Manual of Policies and Procedures

H/3.4 Physical security and traffic

Contact Officer

Security Manager

Approval Date

15/08/2011

Approval Authority

Executive Director, Finance and Resource Planning

Date of Next Review

01/09/2014

3.4.1 Security at QUT
3.4.2 Key security
3.4.3 Entry to site
3.4.4 Emergency access
3.4.5 After hours access
3.4.6 Lost, stolen or damaged property
3.4.7 Cash handling
3.4.8 Parking and traffic
3.4.9 Closed circuit television
3.4.10 Staff identification cards
Related Documents
Modification History

3.4.1 Security at QUT

QUT aims to achieve and maintain a secure environment for all persons on campus and to provide appropriate protection from theft and damage for all property, students, staff and visitors in accordance with all relevant Australian laws and the lawful instructions of the University. In order to manage these responsibilities effectively, the University has adopted a Strategic Security Plan which provides for the development and allocation of technical and human security measures and the appropriate allocation of financial resources.

Security on all campuses is controlled centrally through Facilities Management (Security Section), responsible directly to the Director, Facilities Management, although security operations on each campus are run in close liaison with the relevant Campus Coordinator.

The Security Section has an extensive set of procedures in its Security Operating Procedures Manual designed to contribute to the good management of QUT by providing security staff with a comprehensive guide to policies which will assist them in carrying out their duties. Emergency procedures are provided for wardens.

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3.4.2 Key security

The University is open every day to many individuals and groups who are involved on University business and who therefore have legitimate need for access to rooms and buildings. However, the University must also look to the security of its installations and assets, in order to minimise opportunities for theft and damage to its property or harm to its students and staff. Electronic access through card swipe or pin number systems is available to some facilities. Prior to installation, a risk assessment is conducted and if installation is warranted, costs are met by the requesting organisational unit.

The Security Manager is responsible for key control procedures, and has the authority to recall keys and conduct key audits as considered appropriate to ensure the integrity of the University's keying system.

Guidelines and procedures relating to building security and issue of keys/electronic access are available on the Digital Workplace (QUT staff access only).

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3.4.3 Entry to site

Under the provisions of the Queensland University of Technology Act 1998 (QUT Act), particularly Schedule 1 concerning Control of Traffic and Conduct on University Land, the University may regulate and control access to QUT land as well as the conduct of persons and the presence and use of vehicles on that land.

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3.4.4 Emergency access

Emergency access to all rooms and buildings can be gained at any time by contacting campus security personnel on extension 85585 (or free call 1800 06 5585).

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3.4.5 After hours access

Staff and students are required to carry their QUT-issued identity card at all times so that they can easily establish their identity after hours and therefore not be impeded in carrying out their programs of work and research.

a) Staff access

After hours building access may be arranged for any staff member provided with a room key, when it can be established to the satisfaction of the head of the organisational unit or delegated officer that access to the building is required after normal hours on a frequent basis.

Staff members who require after hours access to their workplace outside of this policy must make arrangements with their head of organisational unit or delegated officer to obtain the means of access. Spare keys available for temporary issue will be held by the organisational unit for this purpose.

Emergency access to a staff member's workplace is possible at any time.

b) Student access

Students may be granted after hours access by the head of the relevant school / department, who also must provide the student/s with the means of access to the areas authorised.

c) Contractor access

Contractors may be authorised by the responsible project manager to have after hours access to the University to work on a specific project. The authorising project manager will negotiate access with the user department and inform Timetabling of the access start / finish times to be provided to security staff.

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3.4.6 Lost, stolen or damaged property

Campus Security should be notified when personal or University property is stolen. In the event that the stolen item is recovered, the recorded owner will be contacted and may claim the property by signing for it.

A QUT Security Report will be completed by the Security Officer investigating the incident, and forwarded to Facilities Management (Security Section) for investigation and record purposes.

All criminal activity on campus should be reported to the QUT Security Section. All thefts or incidents of wilful damage involving QUT property will be reported to the Queensland Police Service by the University. Owners of stolen personal property are also encouraged to report the theft of their property to the Queensland Police Service.

Enquiries into items of property lost on campus may be made at the Campus HiQ. Any property found on campus should also be handed in at the Campus HiQ where details of the find will be recorded. The item will be held by the University until claimed or sent for disposal.

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3.4.7 Cash handling

Safety surrounding the handling and movement of cash can be maintained by the anticipation, recognition and appraisal of a crime risk and by taking steps to remove or reduce such risk.

Approved procedures related to the safe handling and movement of cash are available from the Security Manager.

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3.4.8 Parking and traffic

Parking at QUT is restricted due to space limitations. Parking on campus and at QUT's external sites is governed by the Queensland University of Technology Act (1998), Schedule 1 Part 2. To optimise use and ensure the fair allocation of parking spaces, regulations apply 24 hours a day and seven days a week with relating penalties. Overdue penalties may be referred to the State Penalties Enforcement Registry (SPER), a division of the Office of State Revenue.
Parking Services in Facilities Management is responsible for the administration of the University's parking policy which is available on the Facilities Management website.

Bicycles and Segways

Bicycles must be parked in approved bicycle racks where it is recommended that they be secured with D clamps. Segways should also be secured in bicycle - transportation storage facilities. For safety, and to protect University property, bicycles and Segways are not permitted in buildings, building foyers or elevators.

Parking for people with disabilities

People who hold a current National Disability or Queensland Transport Disability Permit are entitled to free parking on campus. Details are available on the Facilities Management website. Further information on support provided by the University for students with a disability can be found at Disability Support.

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3.4.9 Closed circuit television

QUT recognises that the fear of crime and personal violence is an important factor in public perception of safety on campus. In an effort to address this, closed circuit television (CCTV) operates on campus for community safety purposes and in accordance with the Information Privacy Act 2009 (Qld).

The aim of the CCTV program, which operates overtly in public places, is to assist in the prevention of crimes against people or property. The objectives are

  • to reduce crime by deterring potential offenders
  • to reduce fear of crime
  • to help ensure a fast, effective investigative response in crime situations
  • to assist in the detection and prosecution of offenders
  • to help promote a safer environment for people who visit, work or study on QUT's campuses.

Use of a CCTV system in a public place is based on the following principles:

  • The system must strike an appropriate balance between the personal privacy of individuals using the campus and the objective of preventing crime. The system will be operated in accordance with QUT's information privacy policy (F/6.2) and with due regard to the civil liberties of individual members of the University community and the public.
  • The system will be operated fairly, within applicable law, and only for the purposes for which it is established, ie to deter and detect crime in public places.
  • The Security Manager is responsible for the management of the University's CCTV system. This includes the maintenance and operation of the system as well as the protection of the privacy interests of individual members of the University community and the public from intrusive monitoring.
  • Access to the CCTV system and to the captured images will be restricted to authorised staff involved in monitoring or investigation. Images and recorded material will be kept no longer than is necessary for the purposes of the program. They will then be recorded over or destroyed in accordance with the disposal schedule authorised by Queensland State Archives.
  • Contact between QUT and the Queensland Police Service related to the CCTV system will be conducted strictly in accordance with set protocols.

Procedures relating to CCTV on campus are contained in the Security Operating Procedures maintained by the Security Section. Enquiries relating to CCTV should be directed to the Central Monitoring Station.

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3.4.10 Staff identification cards

It is University policy that each staff member carry a staff identification card.

Staff identification cards comprise a photograph of the staff member, typed details of their name and an expiry date. The card ensures that staff can easily establish their identity when working after hours. The card is also required for borrowing library resources, obtaining a QUT-Access username and password, and providing authorised personnel with swipe access to rooms or buildings which use the electronic card access system. Cards are issued by HiQs on each campus.

Further information is available on the Student Services website.

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Related Documents

MOPP A/9.1 Health, safety and environment framework

Queensland University of Technology Act 1998

QUT Parking policy (QUT staff acess only)

Security at QUT (QUT staff acess only)

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Modification History

Date Sections Source Details
06.03.15 H/3.4.10 Executive Director, Finance and Resource Planning Policy revised to include new section on staff identification cards (formerly B/7.2.1)
13.08.14 H/3.4.8 Executive Director, Finance and Resource Planning Policy revised to reference the QUT parking policy
12.09.13 H/3.4.8 Executive Director, Finance and Resource Planning Policy revised to address use of Segway personal transportation devices
22.08.13 H/3.4.6, H/3.4.8, H/3.4.9 Executive Director, Finance and Resource Planning Policy revised to reflect current practice relating to lost property, disability parking, and CCTV
14.01.13 All Director, Facilities Management Minor editorial amendments to reflect organisational restructure
25.10.12 All Registrar Approval authority changed to Executive Director, Finance and Resource Planning
15.08.11 All Registrar Revised Policy - Chapter restructured
24.11.10 All Planning and Resources Committee Approval authority changed to Registrar
07.10.10 All Governance Services Policy revised to reflect change from privacy policy to information privacy
14.11.05 All Planning and Resources Committee Policy updated
18.02.05 H/3.4.10 Security Manager Updated
20.12.01 All Director - Facilities Management Updated
17.12.01 H/3.4.11 Vice-Chancellor New Policy
10.03.00 H/3.4.7 Security Manager Updated
02.03.99 H/3.4.10 MOPP Officer Included information on media communication

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