Version No. Manual Title : Document No.

ADMINISTRATIVE MANUAL SSD-0008-2021

Document Title : Revision:

Effectivity: 1 September2021
Campus Security Policy
University of the
Visayas Page No. 1 of 13

1.0 Objectives

1.1 To strictly implement campus security policies in the University premises in the
administration and operation of campus CCTV System, privacy and disclosure of private images,
security system and alarms and the conduct of security patrols in the premises inside and outside the
school campus.

1.2 To guarantee a secured working environment and protect the employees, faculty, non-
teaching staff, contractors and students from any kind of physical threats.

2.0 Scope

This policy covers all the employees, faculty, non-teaching staff, contractors, students and
visitors of the University of the Visayas Main Campus and all satellite campuses.

3.0 Reference

University of the Visayas General Security and Safety Guidelines

4.0 General Security Policy

University of the Visayas will provide a secured environment at all locations and will establish
operating practices designed to assure the safety of all employees, faculty, students and all
stakeholders.

All employees, faculty, non-teaching staff and students are responsible for their individual
security. Each instructor/supervisor also has the responsibility to create a climate of security and
environmental awareness. It is the responsibility of all to comply with security rules and to work in
such a manner as to secure to themselves and others. The prevention of security incidents and the
protection of the environment are in the best interest of all.

5.0 Responsibilities

5.2 Deans, Department Heads and Managers

5.2.1 Allocate sufficient budget and personnel resources to implement the University
security and environmental programs and policies.
5.2.2 Convey a positive attitude toward the University security and environmental programs.
5.2.3 At least annually, or more frequently as needed, evaluate the effectiveness of
department security efforts by reviewing security inspection results and incident reports as well as
walking through each work area.
5.2.5 Direct department activities such that protection of students, visitors, and employees,
as well as the environment, is an integral part of each activity.
5.2.6 Ensure that students, contractors, visiting scholars and scientists, and employees are
informed of and fulfill their responsibilities within the University security, safety, health, and
environmental protection policies and programs.
 5.3 Employees, Contractors and Students

5.3.1 Each student and every employee is responsible for the security of their own actions,
both for themselves and for their coworkers. 
5.3.2 Employees are also expected to participate in the development of secured work
procedures and methods of protecting the environment through their involvement with security and
safety committees or other means of providing feedback to the University.

5.4 Security and Safety Department

5.4.2 Keeping those responsible for compliance informed of changes in security, safety,
health, and environmental regulations.
5.4.3 Providing the technical resources needed by the University to protect the students and
employees.
5.4.4 Maintaining the security, safety, health, and environmental records necessary to
document the University's programs and as required by specific regulations.
5.4.5 Ensure that students, contractors, visiting scholars and scientists, and employees
receive appropriate and timely security awareness.

6.0 Use of CCTV System

6.1 The purpose of this policy is to regulate the use of Closed Circuit Television (CCTV) to
monitor and record on campus for the purposes of safety and security. This policy applies to all
personnel and property of the College in the use of CCVT monitoring and recording.

6.2 General Principles

6.2.1 University Security and Safety Department is committed to enhancing the quality of
life of the campus community by integrating the best practices of the campus safety with the state of
the art technology. A critical component of a comprehensive security program is the use of CCTV.

6.2.2 CCTV monitoring is used in public areas by SSD to deter crime and to assist in
protecting the University personnel and property.

6.2.3 Information obtained via CCTV monitoring will be used exclusively for security and law
enforcement purposes. Information obtained by CCTV monitoring will only be released when
authorized by both the Head of Security and Safety and the Chief of Finance and Administration Office.
6.2.4 CCTV monitoring of public areas for security purposes will be conducted in a manner
consistent with existing University policies, including Data Privacy Policy, and other relevant policies.
6.2.5 CCTV monitoring of public areas for security purposes at the University of the Visayas
is limited to uses that do not violate the reasonable expectation of privacy as defined by the law.
6.2.6 Images and any related data collected by CCTV are the property of the University of
the Visayas

6.3 CCTV Monitoring Responsibilities

6.3.1 The Head, Security & Safety has the responsibility to authorize all CCTV monitoring for
the safety and security purposes at the University of the Visayas in consultation with the Chief of
Finance & Administration Office, Chief of Academic Office, Human Resources Department and Student
Affairs and Services Center. The designated Security Officer of the Department shall act as the
 Personal Information Controller who controls the collection, holding, processing or use of personal
information derived from the recording of the CCTV System.
6.3.2 The Security & Safety Department is authorized to oversee and coordinate the use of
CCTV monitoring equipment at the University. SSD has the primary responsibility for disseminating
and implementing policy and procedures.
6.3.3 SSD will monitor new developments in the law and industry standards and protections
in addition to Advisory No. 2020-04 of the National Privacy Commission (NPC) dated 16 November
2020 with subject: Guidelines on the Use of Closed-Circuit Television (CCTV) Systems.

6.4 CCTV Monitoring Procedures

6.4.1 All operators and supervisors involved in CCTV monitoring of public areas will perform
their duties consistent with the policy developed by the SSD.
6.4.2 SSD will post signage/notice in appropriate areas informing the general public that the
area is under electronic surveillance from CCTV System.
6.4.3 The CCTV monitoring center will be configured so as to prevent the tampering with or
duplicating of information.
6.4.4 Recording video media will be stored for a period not to exceed 30 days and will then
be automatically over-written depending the capacity of the system’s storage / recording capacity, unless
retained as part of a criminal investigation or court proceedings (Civil and Criminal), or other bonafide use
as approved by the Chief Finance and Administration Office (CFAO).
6.4.5 Video Media will be stored in a secure location with access by authorized personnel
only.
6.4.5 Any request for availability of CCTV footage for review and resolution of any unsolved
case or incident may be coursed through the SSD through the CCTV Footage Request Form to be
approved by CFAO.
6.4.6 Regular audit and evaluation whether the use of CCTV System on certain areas still
required or justifiable shall be conducted.

7.0 Privacy and Disclosure of Private Images Policy

7.1 Definition - “Disclosure” means transfer, publishing, distribution or reproduction while

“image” means a photograph, film, videotape, recording, live transmission, digital or computer-generated visual
depiction, or any other reproduction that is made by electronic, mechanical, or other means.

7.2 Offense - Any person is guilty of violation of privacy and disclosure of private images if
all of the following apply:

7.2.1 The person knowingly discloses an image of another person with the intent to do either of the
following:
7.2.1.1 Coerce, harass, intimidate, demean, humiliate, or cause financial loss to the depicted person.
7.2.1.2 Cause others to coerce, harass, intimidate, demean, humiliate, or cause financial loss to the
depicted person.
7.2.2 The depicted person is identifiable from the disclosed image itself or information offered in
connection with the image.
7.2.3 The depicted person’s intimate parts are exposed or the depicted person is engaged in sexual
conduct in the disclosed image.
 7.2.4 The person discloses the image without the affirmative consent of the depicted person.
7.2.5 The person obtained the image without consent of the depicted person or under circumstances
such that the person knew or should have known that the depicted person expected the images to remain private.

8.0 Security and Alarms System

School security system consist of more than just video surveillance cameras.
Controlled access prevents any non-students from entering without express permission

8.1 Access Control

8.1.1 Faculty, non-teaching staff and all employees of the University shall register in the
University’s biometric machines installed in strategic areas such as main access gates and main
entrances of university buildings.

8.1.2 Contractors and students shall have the University Identification Card linked with RFID
System. They shall tap the RFID Cards on RFID turnstiles are installed at the University’s Main Access
Gate.

8.2 Intrusion Detection in Video Surveillance Camera

8.2.1 The University CCTV surveillance camera system installed on the three strategic
sidewalks (Colon St., Jakosalem St. And Sanciangko St.) to monitor any suspicious movement of
people intruding the University premises and steal or inflict damages on University properties shall be
equipped or shall have features on intrusion detection. These video camera surveillance units shall
have the capability of intrusion detection such as remote sensors and alarms and night vision
capability as most of the intrusions are done during night time or periods with limited visibility.

8.2.2 The CCTV surveillance camera and alarm detection system shall have its monitoring
panel at the Security and Safety Office.

8.2.3 All strategic areas in the University such as hallways, stairways, quadrangle, parking
areas, cafeteria, gymnasium, function halls, library, entrance and exit of gates, entrance and exit of
buildings and other facilities such as Generator Set and Fire Pump Rooms shall be covered with CCTV
system with control and monitoring at the SSD Office. Department / College Deans may opt to install
their own CCTV system to monitor classrooms, offices and laboratories for their own consumption.

8.3 Fire Detection and Alarm System

8.3.1 All buildings of the University shall have its own Fire Detection and Alarm System with
central monitoring panel to be located at the SSD Office. The University’s FDAS shall be connected to
Parian Fire Station through wireless system.

8.3.2 Each FDAS panel should have its own fire pump with its own source of water supply to
ensure 100% serviceability during times of fire emergency.

9.0 Security Patrol

9.1 Security Guards

9.1.1 The University shall enter a contract with an accredited Security Agency or Security
Service Provider duly licensed by the Philippine National Police Civil Security Group.

9.1.2 The Security Guards from the Security Agency shall cater all security needs of the
University in terms of manpower and equipment. Security equipment shall include Personal Protective
Equipment (PPE’s), uniform and paraphernalia, whistle, baton, flashlight, first aid kit, firearm and
ammunition, and radio communications equipment.

9.1.3 To ensure smooth communication system, the University may augment and provide
additional communication equipment such as mobile phones and hand-held radio sets.

9.2 Student Assistants for Security

9.2.1 In order to augment the uniformed guards to the growing University population, the
University may employ the assistance of selected Student Assistants (Working Students) undertaking
BS in Criminology or Maritime Education who are Cadet Officers of the UV Naval ROTC.

9.2.2 The tasks of these Student Assistants shall not replace the tasks of the Uniformed
Security Guards. They shall only assist them in security works such as access and crowd control and
facility roving.

9.2.3 Student Assistants should not be deployed when there is no available Uniformed Guard
on duty of that particular time when the student assistant is detailed.

9.3 Security Details and Patrol

9.3.1 Detailed Security Personnel shall conduct patrol and roving in all facilities in an hourly
basis and shall record it in the duty log book. He shall be equipped with an electronic Security
Patrol/Guard Monitor provided by the University for the SSD to have real time monitoring on the
guard’s guarding and patrolling activities inside and outside University premises.

9.3.2 He shall record any unusual observation of unsafe conditions or security threats and
immediately inform the Head of Security & Safety by fastest means for immediate and appropriate
actions or disposition.

9.3.3 The detailed Security Guard shall strictly adhere, observe and follow 11 General
Orders of a Sentinel particularly GO Number 5 (To quit my post only when properly relieved) and GO
Number 6 (To receive, obey, and pass on to the guard relieving me all orders from supervisors and
superiors or shift leaders) to ensure smooth transition and turn-over of duties and responsibilities at
all times.

10.0 Security Responsibility

10.1 The Security Service Provider shall bear the responsibilities in terms of losses and
damages of properties incurred as a result of negligence on the part of the detailed Security Guard.

10.2 The SSD shall inform and furnish the Security Agency a copy of the Investigation
Report for their reference in conducting their own administrative investigation.

11.0 Disciplinary Procedures

Violation of any of the this policy shall be issued with Security/Safety Violations
Citation Ticket and shall be submitted to the Security and Safety Department for further submission to
Security Agency for the cases of Security Guards; and to Human Resources Department for the case
of Student Assistants for appropriate sanctions based on the University’s Code of Conduct.

14.0 Narrative Procedure

Person Responsible Activities

 Head, Security & Safety  Oversee the strict implementation of this policy
 Compile all violations of this policy for appropriate action
 Shall take appropriate action to Security Guards who disregard
the policy by informing the Security Agency for appropriate
administrative action;
 Shall take appropriate action to Student Assistants who
disregard the policy by informing the Human Resources
Department who disregard the policy subject to disciplinary
action in accordance with University Code of Conduct.
 Shall conduct security awareness drive and trainings to all
personnel assigned for Security and Safety responsibility and
tasks.
Security Guards  Shall lead in access and crowd control within the university.
 Shall conduct inspections on all vehicles and personal baggage
during entry and exit.
 Shall act, respond and report to the Head, SSD any incident
that transpire during his tour of duty.
 Shall conduct smooth turn-over to the relieving guard to ensure
that all instructions and information are relayed and passed on
to him upon assumption of his tour of duty.
Control Group  Shall assist the Uniformed Security Guards in the performance
of security duties such as access and crowd control and facilitiy
roving and inspection.
 Shall record and document any unusual observation of unsafe
conditions and security threat and inform immediately the duty
security guard who shall also inform the Head, SSD for
appropriate and action and disposition.
HRD  Shall take appropriate action and intervention to Student
Assistants who disregard the policy subject to disciplinary
action in accordance with University’s Code of Conduct.
DPO  Shall regularly audit on the use and implementation of Log
Book and Video Surveillance footages to ensure adherance to
the provisions of Data Privacy Act.

15.0 Sinages and Forms

 UV CCTV Monitoring Signages

 UV CCTV Footage Request Form

Reviewed by : Approved by :

Prepared by :

Col Eduardo D Malig-on Dr. Rosemarie C. Españo, CPA |Mr. Israel N. Abarratigue Dr. Conrado E. Iñigo Jr.
Head, SSD CFAO QMS Director CEO