ASHTON-UNDER-LYNE SIXTH FORM COLLEGE STAFF HANDBOOK

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SECURITY POLICY AND PROCEDURES – (DRAFT MAY 2014)

1. Introduction
1·1 The College recogniszes the right to a safe and secure environment which is beneficial to
effective learning. Security protects the College’s resources, both human and physical, and
improves the overall safety of the organiszation. Consequently the College is committed to the
application of suitable security measures, and it is essential that there are clear procedures for
the management of security which are printed below.

1·2 Responsibility for personal property remains with the owner of the property. The College takes no
responsibility for such property left on the premises, including motor vehicles, motorcycles,
scooters and bicycles, although the site staff will aim to provide a security presence on the
college site.

2. Policy Statement
2·1 The College seeks to ensure, as far is reasonably practicable, a safe and secure environment for
all students, staff, visitors and contractors, whilst on the college site.

2·2 The College will make reasonable efforts to protect its property and resources, will control
authoriszed access to the college, and reserves the right to restrict admission to the college site.

2·3 Responsibility for security and personal safety rests with all persons who study, work or visit the
college site.

2·4 Site staff are responsible for the effective operation of the Security Policy and procedures.

2·5 All students, members of staff, visitors and contractors should assist site staff to ensure the
success of the Policy. Security and personal safety is everyone‘s responsibility and cannot be left
solely as a matter for site staff or police.

2·6 The College reserves the right to prosecute and/or take appropriate disciplinary action against
any person who acts negligently, dishonestly, or commits a crime against the College.

3. Responsibilities
3.1 Responsibility for security rests with all students, staff (including contractors and agency staff)
and with visitors to the college. In particular, everyone should report all activity, suspected or real,
of a criminal nature or any suspicious activity immediately to site staff. Within this overall
responsibility, some particular elements are defined in 3·2 to 3·8 below.

3.2 Ultimate responsibility for college security resides with the Principal. In her absence, this
responsibility will be delegated, for practical purposes, to another member of the College‘s senior
management team.

3.3 Senior Management Team – the senior management team of the College should ensure that
support and resources are available to staff for the implementation of the Security Policy.
Necessary measures to improve security in essential areas should receive priority consideration.

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Where appropriate, specific training to achieve acceptable standards of operation should be

supported and properly resourced.

3.4 Estates Manager – Is responsible for:

• the development and implementation of the Security Policy and procedures with particular
reference to health and safety, together with the monitoring of the Policy and procedures to
ensure their continued effectiveness;
• the delivery of an efficient and effective security service to the College;
• the management and training of site staff;
• the risk management, analysis and implementation of security solutions, including the
completion of an annual risk assessment review on security (see Appendix 1);
• the provision of security hardware including keys, locks, safes, access control, CCTV, intruder
alarm installations, etc.
• reviewing the security of the site and buildings on an annual basis, and making appropriate
recommendations to the senior leadership team. (Appendix 2 is a copy of one of the
recommendations made by the Estates Manager following a recent annual review.)
Responsibility for the overall security of the buildings rests with the Estates Manager.

3.5 Site Staff – security duties as defined in their job description, including patrolling of all areas,
crime prevention, access control, etc.

3.6 Staff – have a responsibility for ensuring that the college is a secure environment and for taking
prompt action to ensure that any threat to, or breach of, security is effectively dealt with. They
must ensure they are familiar with and follow the procedures in the college Security Policy, paying
particular attention to those issues which are relevant to their activities. They must also co-
operate with requests from site staff, especially with emergency or evacuation instructions and in
relation to security procedures.
Curriculum Directors and Heads of Subjects must ensure effective control of equipment in their
areas.
All staff have responsibility to report mis-use of any college equipment, which includes mis-use of
CCTV or gate/turnstiles systems. This includes tailgating and multiple bodies within a turnstile.

3.7 Students – have a general responsibility to look after college facilities and to give due
consideration to security issues. They must follow security procedures to protect college property,
in particular regulations governing access to computer rooms. Students must co-operate with
requests from site staff, especially with emergency or evacuation instructions and in relation to
security procedures. Students are required to show their identity cards to staff on request.
Students should not invite visitors on to college premises or encourage them in any way to enter
college grounds. In an exceptional circumstance, students must obtain prior authoriszation by a
member of staff to receive a visitor. The visitor must sign in at Reception and the entry in the
Visitors‘ Book countersigned by the member of staff concerned. Students seen associating with
unauthoriszed visitors will be deemed to be responsible for them being on college premises and,
therefore, be subject to disciplinary action.

3.8 Visitors – have a general responsibility to look after college facilities whilst on the college site
and to give due consideration to security issues. In particular they must follow security
procedures designed to protect college property and wear their visitors badge at all times. Visitors
must follow instructions from site staff or from their host, particularly in emergency situations.

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4. Procedures
4·1 Staff Responsibilities
4·1·1 Staff should take reasonable precautions for the safety and security of themselves and for
college property within their care.
4·1·2 Staff are responsible for their personal property, and only essential items of property and
minimum quantities of cash should be brought to work – valuable items should not be left
unattended at any time. The College does not take any responsibility for losses of
personal property at work.
4·1·3 Staff are not obliged to look after students’ property but, if they do, they must ensure it is
stored in a secure place.
4·1·4 Staff must ensure effective control of equipment in their areas together with maintaining
effective control over the loan of equipment to students.
4·1·5 Offices left vacant must be locked upon leaving. At the end of the working day, windows
must be closed and lights, computers and monitors should be turned off.
4·1·6 Staff must sign in and out at Reception during holiday periods.
4·1·7 Staff must inform Reception if they are expecting visitors.
4·1·8 Staff must report any security concerns to a member of site staff or a senior manager.
4·1·9 Staff must maintain the confidentiality of staff/student personal data and not release this
to unknown enquirers.
4·1·10 Staff are required to be conversant with security aspects associated with the use of the
college computer network, e-mail and Internet as outlined in the Staff Acceptable Use
Policy.
4·1·11 Pre-printed headed paper and other stationery displaying the college logo, telephone
numbers, etc. must be treated carefully to avoid fraudulent use. Headed paper, order
forms, compliment slips, etc. should be locked away when not in use.
4.1.12 Staff are encouraged to enforce the “no ID no entrance” policy for all students who do not
have their identification card. Students who do not bring their ID card must be taken to the
cash office and pay for a replacement card. Students who cannot go home and get their
card, or do not have the funds to pay for a new card on the day will not be allowed to
attend classes.
4.1.13 Adult and evening students can gain access to the site via reception in their first week. ID
cards will be available from week two, whereby afterwards the policy above applies.,
MUST be taken to see a Senior Member of staff (Principal, Deputy Principal or Assistant
Principal). A new card will not be issued but the student may be allowed to attend classes
depending on their timetable and individual circumstances. These instances will be
recorded on ProMonitor. Any students who do not have their ID card more than once will
be asked to leave the Campus and must obtain funds for a replacement, or find their
original card.

4·2 Personal Identification

4·2·1 Staff and Students
• All staff and students are to be issued with identity cards. These should be regarded in
security terms as the same as a room key.
• It is the duty of all staff to ask for the identity card of any person whose behaviour
gives cause for suspicion.
• Students are required to show their swipeID cards to staff on request. Persistent
failure to produce a swipe ID card could result in disciplinary measures.
• Students must safeguard their swipe ID card and report any loss to Reception as soon
as possible. Temporary swipe cards can be hired for the day from Reception .
Replacement swipe cards can be bought for £53 from Room 1·6the cash office, or at
Finance Office, whereby a receipt will be provided. This receipt will then be required at
the MIS Office, where a new ID card will be printed. All previous ID cards will become
null and void..

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• Staff must safeguard their swipe card and report any loss to the Estates Manager or
the Health & Safety Officer so that card access can be cancelled.
• Swipe cards/fobs are not transferable and holders must not loan their card to other
persons for means of access or any other purpose. Disciplinary action may be taken if
a crime results from misuse of swipe cards/fobs.
4·2·2 Visitors
• All visitors must report to Reception, sign in and wear visitors’ badges for the duration
of their visit. These are indicated by the YELLOW lanyards.
• Visitors should normally be accompanied by their host at all times.
• Before leaving, visitors should report to Reception.

4.3 Access to the car parks

Access to the College car park is via Montague Road for all staff, students, visitors and deliveries. Staff
and Student ID cards will open the barriers given the correct permissions (students muyst be granted a
car parking pass).
Visitors must depress the reception button to speak to a member of the reception staff, before exiting at
the Arundel St exit where the barrier will automatically raise.

4·43 Access to the Site, Buildings and Rooms

4·43·1 Staff
• Teaching and support staff may use the buildings for professional purposes during the
hours of opening.
. Access is via the form of ID proximity cards, which must be placed close to the reader
to activate / open one of the following entrances:

- Staff / accessibility gate between Sports Hall and Geoff Higgins Building
- Staff / accessibility gate between Geoff Higgins Building and Centenary Building
-
- Turnstiles at the Arundel St entrance
- Turnstiles at the Montague Rd entrance

The accessibility gate at the side of the Turnstiles at Arundel St is not permitted for
general staff use, and staff are actively encouraged to utilise the turnstiles only

4·43·2 Students
• Students may use the buildings for study and supervised recreational purposes during
opening times in term time.
• Students may only use the buildings during opening times in non-term time if they are
supervised by a member of staff.
Access is only permitted by agreed entrances. These are as follows:

- Through two turnstiles located from the Arundel Street entrance of the
Campus
- Through two turnstiles located from the Montague Road entrance of the
Campus
- Through one of three accessibility gates. Students who are allowed access
are determined by the Head of Learner Support. Students can self-refer at
their own request and these instances must be agreed by the Head of
Learner Support or a member of the SLT. Students using the accessibility
gates must be reminded to not allow others to use the gate behind (tail-
gating) and ensure the gate shuts fully before proceeding on Campus.

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Students are reminded that if tailgating occurs to report immediately to

reception who will contact a member of the site staff for action.

4·3·3 College Events

• Security and the control of access to the College must be arranged by the organiszing
member of the college staff, in advance of any event. Arrangements should be
discussed with the Estates Manager.

4·3·4 Control of Room Locks and Room Keys

• The Estates Department control the issue and use of all locks and keys.
• Staff are entitled to a key for the room(s) in which they work.
• Students should never be given charge of a college key.
• Keys must not be left in places accessible to unauthoriszed persons – where
appropriate, lockable key cabinets should be used.
• The College operates a suited key system which allows various levels of access. No
other make of lock or key should be installed on college premises without the authority
of the Estates Manager.
• Keys are available from the Estates Manager, to whom they should be returned at the
termination of employment. All keys must be signed for and no key(s) should be taken
without permission.
• Staff leaving the College should return their key(s) directly to their line manager or the
Estates Manager. Line managers should pass the key(s) to the Estates Manager – the
key(s) should not be passed by line managers to replacement staff.
• Lost keys should be reported to the Estates Manager or the Health & Safety Officer
without delay. Loss of keys may lead to disciplinary measures should negligence be
proved.

4·4 Protocol for the Use of CCTV

4·4·1 CCTV equipment and digital recording are used on the college site. The present protocol
covers the use of this equipment to ensure it is used only for the agreed purposes and to
protect individuals using the college site, and to ensure the requirements of the Data
Protection Act are complied with.
4·4·2 The purposes of the use of CCTV equipment are threefold, namely:
• to help protect the personal safety of staff and students of the College;
• to help protect the physical resources and assets of the College;
• to improve the security of the college site and its buildings against unlawful and
unauthoriszed entry.
4·4·3 In pursuit of these purposes, cameras are sited at points on the college site as advised by
site staff in consultation with external experts, including the Crime Prevention Unit of the
local police force.
4·4·4 Cameras will run continuously as part of a network, as they cannot easily or efficiently be
disabled on a basis of perceived individual need. In order, therefore, to ensure their
correct usage in accordance with the stated purposes, the following rules will apply:
• Appropriate notices will be placed to inform anyone entering college premises that
CCTV, with recording, is in use.
• The sole use of cameras and recording will be to promote the purposes specified in
4·4·2.
• Recordings will be kept for no longer than 28 days (in accordance with police
guidelines) unless required for a police investigation or the like.
• No use of cameras or recordings will be made to assess or monitor staff performance.
• Equipment and recordings will be open to inspection at any time by any member of
staff or their preferred representative on application to the Principal.
• Monitoring screens will be sited in the college office and the visitors’ waiting area in
Reception to ensure that only monitoring for the purposes specified is undertaken.

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• Before any further equipment is deployed, staff representatives will be consulted as

regards location, etc.
4·4·5 Covert CCTV will not generally be used within the College, but may be used in
exceptional circumstances to assist in the detection of crime or apprehension of
offenders. Before use, permission to use covert CCTV will be obtained from a senior
manager and will be sited only for a time specific and necessary for the operation.
Recordings from covert CCTV will be treated in the same confidential manner as above
and will be made available for viewing to anyone consequently recorded, in line with the
Data Protection Act.
4·4·6 The use of cameras and this protocol will be reviewed on an annual basis or any occasion
when members of the JCC deem appropriate.

4·5 Parking
4·5·1 Staff and student parking will be allowed by means of a disc permit system, operated by
the Office Manager. All permits holders must display their permits in a prominent position
on their windscreens. An up-to-date record of car and motorcycle registration numbers will
be maintained.
4·5·2 The permit is issued on the understanding that the vehicle will only be driven on college
premises by the permit holder, will be maintained in a roadworthy condition, and will be
taxed and insured.
4·5·3 Due care and attention for others must be taken, and at no time should the speed limit of
10 m.p.h. be exceeded.
4·5·4 Car radios, CD players, etc. must not be played in such a way that they can be heard
outside the vehicle.
4·5·5 Students’ vehicles must only be parked on the student car park (or where instructed by
site staff) and must not be parked on staff car parks or the visitors‘ car park.
4·5·6 Vehicles must NOT be parked on any double yellow lines on college grounds or in front of
gates and building entrances/exists or in parking bays reserved for the disabled.
4·5·7 Vehicles parked in bays reserved for the disabled must display either a national disabled
parking badge (blue badge scheme) or a college disabled parking permit (available from
the Estates Manager).
4·5·8 Failure to comply with parking regulations can lead to the withdrawal of the permit.
4·5·9 Parking spaces will be reserved for visitors. “Visitors” are those persons visiting staff in
the College on an ad hoc basis or on college business. It does not include regular supply
staff or invigilators.
4·5·10 Vehicles and their contents are left on college property at the owner’s risk.
4·5·11 The College accepts no responsibility for theft of, or damage to, vehicles, motorcycles,
scooters or bicycles on its premises. The contents of a vehicle are the responsibility of the
driver.

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(July 2010)

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Appendix 1: Annual Risk Assessment Review – Security

Are
Potential
Control Measures controls
Hazards
in place?
1– TRAINING
MANAGEMENT  Training in avoiding violence in the workplace is included in staff Yes / No
ISSUES induction.
 Training in alarm setting and disarming processes. Yes / No
Incompetence  Training records are maintained. Yes / No
Unsafe practices
Inadequate PRECAUTION AGAINST SECURITY ISSUES
support  Safe working practices are in place, e.g. access control, logging Yes / No
Lack of where people are going.
supervision  When working alone is required, ensure work is conducted in pairs Yes / No
or provide means of summoning assistance.
 Draw up procedures for dealing with abusive persons. Yes / No
 Have contractors been screened in the same way as college staff? Yes / No
 Specific proactive and reactive risk assessments available. Yes / No

COMMITMENT OF BUILDING USERS AND LOCAL COMMUNITY

 Encourage students’ involvement in combating vandalism and Yes / No
criminal damage over the full age range.
 Encourage neighbours living around the college to report any Yes / No
suspicious persons or unusual events to the Police.

CONTRACTORS
 Review their activities and draw up procedures and site rules. Yes / No
 Contractors to sign in and check with the College prior to starting Yes / No
work each day.
 Ensure contractors make safe their working areas at all times. Yes / No

2– THE BUILDINGS AND ITS EQUIPMENT

THE BUILDING  Has the buildings envelope been secured by measures such as:
AND ITS Fitting roller shutters on doors and windows; Yes / No
EQUIPMENT Coating scalable walls and drain pipes with anti-climb paint; Yes / No
Preventing access on to low roofs? Yes / No
Building issues Has external security lighting been provided to:
Vulnerable areas Illuminate pathways and car parking areas; Yes / No
Security lighting Deny intruders the cover of darkness by illuminating their access Yes / No
CCTV routes?
 Are the areas lit by security lighting under regular surveillance from
one or more of the following:
Neighbouring property or passers-by; Yes / No
CCTV; Yes / No
Security patrols? Yes / No
 Is there CCTV system installed on the building and is it appropriate Yes / No
and effective?
 Can the CCTV pictures be viewed on a monitor and recorded in a Yes / No
convenient location?

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Are
Potential
Control Measures controls
Hazards
in place?
3– ENTRY ACCESS CONTROL
SECURITY  Is an access control system in place, e.g. ‘visitor’ badges, and is it Yes / No
SYSTEMS AND workable and one that meets your needs?
WORKING  Does everyone in the college, including parents/carers and Yes / No
students, know about the arrangements for identifying visitors?
 Do all visitors sign in and give the reason for their visit? Yes / No
 Are procedures in place for hirers/lettings, i.e. arranged access Yes / No
points, number of people attending, escape routes, securing areas
not in use, etc.

SECURE WINDOWS AND DOORS

 Are all external door locks and window catches provided with a Yes / No
similar level of security?
 Fit exit doors with alarms to warn of unauthoriszed use during Yes / No
normal hours.
 Ensure there is a strict control of keys. Yes / No
 Key storage boxes to be kept in alarmed areas. Yes / No
 Frequently used doors (internal and external) fitted with push Yes / No
button combination locks and self closures.
 Areas adjacent to glazing are kept free from any material that could Yes / No
be used as ammunition.
 Is there a programme for reducing the amount of glazing? Yes / No
 Use of laminated glass in vulnerable areas. Yes / No
 Use of polycarbonate glazing in vulnerable areas. Yes / No
 Use of adhesive safety film to maintain the integrity of the window Yes / No
attacked.
 Use of shutters or grilles to protect the glazing. Yes / No

INTRUDER ALARM SYSTEMS

 Installation of a passive infra red (PIR) detection system. Yes / No
 Extension of PIR sensors to classrooms. Yes / No
 Installation of automatic fire and smoke detection systems. Yes / No
 Prevent ‘false alarms’ by removing hanging decorations, user error, Yes / No
etc. Yes / No
 Ensure the listening post is able to receive a signal if the telephone
wire itself is cut, i.e. ‘Red Care’ service.

PERSONAL PROPERTY Yes / No

 Discourage students and/or staff from bringing valuable items to
college. Yes / No
 Provide lockable/secure storage, i.e. lockers. Yes / No
 Locate bicycle sheds in positions overlooked by classrooms or
administration offices.

COLLEGE PROPERTY Yes / No

 Keep an asset register to record the quantity and location of college
property.

PROPERTY MARKING Yes / No

 All expensive portable equipment should be marked as belonging
to the College. Yes / No
 The postcode and a suffix of two or three letters indicating the
college name can be used. Valuable and recogniszable items

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Are
Potential
Control Measures controls
Hazards
in place?
3– should also be photographed.
SECURITY COMPUTER SECURITY Yes / No
SYSTEMS AND  Back up procedures for records and data, i.e. paper copies. Yes / No
WORKING  Storage of key data and programs, either off-site or in a fire-proof
(continued) safe.
Yes / No
SECURE STORAGE
 Select a room with no windows, external doors or roof lights Yes / No
otherwise fit bars/grilles. Yes / No
 Install a security door or roller shutter.
 Ensure walls offer the same resistance as doors and windows. Yes / No
Prevent access through ceiling voids or from roofs.
 Use an intruder alarm to protect approaches to, and in, the secure Yes / No
room.
 Keys to secure areas to be issued only to authoriszed persons and Yes / No
records kept of keyholders.
 Secure bulk waste bins away from buildings to prevent access and
not to be used as incinerators.
Yes / No
SECURITY CHECKS Yes / No
 Work in pairs.
 Provide means of summoning assistance or effective Yes / No
communications (e.g. personal alarm, mobile phone). Yes / No
 Follow guidelines on dealing with angry visitors or intruders.
 Employ a security company to patrol at high risk times or after a
major incident, e.g. large fire.
Yes / No
FENCING
 Installation of continuous palisade fencing around the college Yes / No
perimeter. Gates to offer the same protection as the main fence
line. Yes / No
 If above not viable, install fencing to prevent access to sections of
the site. Yes / No
 Erect ‘Private Property’ signage on the College’s ground to act as a
visual indicator of trespass.
 Inspect fencing to check for breaching, e.g. by digging underneath
or other damage. Yes / No
Yes / No
CAR PARKING AND VEHICLE SECURITY Yes / No
 Car parking area under natural surveillance from the establishment.
 Installation of security lighting for evening and winter use.
 Fit locking wheel nuts and have the College’s name and postcode
and/or vehicle’s registration number etched on the college’s Yes / No
minibus.
Yes / No
LOOSE MATERIALS
 Ensure no loose items are left outside buildings which can be used
for arson or vandalism (i.e. wooden pallets, scaffolding poles, etc.).
 Rubbish/waste bins should be secured to a post or locked in a
secure compound away from the buildings.

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Appendix 2: Proposal to Restrict Site Access (January 2008)Site Map –

March 2014 onwards

The proposals listed A to J, are indicated below on the map.

A Montague Road entrance – pedestrian-only entrance using swipe card activated turnstiles (but
maintaining vehicular access for emergency use).
B Arundel Street entrance – vehicular access using a swipe card activated sliding gate and
pedestrian access using swipe card activated turnstiles (refer to the drawings overleaf).
C Current staff car park to become both staff and student car parks.
D Current student car park to become staff-only car park.
E Link road to be constructed between the current staff car park and the current student car park.
F Current staff and student car parks to become staff-only car park.
G Darnton Road entrances – open-access for visitors (and staff).
H Current gate to be kept closed at all times except for emergency exit only.
I New internal fence to be constructed – visitors (and staff) can only enter the Main Building via a
reconfigured entrance/reception (no through access to the rest of the campus).
J Reconfigured entrance/reception area.

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