauthorised areas?
4 Do staff challenge strangers in unauthorised areas?
G Security outside Office Hours
1 Do staff check that students & visitors have vacated the department
at the end of the working day before locking up?
2 Are staff who require out of hours access, trained in security
procedures?
H Contingency Planning
1 Do you notify the Security Manager when there are changes to out
of hour contacts?
2 Does the department have a local emergency or contingency plan
to reduce or minimise disruption on activities after a serious
incident?
3 Are duplicate records & back-up copies of computer files
maintained regularly and kept in a separate location?
4 Is there a department communications tree for emergency contact?
(including out of hours)
28

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The UNIVERSITY of ESSEX, ESTATE MANAGEMENT SECTION

SECURITY POLICY & PROCEDURES-Jan 2017

THE UNIVERSITY OF ESSEX, ESTATE MANAGEMENT SECTION

SECTION 1 SECURITY AND CRIME PREVENTION 9

SECTION 2 ACCESS CONTROL 11

SECTION 3 ASSET PROTECTION: EQUIPMENT &

SECTION 4 SECURITY & THE INDIVIDUAL 18

SECTION 5 USE OF CLOSED CIRCUIT TELEVISION

SECTION 6 RISK ANALYSIS 22

Review Date: December 2017

DATE AMENDMENT AMENDMENT DETAIL PAGE

This Policy deals solely with the campus in Southend- on - Sea

a. Senior Management Team: The senior management team of the University

b. Director Estates Management and Campus Services: Overall development

c. FM Manager UoE (Southend): Development and implementation of security

d. FM PROVIDER / Security Team: Management and implementation of the

e. FM PROVIDER / Security Manager: Delivery of an effective and cost effective

f. FM PROVIDER / Security Staff: Security duties as defined in the (SAI’s),

g. Heads of Departments (HoD), Campus Manager and Commercial Property

including the displaying of identification cards (ID) where

iii. Liaise with the FM provider Contract Manager on any security

iv. Undertake a security risk analysis (see section 6) of their

v. Control access to their departmental areas by taking responsibility

vii. Notify the FM provider Contract Manager of any potential security

viii. Common Areas: Security risks in common or public areas of

h. All Staff including all those with a contract of work, including

i. All Students have a responsibility to look after University

Provider Contract Manager, especially with emergency or

j. All Visitors and Conference delegates and event attendees have

i. All Visitors are the responsibility of their host.

CHRIS Digitally signed by Chris Oldham

Director of Estate Management & Campus Services

The University of Essex

PAUL Digitally signed by Paul Humphreys

The University of Essex

Contact Details and Reference Information

Location Times Telephone Ext Email

Other useful web sites:

http://www.immobilise.com – register your property

SECTION 1 – SECURITY AND CRIME PREVENTION

1.1.2 Procedure: Crime Prevention and Security Awareness

 All suspicious activity should be immediately reported to the Security Team in

 Offices must be locked upon leaving. Windows in accommodation should be

1.2.1 Incident Reporting

1.2.2 Procedure: Reporting of Security Incidents

 All incidents of a security nature should be reported in the first instance

 All available information should be included- time, location, persons

 An Incident Report Form should be completed by the Security Team as

 If an individual wishes to report a crime but remain anonymous, they can

 Emergencies – All serious crime or other major incidents must be managed in

All crimes that occur on University premises will be investigated appropriately to

SECTION 2 – ACCESS CONTROL

2.1.1 University Identification Cards

2.2.1 Keypad Entry Control

2.2.2 Events open to attendance by non-University persons:

 Date and timings of the function/meeting/event

 Confirmation booking form, from Central Timetable Office (Room Bookings)

2.2.3 Functions/ Meetings/ Events outside normal working hours:

 Date and timings of the function/meeting/event

2.3.1 Campus Opening Times:

Days Partial lockdown / restricted Full building Partial lockdown/restricted

Sunday 9.00am to 6.00pm NONE NONE

The Forum Opening Times