Post on 23-Apr-2020
transcript
Campus Security Policy C/FA/001 This copy printed on: Version: 1 <<Approval Date>> Page 1 of 60
All procedures on Bahrain Polytechnic’s intranet are the current version. Please check date of this hard copy before proceeding.
English Version Page
Campus Security Policy C/FA/001 2
Access to CCTV Control Room procedure P/C/FA/001.001 5
Control of Bahrain Polytechnic Materials Exit Procedure P/C/FA/001.002 7
ID Card and or Parking Permit Issue Procedure P/C/FA/001.003 9
Issuing Staff Office Door Key Procedure P/C/FA/001.004 12
Issuing Student Locker Key Procedure P/C/FA/001.005 14
Lost and Found Procedure P/C/FA/001.006 16
Request for CCTV Rerecorded Material Procedures P/C/FA/001.007 18
Security Inspections Procedures P/C/FA/001.008 22
Security of Events Procedures P/C/FA/001.009 25
Visitors and Contractors Access to Campus Procedure P/C/FA/001.010
27
Campus Security Services Procedures Guidelines C/FA/001 30
Bahrain Polytechnic Quality Management System Policy Section: Corporate
Campus Security Policy C/FA/001 This copy printed on: Version: 1 <<Approval Date>> Page 2 of 60
All procedures on Bahrain Polytechnic’s intranet are the current version. Please check date of this hard copy before proceeding.
Bahrain Polytechnic Quality Management System
Policy Section: Corporate
Campus Security Policy
Policy Reference: C/FA/001 Version: 1 Person Responsible: Director of Facilities
1. Policy Statement
Bahrain Polytechnic recognises that it has legal, regulatory and ethical responsibility to provide and continuously improve a secure campus and environment for its staff, by implementing rules, guidelines and procedures students, visitors and contractors, and undertakes to provide sufficient and suitable security services to all parties in Polytechnic where applicable and required. Accordingly, policy and procedures are issued and developed to ensure timely and effective security processes are applied for Bahrain Polytechnic and undertaken within the legal parameters of the law and standards consistent with the general community standards.
2. Application
People:
This policy applies to all staff, students, contractors of, and visitors to, Bahrain Polytechnic.
Processes:
This policy covers a wide range of campus security processes such as Closed Circuit Television (CCTV) Monitoring & Recording, visitors and vehicle control, campus entry and key control and Polytechnic property control.
3. External Requirements
This policy helps Bahrain Polytechnic meet the following external requirements:
Bahraini legislation related to campus security and quality of security service.
The laws and regulations of Kingdom of Bahrain.
Campus Security Policy C/FA/001 This copy printed on: Version: 1 <<Approval Date>> Page 3 of 60
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Bahraini legislations of Ministry of Interior.
4. Definitions
Security Officer: a qualified and trained person with the responsibility for controlling all security aspects in and around the Polytechnic campus, and monitoring day-to-day habits of campus personnel and effectively employing the security resources to minimise all security risks.
Security Patrol: an inspection around the campus and inside buildings by vehicle or on foot to ensure security procedures are adhered to and security services are properly implemented.
Personal Property: is property owned by an individual or business which is movable and is not affixed to or associated with the land individual.
Polytechnic Property: All assets belonging to Bahrain Polytechnic, such as the land, buildings, Vehicles, equipments and furniture.
Authorised Persons: A person who has a permission to enter Bahrain Polytechnic, can be classified as staff, students, contractors, and visitors).. All such persons should carry proof of identify and produce this if requested. All others are unauthorised and Bahrain Polytechnic reserves the right to refuse entry to any unauthorised person.
Threat: a situation or an activity that could cause harm or danger.
Recorded material: means any material documented in writing or through the use of any other form of media.
Release of data: viewing and production a copy of the data.
5. What is Expected:
To secure Bahrain Polytechnic campus environment and to outline responsibilities to proactively manage any breaches and prevent re-occurrences by:
Providing and promoting as far as reasonably practicable, a safe and secure environment for all users
Exert a concerted effort to protect all assets
Encourage all users to promote a secure environment through their own conduct
Provide a high level of response against immoral and illegal activities affecting the Polytechnic.
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Monitor and control all access and exits of personnel and vehicles
6. Key Dates
First Approved:
This Version Approved:
Next Review Date:
7. Links and Related Documents
Health and Safety Policy: C/HS/001
Smoke-Free Policy: C/HS/002
Legislative Compliance Policy: C/GA/002
CSB Regulations
Campus Security Policy C/FA/001 This copy printed on: Version: 1 <<Approval Date>> Page 5 of 60
All procedures on Bahrain Polytechnic’s intranet are the current version. Please check date of this hard copy before proceeding.
Bahrain Polytechnic Quality Management System
Policy Section: Corporate
Access to CCTV Control Room procedure Procedure Reference: P/C/FA/001.001 Version: 1 Person Responsible: Director of Facilities
1. Purpose
The purpose of this procedure is to define the actions to be taken to allow access to the CCTV Control Room at Bahrain Polytechnic.
2. Related Policy
Campus Security Policy (C/FA/001).
3. Related Documents (Rules, Guidelines, Flowcharts, Forms)
Campus Security Services Guidelines
Control Room Visitors Log F/C/FA/001.001/001
4. Procedures
Access to CCTV control room 1
Step Responsible Outcome Location
(Optional)
Send an email to the CEO requesting access to the CCTV control room with a specific reason of entry, date and time.
Requestor Email Shared drive
Verify and approve the request CEO CEO approved request
Shared drive
Send an approval status email to the Security Manager and requestor.
CEO Approval email Shared drive
Process the request Security Processed request Shared drive
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Step Responsible Outcome Location
(Optional)
Manager
Notify the requestor of the request status via email
Security Manager
Request status notification
Shared drive
Arrive at the CCTV control room on the approved date and time
Requestor Requestor presence Shared drive
Complete the Visitor’s Control Room Log and sign the Confidentiality Clause
Requestor Visitor Control Room Log completed and Confidentiality Clause signed
Shared drive
Update the CEO with completion of CCTV visit
Security Manager
Visit completion email
Shared drive
1All CCTV control room operators (security staff) and other staff must be authorised by the CEO.
All CCTV system vendor representatives are authorised by the security manager based on contract
signed with Bahrain Polytechnic.
5. Application
People:
This procedure applies to all staff, students, contractors of and visitors of Bahrain Polytechnic.
Processes:
Request for CCTV Recorded Material C-FA-001.007
Security Inspections P-C-FA-001.008
6. Key Dates
First Approved:
This Version Approved:
Next Review Date:
Campus Security Policy C/FA/001 This copy printed on: Version: 1 <<Approval Date>> Page 7 of 60
All procedures on Bahrain Polytechnic’s intranet are the current version. Please check date of this hard copy before proceeding.
Bahrain Polytechnic Quality Management System
Policy Section: Corporate
Control of Bahrain Polytechnic Materials Exit Procedure Procedure Reference: P/C/FA/001.002 Version: 1 Person Responsible: Director of Facilities
7. Purpose
The purpose of this procedure is to define the actions to be taken to control the exit of any valuble items belonging to Bahrain Polytechnic.
8. Related Policy
Campus Security Policy (C/FA/001).
9. Related Documents (Rules, Guidelines, Flowcharts, Forms)
Campus Security Services Guidelines C-FA-001
Material GatePass Form F/C/FA/001.002/001
10. Procedure
Step Responsible Outcome Location
(Optional) Complete the material gate pass form Requester Completed form Shared drive
Send the form to the direct line Manager/ Director
Requester Completed form Shared drive
Verify and approve the request by signing and stamping the form
Direct line Manager/ Director
Signed and stamped form
Shared drive
Campus Security Policy C/FA/001 This copy printed on: Version: 1 <<Approval Date>> Page 8 of 60
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Step Responsible Outcome Location
(Optional) Submit the signed material gate pass form along with the items to the Security Reception Office at the main gate
Requester signed material gate pass form submitted with items
Shared drive
Verify the request/ 1inspect the Items Security Staff Member
material gate pass form verified items inspected
Material GatePass Folder
Facilitate the Exit of the Items Security Staff Member
Item existed Material GatePass Folder
Report material exist statistics annually to the Director of Facilities
Security Manager
material exist statistics Email
Material GatePass Folder
1 if the amount of the items needed to be exited out of the Bahrain Polytechnic campus is large, the Security Team must be informed before the exit in order to accompany the requestor during the loading process.
11. Application
People:
This procedure applies to all staff, students, contractors of, and visitors to, Bahrain Polytechnic.
Processes:
Security Incepctions C-FA-001.008
12. Key Dates
First Approved:
This Version Approved:
Next Review Date:
Campus Security Policy C/FA/001 This copy printed on: Version: 1 <<Approval Date>> Page 9 of 60
All procedures on Bahrain Polytechnic’s intranet are the current version. Please check date of this hard copy before proceeding.
Bahrain Polytechnic Quality Management System
Policy Section: Corporate
ID Card and or Parking Permit Issue Procedure Procedure Reference: P/C/FA/001.003 Version: 1 Person Responsible: Director of Facilities
13. Purpose
The purpose of this procedure is to define the actions to be taken to issue ID cards and parking permits to staff and students of Bahrain Polytechnic.
14. Related Policy
Campus Security Policy (C/FA/001).
15. Related Documents (Rules, Guidelines, Flowcharts, Forms)
Campus Security Services Guidelines
Table of Fines and Replacement Cost F/C/FA/001.003/001
Replacement/Fines Form F/C/FA/001.003/002
Staff Parking Permit Form F/C/FA/001.003/003
Student Parking Permit and Locker Application Form F/C/FA/001.003/004
Student ID Card Disclaimer. F/C/FA/001.003/005
16. Procedure
Campus Security Policy C/FA/001 This copy printed on: Version: 1 <<Approval Date>> Page 10 of 60
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16.1 Step 16.2 Responsible 16.3 Outcome 16.4 Location (Optional)
16.5 Send list of new joiners via email to the Security Services at (Security@polytechnic.
bh) with full details (Name, ID number, CPR number, Date of Join, Contact number) prior to commencement date.
16.6 Representing Department
16.7 E-mail 16.8 Shared Drive
16.9 Complete ID Card or Parking Permit Application Form1 in the Security Service Office and submit the required documents (CPR Copy and Car Ownership Certificate).
16.10 Requestor
16.11 Completed Application Form
16.12 ID Card and or Parking Permit Folder
16.13 Verify the request
16.14 Security Services staff Member
16.15 Verification Result
16.16 ID Card and or Parking Permit Folder
16.17 Make payment at the Finance office for loss or damage (if any)1
16.18 Requestor
16.19 Received payment
16.20 ID Card and or Parking Permit Folder
16.21 Issue the ID Card or Parking Permit within 24 hrs.
16.22 Security Services staff Member
16.23 ID Card/Parking Permit issued
16.24 ID Card and or Parking Permit Folder
16.25 Collect issued ID Card/Parking Permit
16.26 and sign the application form plus the ID card disclaimer for
students.2
16.27 Requestor
16.28 ID Card/Parking Permit 16.29 Form signed
16.30 ID Card and or Parking Permit Folder
16.31 Return the ID Card and Parking Permit to the Security Services office
16.32 Requestor
16.33 Received expired ID Card/Parking Permit
16.34 ID Card and or Parking Permit Folder
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16.1 Step 16.2 Responsible 16.3 Outcome 16.4 Location (Optional)
when the permits are terminated.
1 Requestor might be fined in case of ID Card/Parking Permit loss or damage as per the table of fines and replacement cost. On the event of losing the ID Card the matter must be immediately reported to the Security Department (Hotline Response Service). 2 Parking stickers must be displayed face up on the driver's side windscreen. ID Card need to be worn face up at all times on-campus.
17. Application
People:
This procedure applies to all staff and students of Bahrain Polytechnic.
Processes:
Security Inspections P-C-FA-001.008
Key Dates
First Approved:
This Version Approved:
Next Review Date:
Campus Security Policy C/FA/001 This copy printed on: Version: 1 <<Approval Date>> Page 12 of 60
All procedures on Bahrain Polytechnic’s intranet are the current version. Please check date of this hard copy before proceeding.
Bahrain Polytechnic Quality Management System
Policy Section: Corporate
Issuing Staff Office Door Key Procedure Procedure Reference: P/C/FA/001.004 Version: 1 Person Responsible: Director of Facilities
18. Purpose
The purpose of this procedure is to define the actions to be taken to issue and manage office door key requests from staff at Bahrain Polytechnic.
19. Related Policy
Campus Security Policy (C/FA/001).
20. Related Documents (Rules, Guidelines, Flowcharts, Forms)
Campus Security Services Guidelines
Replacement/Fines Form F/C/FA/001.003/002
Table of Fines and Replacement Cost F/C/FA/001.003/001
Temporary Key Request Form F/C/FA/001.004/001
21. Procedures
Step Responsible Outcome Location (Optional)
Send an email to Security services on (Security@polytechnic.bh) with building number, room number, time period1 and purpose. In case of forgetting the key for the day, Go to the Security Services Office in person to request a temporary key.
Requestor E-mail Shared drive
Verify request and approve the request with Requestor Verification Shared Drive
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Step Responsible Outcome Location (Optional)
security Manager results
Notify the requestor with the availability status of the key
Security services staff member
E-mail Shared Drive
Collect the key from the Security Services Office and sign application form.
Requestor Verification Results
Folder
Make payment at the Finance office for fines and replacement cost (if any)2
Requestor Received payment
Shared drive
File Key Request Forms Security services staff member
Application signed
Shared drive
Return key(s) on termination or expiry of contact, or existing their current office.
Requestor Application signed
Shared Drive
1for temporary short period access
2Requestor might be fined in case of key loss or damage as per the table of fines and replacement cost
In the event of losing the key, the matter must be immediately reported to the Security Department
(Hotline Response Service). Fines may be imposed in case of loss.
22. Application
People:
This procedure applies to all staff members of Bahrain Polytechnic.
Processes:
Security Inspections P-C-FA-001.008
6. Key Dates
First Approved:
This Version Approved:
Next Review Date:
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Bahrain Polytechnic Quality Management System
Policy Section: Corporate
Issuing Student Locker Key Procedure Procedure Reference: P/C/FA/001.005 Version: 1 Person Responsible: Director of Facilities
23. Purpose
The purpose of this procedure is to define the actions to be taken to issue a locker key to students of Bahrain Polytechnic.
24. Related Policy
Campus Security Policy (C/FA/001).
25. Related Documents (Rules, Guidelines, Flowcharts, Forms)
Campus Security Services Guidelines
Replacement/Fines Form F/C/FA/001.003/002
Student Parking Permit and Locker Application Form F/C/FA/001.003/004
Table of Fines and Replacement Cost F/C/FA/001.003/001
Temporary Key Request Form F/C/FA/001.004/001
26. Procedure
Step Responsible Outcome Location
(Optional)
Complete the locker Request Form (new, missing, replacement) and submit in person to the Security Services Office. In case of forgetting the key for the day, Go to the Security Service office in person to request temporary key.
Requestor Completed application form
Student Locker key Folder
Verify and approve the request Security staff Verification Student
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Step Responsible Outcome Location
(Optional)
Member Result Locker key Folder
Make payment at the Finance office for fines (if any)1
Requestor Received payment
Collect the assigned locker key and sign the Form
Requestor Signed Application Form.
Shared Drive
Return the locker key to the Security Services Office when graduating/ or withdrawing from semester as part of the clearance process1.
Requestor Received locker key
Shared Drive
1Requestor will be fined in case of locker key replacement as per the table of fines and replacement
cost
The Security Department has the authority to check, as necessary, any student locker upon
suspicion or investigation.
Students are required to take care of their lockers and keep locker keys in a safe place. Misuse of
lockers will be reported and students concerned barred from using these utilities. Fines might be
applied
27. Application
People:
This procedure applies to all students of Bahrain Polytechnic.
Processes:
Security Inspections C-FA-001.008
Key Dates
First Approved:
This Version Approved:
Next Review Date:
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Bahrain Polytechnic Quality Management System
Policy Section: Corporate
Lost and Found Procedure
Procedure Reference: P/C/FA/001.006 Version: 1 Person Responsible: Director of Facilities
28. Purpose
The purpose of this procedure is to outline the actions to be taken to manage the lost and found items identified at the Bahrain Polytechnic Campus.
29. Related Policy
Campus Security Policy (C/FA/001).
30. Related Documents (Rules, Guidelines, Flowcharts, Forms)
Campus Security Services Guidelines
Lost Material Report Form F/C/FA/001.006/001
31. Procedures
Step Responsible Outcome Location
(Optional)
Turn to the Lost and Found at the Bahrain Polytechnic Security Services Office any items found at the campus, of which the rightful owner cannot immediately be ascertained as soon as practical.
Finder of item Found item(s) delivered
Shared drive
Register the found item information in the ‘Lost and Found Record’.
Security Service Staff Member
Found item(s) recorded
Shared drive
Report to Lost and Found at the Bahrain Owner of the Lost item(s) Shared drive
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Step Responsible Outcome Location
(Optional)
Polytechnic Security Services Office any items lost at the campus as soon as practical.
lost item reported
Complete ‘Lost Material Report Form’ Security Service Staff Member
Lost Material Report Form completed
Lost Material Report Form Folder
Sign the completed Lost Material Report Form’
Owner of the lost item
Lost Material Report Form signed
Lost Material Report Form Folder
Investigate the reported lost item based on importance and available lost material.1
Security Service Staff Member
Lost Material investigated
Shared drive
Notify the owner of the lost item with the investigation results
Security Service Staff Member
Owner of the lost item(s) notification
Shared drive
Claim the item(s) if found and rightful owner was identified
Owner of the lost item
Item(s) claimed by rightful owner
Shared drive
Sign the completed Lost Material Report Form’ on receivable.
Owner of the lost item
Lost Material Report Form signed
Lost Material Report Form Folder
1In case lost material was found by the owner of lost item, she/he must notify the Security Services
Office to cancel the record
In the event of not claiming a reported found item After the pass of one academic year (two semesters), the item based on value may be turned over to be a Bahrain Polytechnic property and be disposed according to the “Disposal Committee Procedure” of Bahrain Polytechnic.
32. Application
People:
This procedure applies to all students, staff, visitors and contractors of Bahrain Polytechnic.
Processes:
Security Inspections P-C-FA-001.008
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6. Key Dates
First Approved: This Version Approved: Next Review Date:
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Bahrain Polytechnic Quality Management System
Policy Section: Corporate
Request for CCTV Rerecorded Material Procedures
Procedure Reference: P/C/FA/001.007 Version: 1 Person Responsible: Director of Facilities
33. Purpose
The purpose of this procedure is to define the actions to be taken to prevent unauthorised access or use to CCTV recorded materials of Bahrain Polytechnic.
34. Related Policy
Campus Security Policy (C/FA/001).
35. Related Documents (Rules, Guidelines, Flowcharts, Forms)
Campus Security Services Guidelines
Request for copy/view of recorded material Form F/C/FA/001.007/001
Recorded Material (Receiving & Watching) Form F/C/FA/001.007/002
Control Room Visitors Log F/C/FA/001.001/001
36. Procedures
Step Responsible Outcome Location
(Optional)
Complete the Request for copy/view of recorded material
Requestor (staff)
Request for copy/view of recorded material
Shared drive
Obtain approval from the CEO (view/printed copy)
Requestor CEO decision/approval Shared drive
Submit approved request for copy/view of recorded material in person to the
Requestor Request for copy/view of recorded material
Shared drive
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Step Responsible Outcome Location
(Optional)
Security Services Office delivered to security
Verify and approve the request 1 Security Manager
Verification results Shared drive
Investigate the recorded material based on the request information.
Security Staff Member
investigation results Shared drive
Notify the Requestor about the status of the recorded material (ready to collect, in-appropriate material based on request)
Security staff Member
Requestor notification Shared drive
Complete and sign the ‘Recorded Material (Receive & Return) Form’ on receipt
Requestor Recorded Material (Receive & Return) Form’ signed
Shared drive
Receive the requested recorded material
Requestor Recorded Material received
Shared drive
Follow-up with the Requestor on received recorded material regularly.
Security Staff Member
Update received Shared drive
Return the received recorded material when the task is completed
Requestor Recorded Material returned
Shared drive
Complete and sign the ‘Recorded Material (Receive & Return) Form’ on return
Requestor Recorded Material (Receive & Return) Form’ signed
Shared drive
1CCTV records are not archived for more than 40 days. Therefore the security team can only fulfil
requests for CCTV recorded material that is within this timeframe.
37. Application
People:
This procedure applies to all staff, students, contractors of, and visitors to, Bahrain Polytechnic.
Processes:
Access CCTV Control Room C-FA-001.001
Security Inspections C-FA-001.008
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38. Key Dates
First Approved:
This Version Approved:
Next Review Date:
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Bahrain Polytechnic Quality Management System
Policy Section: Corporate
Security Inspections Procedures
Procedure Reference: P/C/FA/001.008 Version: 1 Person Responsible: Director of Facilities
39. Purpose
The purpose of this procedure is to define the actions to be taken to prevent misuse of Bahrain Polytechnic premises.
40. Related Policy
Campus Security Policy (C/FA/001).
41. Related Documents (Rules, Guidelines, Flowcharts, Forms)
Office Unlock Note F/C/FA/001.008/001
Office Inspection Report Note F/C/FA/001.008/002
Personal Witness Report Form F/C/FA/001.008/003
Daily Report Form F/C/FA/001.008/004
General Report Student Behaviour Form F/C/FA/001.008/005
Personal Pledge F/C/FA/001.008/006
REPLACMENT/Fines F/C/FA/001.003/002
Security Report F/C/FA/001.008/007
TRAFFIC PARKING VIOLATION FINES FORM F/C/FA/001.008/008
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42. Procedure
Step Responsible Outcome Location (Optional)
1. Conduct random security inspections on all areas of Bahrain Polytechnic to ensure physical protection is provided for the safety and security of the campus.
Security Staff Members
Maintain Safe and Secure Campus
Security Folder/ Shared Drive
2. Report on any security issue using relevant form(s). All findings from security inspections will be recorded, investigated and documented.
Security Staff Members
Identify potential security issues
Security Folder/ Shared Drive
3. Submit the completed documentation to security Manager for approval1.
Concerned Department
Completed Document
Security Folder/ Shared Drive
4. Take necessary action(s) to solve the identified issue.
Security Manager/ Concerned Department
Suggested Solution
Security Folder/ Shared Drive
5. Take necessary action(s) to prevent any potential future risk and add them to the Quality Improvement Plan.
Security Manager
Maintain Safe and Secure Campus
Security Folder/ Shared Drive
6. Report inspected cases and improvement initiatives to the responsible committees.
Security Manager
Effective Communication
Security Folder/ Shared Drive
1 The Concerned Department must report to the Security Manager the outcome of the
investigation and the effectiveness of the solution. The risk will be categorised as the following table:
Category Resolution & Time Frame
High risk Immediately
Moderate Risk One Week
Low Risk One Month
43. Application
People:
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This procedure applies to all staff, students, contractors of and visitors to, Bahrain Polytechnic.
Processes:
Access to CCTV Control Room P-C-FA-001.001
Control of Materials Exit P-C-FA-001.002
ID Card-Parking Permit for Students and Staff P-C-FA-001.003
Issuing Staff Office Door Key P-C-FA-001.004
Issuing Student Locker Key P-C-FA-001.005
Lost and Found P-C-FA-001.006
Request for CCTV Recorded Material P-C-FA-001.007
Security of Events P-C-FA-001.009
Visitor and Contractors Access to Campus P-C-FA-001.010
44. Key Dates
First Approved:
This Version Approved:
Next Review Date:
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Bahrain Polytechnic Quality Management System
Policy Section: Corporate
Security of Events Procedures
Procedure Reference: P/C/FA/001.009 Version: 1 Person Responsible: Director of Facilities
45. Purpose
The purpose of this procedure is to define the actions to be taken to ensure safe and secure events and activities of Bahrain Polytechnic.
46. Related Policy
Campus Security Policy (C/FA/001).
47. Related Documents (Rules, Guidelines, Flowcharts, Forms)
Campus Security Service Guidelines
48. Procedures
Step Responsible Outcome Location
(Optional) Notify Security Services via email (Security@polytechnic.bh) about the event, location and participants (internal and external)
Representing Department
E-mail Shared drive
Verify the request based on Director/Dean and record event details
Head of Security Services
Event verified Shared drive
Plan/Adopt the necessary measures to ensure a safe and secure event in coopration with Head of Health and Saftey and relevant
Head of Security Services
Event security measures plan
Shared drive
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Step Responsible Outcome Location
(Optional) department(s).
Facilitate visitor’s entrance as per visitor access procedure and take control of emergencies during these events.
Head of Security Services
Event security measures plan
Shared drive
Monitor closed areas of the venue including equipment and vehicles
Head of Security Services
Event security measures plan
Shared drive
Evaluate security of event after completion for future improvement and send to the department responsible (if necessary) .
Head of Security Services
Event security measures plan
Shared drive
When necessary, The Security Department will seek assistance from the local authorities such as Public Security and The Directorate of the Civil Defence, Ministry of Interior including ambulances of the Ministry of Health to control emergencies where required.
49. Application
People:
This procedure applies to all staff, students, contractors of and visitors to, Bahrain Polytechnic.
Processes:
Security Inspections P-C-FA-001.008
50. Key Dates
First Approved:
This Version Approved:
Next Review Date:
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Bahrain Polytechnic Quality Management System
Policy Section: Corporate
Visitors and Contractors Access to Campus Procedure Procedure Reference: P/C/FA/001.010 Version: 1 Person Responsible: Director of Facilities
51. Purpose
The purpose of this procedure is to define the actions to be taken to manage the entrance of visitor and contractor of Bahrain Polytechnic to the campus.
52. Related Policy
Campus Security Policy (C/FA/001).
53. Related Documents (Rules, Guidelines, Flowcharts, Forms)
Campus Security Services Guidelines
Replacement/Fines Form F/C/FA/001.003/002
Table of Fines and Replacement Cost F/C/FA/001.003/001
Temporary Campus Entry Form F/C/FA/001.010/001
Temporary Key Request F/C/FA/001.004/001
54. Procedures
Step Responsible Outcome Location
(Optional)
short term visitors (1 day up to three months)
Send an email with visitor name, date, location, time, purpose of visit & invitee name to security services email address (Security@polytechnic.bh)
Requestor (invitee)
Email Shared Drive
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Step Responsible Outcome Location
(Optional)
Verify the request and notify Security Reception (Main Gate)
Security Services Staff Member
Verified request
Shared Drive
Collect issued Visitor ID Card on arrival to the gatehouse and submit their identity card.
Visitor Visitor ID card collected
Shared Drive
Facilitate access to campus and parking Security Staff Member
Access facilitated
Shared Drive
Return visitor ID card to Security Services reception and collect identity card when existing campus.
Visitor Identity card collected
Shared Drive
Long term visitors (more than three months) and contractors
Send an email with visitor name, date, location, time period, purpose of visit & invitee name to security services email address (Security@polytechnic.bh)
Invitee Email Shared Drive
Obtain Director approval on temporary campus entry request
Invitee Director approval
Shared Drive
Verify the request and notify Security Reception
Security Services Staff Member
Verified request
Shared Drive
Complete Temporary Campus Entry Form for first time visitors at the Security Services Office and submit any required documents (CPR Copy and Car Ownership certificate, work permit and letter of employer for contractor).
Visitor/contactor Received detailed information about the requestor
Shared Drive
Verify the request for first time visitors and contractors
Security Services Staff Member
Verified request
Shared Drive
Issue the ID Card or Parking Permit within 24 hours.
Security Services Staff Member
ID Card/Parking Permit
Shared Drive
Collect issued ID Card/Parking Permit and sign the application form
Requestor ID Card/Parking Permit Form signed
ID Card/Parking Permit Folder
Return the ID Card and Parking Permit to the Security Services office when the permits are expired1.
Requestor Received expired ID Card/Parking Permit
ID Card/Parking Permit Folder
1in case of lose or damage the ID card, replacement fee will be applied.
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Notes:
A request for a parent and/or others to visit a classroom must be approved by the tutor and the visit requestor.
Visitors who fail to comply with any of these guidelines and/or district policies may be restricted from entry.
Unauthorised visitors will be asked to leave the campus grounds immediately. The control of visitors is a fundamental part of the Campus Security Policy for the safeguarding of both people and property.
Security staff will provide sufficient vehicle parking for each visiting event.
55. Application
People:
This procedure applies to all students of Bahrain Polytechnic.
Processes:
Security Inspections P-C-FA-001.008
Key Dates
First Approved: This Version Approved: Next Review Date:
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PART 1 CAMPUS SECURITY SERVICES PROCEDURES GUIDLINES An Attachment of the Campus Security Policy: C/FA/001 Approval Date: Page 2 of 32
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CAMPUS SECURITY SERVICES PROCEDURES: C/FA/001a CONTENTS: 1 INTRODUCTION -- -- -- -- -- -- -- -- 03
2 RELATED POLICIES -- -- -- -- -- -- -- -- 03
3 DEFINITIONS -- -- -- -- -- -- -- -- -- 03
4 RESPONSIBILITIES -- -- -- -- -- -- -- -- 03
5 THE PROCEDURES -- -- -- -- -- -- -- -- 04 5.1 Purpose -- -- -- -- -- -- -- -- -- 04
5.2 Entry and Main Gates -- -- -- -- -- -- -- 04
5.3 Searching Vehicles and Personal Belongings -- -- -- -- 04
5.4 Illegal Drugs and Alcohol Abuse -- -- -- -- -- 05
5.5 Vehicle Parking Lots -- -- -- -- -- -- -- 05
parking
5.6 Pedestrian Safety -- -- -- -- -- -- -- 06
5.7 Patrolling Operations -- -- -- -- -- -- -- 07
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CAMPUS SECURITY SERVICES PROCEDURES: C/FA/001a 1 INTRODUCTION This Campus Security Services Procedures is set to comply with Bahrain Polytechnic standards and achieving its goals by providing a safe and secure environment, and to control the entry of all unauthorised persons to Polytechnic. 2 RELATED POLICIES a Health and Safety Policy: C/HS/001, including all attachments. b Smoke-Free Policy: C/HS/002 3 DEFINITIONS
a. Security Officer: a trained person with the responsibility for controlling all security aspects in and around the Polytechnic campus, and monitoring day-to-day habits of campus personnel and effectively employing the security resources to minimise all security risks.
b. Security Patrol: an inspection around the campus and inside buildings by vehicle or on foot to ensure security procedures are adhered to and security services are properly implemented.
c. Personal Property: is property owned by an individual or business which is movable and is not affixed to or associated with the land individual.
d. Polytechnic Property: All assets belonging to Bahrain Polytechnic, such as the land, buildings, Vehicles, equipments and furniture.
e. Authorised Persons: A person who has a permission to enter Bahrain Polytechnic, can be classified as staff, students, contractors, and visitors) f. Threat: a situation or an activity that could cause harm or danger. g. Recorded material: means any material documented in writing or through the use of any other form of media. h. Release of data: viewing and production a copy of the data. 4 RESPONSIBILITIES
a Security Department The Security Department shall follow, issue, review and update this procedure regularly in accordance with other established policies and procedures. b Bahrain Polytechnic Staff, Students, Contractors and Visitors All persons inside Bahrain Polytechnic shall follow this procedure as required. Page 4 of 32
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5 THE PROCEDURES 5.1 Purpose The purpose of these procedures is to define the actions to be taken to control entry of persons and vehicles and undesirable items to the campus and prevent unauthorised ones. Additionally to carry out sufficient patrolling operations and dedicate a high quality of security service to all at Bahrain Polytechnic. 5.2 Accessing the Bahrain Polytechnic:
Unauthorised/ Forced Entry: will allow Security Department to take action against the enterer. The enterer will be held responsible according to relevant Kingdom of Bahrain Laws in addition to the laws of the Bahrain Polytechnic laws and procedures. The unauthorised enterer will also be liable, as a minimum action, to sign a personal pledge not to repeat his or her unauthorised entry and behaviour, for by doing so; it will give the Security Department the right to pursue the incident further and to act accordingly. See attached form “Personal Pledge of Unauthorised Entry and Behaviour C/FA/001f”.
General visitors: will only be allowed in upon request from an authorised person communicating by email, or by other means in special cases. All visitors will be required to report to the Security Gatehouse Reception to register their data and obtain a visitors ID card. The ID Card must be worn at all times whilst the visitor is on campus, and to be submitted back to the Security Department upon exiting.
Vehicle Traffic and Parking: authorised persons on the campus of the Polytechnic must follow all safety and security rules and safeguard themselves and others. (See section 5.6) In some circumstances a student may request special entry and parking close to a building. Such a request from Concerned department should be supported with evidence such as a medical report stating that the condition demands entry. (“Temporarily Campus Entry of Student’s Vehicle Form.)
Entry of vehicles: entry of all staff vehicles is controlled by authorization obtained from the Security Department as authorized by Bahrain Polytechnic Management. Entry of other vehicles belonging to visitors and contractors or others will be allowed upon prior request from concerned departments.
Control of vehicle movement: vehicles allowed to enter the campus must adhere to all traffic signs, rules and regulations of the Polytechnic e.g. parking rules, speed limits, pedestrian movement, restricted areas, etc. Page 5 of 32
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1. Control of Materials Entrance and Exit: to implement measures or controlling all materials entering and exiting the polytechnic property such as: a. Polytechnic Material: assets owned by Bahrain Polytechnic, such as furniture equipments and machinery . b. Contractor’s material: Materials owned by contractor\s brought to polytechnic premises for a particular purpose c. Personal material: Property belonging to staff or students and visitors brought polytechnic premises for a particular purpose (See Material gate-Pass Form C/FA/001g.) 5.3 Search of Vehicles and Personal Belongings The Security Section has the responsibility and right to search vehicles and personal belongings where they find it necessary to do so and when they believe/experience that someone/something is representing a potential threat to the safety and security of Polytechnic. All persons must adhere to this rule. 5.4 Illegal Drugs and Alcohol: Illegal Drugs and Alcohol are strictly prohibited any person who is caught with such belongings will be reported for immediate action to the management of the polytechnic, or to the relevant authorities by instructions of authorised management. 5.5 Vehicle Parking Lots
Management parking: some vehicle parking areas are appointed for management level staff. Using these parking areas is prohibited for other than those they are appointed for. Violations will be reported, and appropriate disciplinary action will be taken
Staff parking: staff members who wish to park in the staff parking areas must obtain and display a valid gate entry permit on their vehicle. Parking permit application forms should be obtained from the Security Department and completed. (See attached “Staff Parking Permit Form”) A cash amount will be demanded in case of loss of the permit.
Students and general parking: students should ask for a parking permit application form, complete it and have it approved by Security. Authorised visitors are permitted to park at the time of visiting. An application form is submitted to the Security Department using this form “Student Parking Permit and Locker Application Form”.
Special event parking: Security Services is prepared to assist people with their parking needs to ensure that special events are a pleasant experience for everyone. A separate vehicle parking area may be organised and the area segregated with suitable barriers. To avoid possible misunderstandings and confusion, it is important to involve the Security Department during the early planning stages of any events that require visitor parking. Page 6 of 32
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Restricted areas: there are a number of restricted parking areas on campus and these are
properly signed-posted. Ignoring such restriction signs will be considered a serious offence. (Refer to the Deviation, Violation, Abuse and Fines Table.) Parking violations: any violation of the traffic and parking rules and regulations may result in a contravention report being issued to the owner or operator of the vehicle or a warning note may be placed on the vehicle by the Security Officer. No person other than the owner/driver of the vehicle shall tamper with or remove this report from a vehicle. Any traffic violation will result in a warning or a fine based on the attached table (approved by SMT on 28th April, 2013). (Refer to the Deviation, Violation, Abuse and Fines Table.)
Speed limits: the campus speed limit is 20 km/h, unless otherwise posted. The speed limit for parking lots is 15 km/h.
Helpful Car Park Hints: DO's - when parking or driving on a Polytechnic Site: o Observe the speed limits; o Observe the traffic signage; o Park as authorized; o Park within drawn parking lines; o Park in the correct location; o Display an appropriate permit, if applicable; o Obey all directions of an Authorised Person, i.e. a Polytechnic Security Officer; and o Drive in a careful and safe manner. DONT's - when parking or driving on a Polytechnic Site: o Don't park adjacent to a yellow kerb or line; o Don't contravene parking signs; o Don't park in restricted areas; o Don't park in driveway entrances; o Don’t park in a manner/ position blocking view or access to fire extinguishers or emergency exits; o Don't park on grassed areas; o Don't drive in an unsafe or unlawful manner. o Do not park in "Staff Parking" areas if you are a student; o
Note: parking procedure will be strictly enforced so it is your responsibility to be aware and use the available information. Page 7 of 32 Page 8 of 32
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PART 2 EVENTS AND VISITORS CONTROL PROCEDURES GUIDELINE An Attachment of the Campus Security Policy: C/FA/001 Approval Date: Page 9 of 32
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EVENTS AND VISITORS CONTROL PROCEDURES: C/FA/001s CONTENTS: 6 INTRODUCTION -- -- -- -- -- -- -- -- 11
7 RELATED POLICIES -- -- -- -- -- -- -- -- 11
8 DEFINITIONS -- -- -- -- -- -- -- -- -- 11
9 RESPONSIBILITIES -- -- -- -- -- -- -- -- 11
10 THE PROCEDURES -- -- -- -- -- -- -- -- 12 10.1 Purpose
10.2 Events a Polytechnic in-house forums
b Staff Meetings
c Staff and students’ parties
d Students’ events and projects
e Examinations
f Examples. 10.3 Visitors a Authorised visitors
b Welcoming visitors
c Visitors parking
d Visiting time
e Visiting Guidelines
f Cooperation with third parties, extended services and community groups
EVENTS AND VISITORS CONTROL PROCEDURES: C/FA/001s 6 INTRODUCTION These Event and Visitors’ Control Procedures are set to comply with Bahrain Polytechnic standards and achieving its goals by providing a safe and secure environment as well as regulations, including controlling of events, on campus. 7 RELATED POLICIES a. Health and Safety Policy: C/HS/001, including all attachments.
b. Smoke-Free Policy: C/HS/002. 8 DEFINITIONS Page 10 of 32
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1. Security Officer: a trained person with the responsibility for controlling all security aspects in and around the Polytechnic campus, and monitoring day-to-day habits of campus personnel and effectively employing the security resources to minimise all security risks.
2. Security Patrol: an inspection around the campus and inside buildings by vehicle or on foot to ensure security procedures are adhered to and security services are properly implemented.
3. Personal Property: is property owned by an individual or business which is movable and is not affixed to or associated with the land individual.
4. Polytechnic Property: All assets belonging to Bahrain Polytechnic, such as the land, buildings, Vehicles, equipments and furniture.
5. Authorised Persons: A person who has a permission to enter Bahrain Polytechnic, can be classified as staff, students, contractors, and visitors).. All such persons should carry proof of identify and produce this if requested. All others are unauthorised and Bahrain Polytechnic reserves the right to refuse entry to any unauthorised person.
6. Threat: a situation or an activity that could cause harm or danger.
7. Recorded material: means any material documented in writing or through the use of any other form of media.
8. Release of data: viewing and production a copy of the data. 9 RESPONSIBILITIES
c Security Department Security Department shall follow, issue, review and update this procedure regularly in accordance with other established policies and procedures. d Bahrain Polytechnic Staff, Students, Visitors and contractors All persons inside Bahrain Polytechnic shall follow this procedure as required. 10 THE PROCEDURES 5.6 Purpose The purpose of these procedures is to define the actions to be taken to control all in-house events and to provide welcoming services to the authorised visitors to Bahrain Polytechnic. 5.7 Events Bahrain Polytechnic may staff a broad range of events such as concerts, festivals, cultural shows, athletic events, conferences, speakers, campus movies, and graduations. The Security Department is familiar with the campus and qualified to assist and control such events and provide assistance to attendees. Note: When necessary, The Security Department will seek assistance from the local authorities such as Public Security and The Directorate of the Civil Defence, Page 11 of 32
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Ministry of Interior including ambulances of the Ministry of Health to control emergencies where required. a Polytechnic in-House Forum: With official notification of the proposed programme from the concerned department, the Security Department shall adopt the necessary measures to ensure a safe and secure event. b Staff Meeting: As part of organising events, the Security Department will control entry, as a security measure, and will take control of emergencies during these events. c Staff and Students Events: The Security Department will organise themselves and manage their duties were required to provide a safe and secure environment for each event in good time. The Security Department should be involved in such events at the early stage of planning. d Students Events and Projects: as well as other events, Security Department will control access and exits and report to the concerned department any violations to the Polytechnic standards and ethical rules. e Examinations: special care and control will be taken upon request starting from the entry stage to the end of examinations. This includes assisting disabled persons for safe access and exit and in the event of emergencies. Examples include the following
for the special event.
and the Security Department is informed. 5.8 Visitors We welcome authorised visitors onto the campus and hope they enjoy their time at Bahrain Polytechnic. It is important to remember that the Polytechnic is a learning institution and it is a priority to work and teach in a safe and Page 12 of 32
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secure environment. In order not to impede learning, and in the interest of safety, it is important that all visitors introduce themselves at the Security Gatehouse. Visitors are people not employed by the Polytechnic who are visiting within campus working hours. Visitors are the responsibility of staff being visited. Staff must ensure that visitors are accompanied at all times by persons acquainted with the hazards of the areas to be visited. Visitors shall receive updated safety and health information and instruction and shall be provided with appropriate personal protective equipment before entering a hazardous area. a Authorised visitors visitors to the campus will be accompanied by a member of the Security Department, or directed to their destination where appropriate, and will be returned to the Security Gatehouse in order to “sign out” of campus. Visitors and contractors visiting for a long period of time should submit “Temporary Camps Entry Form C/FA/001u” to Security who will issue a pass. a Welcoming visitors A welcoming protocol will be set herein and should be followed accordingly.
Security Gatehouse The Security Gatehouse is provided to control the entry of persons and vehicle to the campus.
Security staff member Once an authorised visitor arrives on the campus, security members will welcome that visitor and ask for his/her identity card, the person to be visited and destination. The Security staff member will direct or accompanied the visitor to the location. On some occasions, searching vehicles and/or personal belongings may be required. The Security staff member will provide the visitor with an identification badge.
Respect to a visitor Respect will be shown to all visitors on their arrival to the campus, they will be assisted with care and behave nicely.
Accompany a visitor Security staffs have the responsibility to accompany the VIP visitor during travel to the destination required and return back to the gatehouse which is equally important for the Polytechnic and the VIP visitor. Page 13 of 32
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What to expect
Within the use of appropriate and ethical behaviour, all unexpected behaviour by a visitor, e.g. aggressive behaviour, can be controlled and rectified. b Visitors Parking: Security staff will provide sufficient vehicle parking for each visiting programme . c Visiting time: Visiting time is during the normal working hours of Bahrain Polytechnic, but permission may be granted for some special events. d Visiting guidelines: In Bahrain Polytechnic, we are proud of our campus and welcome visitors. In order to protect the security of staff and students and the learning environment, visitors are requested to conform to the following guidelines:
e kept informed of any visitors to the Polytechnic prior to the arrival of guests.
of their visitors. technic must report to the Security Gatehouse, present
their identity cards, sign in, state reason for being on campus and obtain approval from the designee. VIP visitors are excluded from this rule.
badge provided by the Security Department. This includes parents, and any other person that is not a member of staff or students. Staff and students will wear their badges visibly at all times.
ust be approved by the tutor and the visit requester.
their destination and will be returned to the Security Gatehouse in order to “sign out” of campus.
campus’s health and safety procedures such as parking, fire safety and first aid. who fail to comply with any of these guidelines and/or district policies may be restricted
from entry.
visitors is a fundamental part of the Page 14 of 32
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Campus Security Policy for the safeguarding of both people and property. e Cooperation with Third Parties, Extended Services and Community Groups: Bahrain Polytechnic Campus Security arrangements have taken into account any other third parties who use the campus building or grounds. In most circumstances the arrangements for the campus in general will be equally applicable for the third parties involved. Below are the additional security measures that apply to the groups listed. The Canteen facility has its own arrangements for safeguarding its own activities (e.g. checks and securing its own equipment) but this does not by any means exclude the authority of the Campus Security. Campus facilities are occasionally used for Community events. When such events are organized, all visitors should restrict themselves to the assigned area of the activity. Access to the rest of that building or other buildings will be restricted. Visitors in unauthorized locations will be immediately asked to leave and further action may be taken as appropriate. Page 15 of 32
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SECURITY DEPARTMENT PROCEDURES
PART 3 BUILDING SECURITY AND GENERAL SERVICES PROCEDURES GUIDELINE An Attachment of the Campus Security Policy: C/FA/001 Approval Date: Page 16 of 32
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BUILDING SECURITY AND GENERAL SERVICES PROCEDURES: C/FA/001h CONTENTS: 11 RELATED POLICIES -- -- -- -- -- -- -- -- 19
12 DEFINITIONS -- -- -- -- -- -- -- -- -- 19
13 RESPONSIBILITIES -- -- -- -- -- -- -- -- 19
14 THE PROCEDURE -- -- -- -- -- -- -- -- 20 14.1 Purpose
14.2 Building Security 1 Security inspection 14.3 Securing a Building
14.4 Securing an Office 1 Unlocking process
2 Office inspection 14.5 Persons with Disabilities 14.6 General Services
ervices
14.7 Deviation, Violation, Abuse and Fines Table Page 17 of 32
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BUILDING SECURITY AND GENERAL SERVICES PROCEDURES: C/FA/001h 11 INTRODUCTION These Building Security and General Services Procedures are set to comply with standards and regulations to achieve the goals of Bahrain Polytechnic to prevent staff, students, visitors and contractors at the Polytechnic from unsecured and unsafe events, and to provide sufficient security services to all. 12 RELATED POLICIES a) Health and Safety Policy: C/HS/001, including all attachments.
b) Smoke-Free Policy: C/HS/002. 13 DEFINITIONS
1. Security Officer: a qualified and trained person with the responsibility for controlling all security aspects in and around the Polytechnic campus, and monitoring day-to-day habits of campus personnel and effectively employing the security resources to minimise all security risks.
2. Security Patrol: an inspection around the campus and inside buildings by vehicle or on foot to ensure security procedures are adhered to and security services are properly implemented.
3. Personal Property: is property owned by an individual or business which is movable and is not affixed to or associated with the land individual.
4. Polytechnic Property: All assets belonging to Bahrain Polytechnic, such as the land, buildings, Vehicles, equipments and furniture.
5.
6. Authorised Persons: A person who has a permission to enter Bahrain Polytechnic, can be classified as staff, students, contractors, and visitors).. All such persons should carry proof of identify and produce this if requested. All others are unauthorised and Bahrain Polytechnic reserves the right to refuse entry to any unauthorised person.
7. Threat: a situation or an activity that could cause harm or danger.
8. Recorded material: means any material documented in writing or through the use of any other form of media.
9. Release of data: viewing and production a copy of the data. 14 RESPONSIBILITIES
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Security Department The Security Department shall follow, issue, review and update this procedure regularly in accordance with other established policies and procedures. Page 18 of 32
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Bahrain Polytechnic Staff, Students, Contractors and Visitors
All persons inside Bahrain Polytechnic shall follow this procedure as required. 15 THE PROCEDURES 5.9 Purpose The purpose of these procedures is to define the actions to be taken to prevent misuse of Polytechnic premises and to provide a high quality of security services to all at Bahrain Polytechnic including building security by achieving immediate services accessed through the security hotline. 5.10 Building Security The Security Department has the responsibility for maintaining building security procedures. Trained security officers will be placed at certain locations for immediate intervention during emergencies and to maintain a secure safe environment for individuals as well as the safety of the premises. The Security Department will carry out internal and external building checks during and after normal daily activities and provide a security advisory service by means of security inspections. Security Inspections: These are randomly conducted on all areas of the Polytechnic to ensure physical protection is provided for the safety and security of the Polytechnic in order to provide a low risk environment. The Security Department will undertake inspections of all external areas on campus and inspections may also be conducted at the request of management. All findings from security inspections will be recorded, investigated and documented. 5.11 Securing a Building The primary means of securing a building is through the use of restricted lock and key systems. This includes students’ lockers. a Door locks: all Polytechnic doors have a code number where a key is required. Staff are authorised to receive the key they need by quoting the door code number. The Security Department has the responsibility for ensuring that all locks are in good condition and for reporting/investigating damage. b Key issue, recording and loss: The Security Department has the responsibility for issuing door keys to authorised persons and keeping records. Additional requests for other offices require filling out the “Temporary Key Request Form C/FA/001i” as approved by the office owner or division Director/Manager. Page 19 of 32
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Where a key holder has lost a key, he/she is required, as soon as practicable; to provide a written statement that sets out the facts and circumstances using this form “Replacement FORM”. Security will issue a new key after investigation and fines will be applied. The key holder must not assign keys to other persons and obtain or attempt to obtain key duplicates. All key holders who leave the employ of Bahrain Polytechnic or whose workplace is changed must return their keys to Security Department. c Students’ lockers: The Security Department has the authority to check, as necessary, any students’ lockers upon suspicion or investigation. Students are required to take care of their lockers and keep locker keys in a safe place. Misuse of lockers will be reported and students concerned barred from using these utilities. Fines will be applied. 5.12 Securing an Office
Unlocking process: By request of the office owner, the Security Department will unlock the office for another staff to take/put something, an office unlock note will be filled, signed and kept on the desk.
Office inspection: As a routine duty of Security Department, there will be an office inspection and reporting of observed conditions to the office owner. These observations are mainly to prevent reoccurrences of acts or conditions that might jeopardise the safety or security of the location. A note will be placed on the office desk if the location was unoccupied during inspection. 5.13 General Services
Electronic entry cards: The Security Department will issue electronic entry cards to authorised persons and follow the proper use of these cards. The use of an electronic entry card system is employed at the security gates and is a primary means of controlling and restricting access to the Polytechnic campus. All people with issued cards should exert extreme care not to lose the card issued. In case of loss, the matter should be immediately reported to the Security Department. Fines will be imposed in case of loss.
Vehicle Parking Permits: Polytechnic staff and student will be issued with a vehicle sticker. All are required to take care of these stickers. Permits are not valid if they are not Page 20 of 32
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in a vehicle or if they cannot be properly read from the outside. Parking stickers must be displayed face up on the driver's side windscreen.
Traffic signs: All internal traffic signs are checked periodically and reported for replacement when necessary or where additional traffic signs are required; this will be co-ordinated with the Health and Safety Department. All vehicular accidents should be reported by the Security Department and records kept using the “Vehicle Accident Report Form”
Lost and found centre: Campus Security is a central deposit location for lost and found items on the campus. Lost items should be reported immediately using the attached Lost Material Report Form for records and investigation. Items in the Lost and Found Centre can be retrieved during the normal operating hours (Sunday to Thursday 8 am to 4 pm) from Security Services Office.
Investigation of theft, threats, damage and false fire alarms: The Security Department will investigate events such as theft, threats, damage, false fire alarms, etc. and should be involved in other investigations such as accidents and incidents. Personal Witness Report Form , may be used in some situations and Security Report Form ,w can be used for the same cases but by the Security Department.
Hotline Response Service: This service is provided for speed and ease of response for Security Services in emergencies and for assistance in some situations. The Security hotline is in service 24/7. All calls should be recorded to avoid misuse of this service.
Unauthorised Behaviour and Dressing Code of Students: The Security Department will report immediately any unauthorised student’s behaviour and dress to the Student Services Division to take action. Additionally these reports will be recorded and sent as an annual report. 5.14 Deviation, Violation, Abuse and Fines Table Fines table is issued and approved by the Senior Management. See attached Table . Page 21 of 32 Page
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SECURITY DEPARTMENT PROCEDURES
PART 4 CLOSED CIRCUIT TELEVISION (CCTV) MONITORING & RECORDING PROCEDURES An Attachment of the Campus Security Policy: C/FA/001 Approval Date: Page 23 of 32
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CLOSED CIRCUIT TELEVISION (CCTV) MONITORING & RECORDING PROCEDURES: C/FA/001v CONTENTS:
INTRODUCTION -- -- -- -- -- -- -- 26 RELATED POLICIES -- -- -- -- -- -- -- 26 DEFINITIONS -- -- -- -- -- -- -- -- 26 RESPONSIBILITIES -- -- -- -- -- -- -- 27 THE PROCEDURES -- -- -- -- -- -- -- 27
1. General Principles
2. Cameras and Coverage
3. Monitoring and recording facilities
4. Operation of the system
5. Maintenance of the system
6. Access to, and security of the control room and associated equipment
7. Management of recorded material
8. Requests for information/release of data
9. Responsibilities
10. Discipline 11. Complaints Page 24 of 32
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CLOSED CIRCUIT TELEVISION (CCTV) MONITORING & RECORDING PROCEDURES: C/FA/001v 16 INTRODUCTION Bahrain Polytechnic believes that CCTV is a powerful tool to assist with efforts to enhance community safety, and that the operation of CCTV should be controlled to avoid the potential of misuse. The procedures provide a framework for the operation of CCTV. Campus supports this Code of Practice, which is applied in the context of Bahrain Polytechnic through this CCTV Policy & Procedure. 17 RELATED POLICIES a. Health and Safety Policy: C/HS/001, including all attachments.
b. Smoke-Free Policy: C/HS/002. 18 DEFINITIONS
1. Security Officer: a qualified and trained person with the responsibility for controlling all security aspects in and around the Polytechnic campus, and monitoring day-to-day habits of campus personnel and effectively employing the security resources to minimise all security risks.
2. Security Patrol: an inspection around the campus and inside buildings by vehicle or on foot to ensure security procedures are adhered to and security services are properly implemented.
3. Personal Property: is property owned by an individual or business which is movable and is not affixed to or associated with the land individual.
4. Polytechnic Property: All assets belonging to Bahrain Polytechnic, such as the land, buildings, Vehicles, equipments and furniture.
5.
6. Authorised Persons: A person who has a permission to enter Bahrain Polytechnic, can be classified as staff, students, contractors, and visitors).. All such persons should carry proof of identify and produce this if requested. All others are unauthorised and Bahrain Polytechnic reserves the right to refuse entry to any unauthorised person.
7. Threat: a situation or an activity that could cause harm or danger.
8. Recorded material: means any material documented in writing or through the use of any other form of media.
9. Release of data: viewing and production a copy of the data.
19 RESPONSIBILITIES
Security Department Page 25 of 32
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The Security Department shall follow, issue, review and update this procedure regularly in accordance with other established policies and procedures.
Bahrain Polytechnic Staff, Students, Contractors and Visitors All persons inside Bahrain Polytechnic shall follow this procedure as required. 20 THE PROCEDURES The system shall be operated only for the purposes stated in the Policy. Any individual /organisation utilising the CCTV system must comply fully with this Procedure and will be held accountable under the Security CCTV Policy and this Procedure. 2. Cameras and Coverage 2.1 The areas covered by the Campus’s CCTV system, to which this Procedure refers, are public areas and areas within the responsibility and/or perimeter boundaries of Bahrain Polytechnic, including within campus buildings. 2.2 Signs will be placed at the main entrance points to the University to indicate:
operation. 2.3 On occasion, transportable or mobile cameras connected to the Campus’s CCTV system may be temporarily sited within the boundaries of the campus. The use of such cameras, and the data produced, will conform to the objectives of the Bahrain Polytechnic’s CCTV system and will be governed by the University’s Security CCTV Policy and Procedure. 3. Monitoring and Recording Facilities 3.1 The central security control room (referred to as “the control room”), staffed by CCTV operators, is located in Building 24, first floor, room number 24-107. Page 26 of 32
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3.2 CCTV authorized operators are able to record images in real-time, replay images, and produce hard copies of recorded images, in accordance with this Policy and Procedure. This applies equally to images derived from the core system and from the supplementary system, but images from the supplementary system are not normally viewed in real time. Viewing and recording equipment may only be operated by trained and authorised operators. 4. Operation of the System 4.1 All persons operating CCTV cameras must act with the utmost probity at all times. Operators are required to sign a declaration of confidentiality - See “Attached: Declaration of Confidentiality Form C/FA/001w”. 4.2 The Security Manager is required to provide all individuals operating the CCTV system with a copy of the CCTV Policy and Procedure. All relevant staff are required to sign a commitment approved by the HR department to confirm that they fully understand their obligations as set out in the Security CCTV Policy and Procedure. 4.3 A Manual containing technical instructions on the use of the equipment will be housed in the control room. 4.4 The control room and monitoring system must be staffed, at all times, by at least one officer. Any unauthorised use or abandonment of the University control room and its systems and equipment for any purpose whatsoever (apart from evacuation in an emergency) may amount to gross misconduct under the University’s Staff Disciplinary Procedure. If the control room must be vacated in an emergency, for safety or security reasons, the Manual must be followed “Attached: Security Control Room –Evacuation Procedure”. 5. Maintenance of the System 5.1 To ensure compliance with the Data, and to ensure that images recorded continue to be of appropriate evidential quality, the system shall be maintained in accordance with the requirements of the procedural manual under a maintenance agreement. User requirements can be maintained by a member of the Security Personnel. Faults will need to be maintained by a CCTV Engineer from the supplier company according to the maintenance and support contract with them. Page 27 of 32
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5.2 Appropriate records of faults must be maintained by the Security Manager in respect of the functioning of the cameras/system and the response of the maintenance organisation “Attached: Maintenance Log CCTV Cameras ”. 6. Access to, and Security of, Control Room and Associated Equipment.
6.1 Only authorised operators who have been certified as appropriately instructed may operate any of the equipment located within the control room. A list of all authorised operators will be maintained in the control room by the Security Manager approved by the ACEO or the Facilities Director. An authorised operator must be present at all times when the equipment is in use. 6.2 The control room must be secured at all times. The entrance door to the control room must be fitted with a device to restrict entry from outside, and this must be used by authorised operators to maintain the security of the control room. 6.3 The following are authorised to visit the control room:
The CEO has the authority to change the staff members who can access the control room Page 28 of
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The names of visitors must be recorded, and visitors must be accompanied at all times by an authorised operator or the Security Manager. 6.4 Public access to the control room will be prohibited except for lawful, proper and sufficient reasons and only then with the personal authority of the Security Manager or ACEO. Any such visits will be conducted and recorded in accordance with this Procedure. 6.5 Regardless of their status, all visitors to the control room will be required to read the declaration of confidentiality prior to signing “Attached: Declaration Of Confidentiality Sign C/FA/001dd” and the visitors book “Attached: Visitors Log Control Room C/FA/001z”. Refused visitor details will also be recorded in the visitor’s book. Duty controllers must be satisfied that visitors can be accurately identified. 7. Management of Recorded Material
7.1 The storage of the system records will be in the ICT server room of Bahrain Polytechnic in Building 31, in a separate saved Rack, not connected to Bahrain Polytechnic’s network. 7.2 It is of the utmost importance that, irrespective of the format of the images obtained from the system, recorded material is treated strictly in accordance with this Procedure from initial recording to date of destruction. All movement and usage of material must be recorded “Attached: Media Print Register”. 7.3 Access to, and the use of, recorded material must be strictly in pursuance of the purposes defined in the Bahrain Polytechnic’s Security CCTV Policy. 7.4 Recorded material should not be copied, sold or otherwise released or used for commercial purposes, personal use, or for the provision of entertainment. Depending on the system and CCTV procedures, the recorded materials must be approved by the top management before being overwritten or erased. Recordings may only be retained for 40 days after getting a completion notice from the concerned person. In these circumstances, the material will be copied to a disc. Page 29 of 32
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7.5 To ensure the quality of recorded material, only discs/tapes that have been specified for the sole use under Bahrain Polytechnic’s CCTV system may be used. Each tape/disc will have its own unique identity number. 7.6 Each tape/disc will be magnetically erased/wiped before re-use and before destruction. The destruction of tapes /discs is to be recorded in the Data Destruction Register. “Attached: Data Destruction Register” 7.7All recorded images will be identified by camera number, date recorded and time group. Images may only be reviewed by University security officers, Security Manager, or by such other persons as are authorised by this Policy/Procedure. “Attached Request For Copy/View Of Recorded Material” 7.10 Media prints will not be taken as a matter of routine. Justification must be provided for each print. Details of all media prints will be recorded “Attached: Media Print Register ” 7.11In the event of any recorded material being required for evidential purposes, the procedures outlined in the procedure and manual must be strictly complied with. 8. Request for Information/Release of Data
8.1 Any Request for information release must be on the procedure of the CCTV, and the attached form, and any other way of requesting information will not be accepted. 1. The request for Releasing data should come to the security manager approved and signed by the authorized person “Attached: Request For Copy/View Of Recorded Material ”. 2. The Security operator will record the requested data and register this print on “Attached: Media Print Register” 3. The requester will sign for receiving the data requested “ ” Page 30 of 32
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9. Responsibilities
9.1 Security Manager The Security Manager will:
Procedure and Code of Practice.
CCTV system are reported and adequately maintained and developed.
day-to-day and long-term operation of the system. the system in consultation with
the operators and other relevant individuals,.
legislation. footage for potential viewings,
on the CCTV Policy and Procedure.
any updates. e.
responsible manner. This will include regular checks and audit trails to ensure that any documentation is relevant and up to date. 9.2 Operators Page 31 of 32
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Operators are responsible for taking appropriate action to deal with incidents detected through use of the system, and for keeping records, as required by this Handbook. Operators must: 1 Carry out their duties in accordance with the Policy, the Procedure, and managerial instructions.
2 Control and operate the cameras and equipment forming part of the system with proficiency.
3 Ensure that information recorded by the system or operator (spot recording) is accurate, adequate, and relevant and does not exceed that necessary to fulfil the purpose of the system.
4 Justify decisions to view or record any particular individual, group of individuals or property, when requested by the manager.
5 Regularly refresh their knowledge of the contents of the CCTV Policy and Procedure, and manuals. 10. Discipline 10.1 Staff or students who impede implementation of the CCTV Policy may be subject to disciplinary proceedings. 10.2 Breach of the CCTV Policy, Procedure or any aspect of confidentiality by individuals with specific responsibilities under the terms of the CCTV Policy and Procedure may be subject to Bahrain Polytechnic’s Staff Disciplinary Policy. 10.3 Any unauthorised use or abandonment of the control room, its systems and/or equipment, for any purpose whatsoever, (apart from evacuation in an emergency) may amount to gross misconduct under the Bahrain Polytechnic Staff Disciplinary Procedure. Page 32 of 32
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10.4 Any unauthorised person (visitor, contractor or other) who impede implementation of the CCTV Policy may be subject to disciplinary proceedings of the Ministry of Interior, as a complaint against them will be raised to the nearest Police Station. 11. Complaints 11.1 Any student, member of staff or the general public wishing to register a complaint with regard to any aspect of the system may do so by contacting the appropriate authority as follows: 1. Students: Students Services.
2. Staff: HR department.
3. Visitors and contractors: Security Office.