Manual of Policies and Procedures

H/3.4 Security on campus

Contact Officer

Manager, Security and Emergency Management

Approval Date

21/09/2020

Approval Authority

Vice-President (Administration) and University Registrar

Date of Next Review

30/09/2023

3.4.1 Purpose
3.4.2 Application
3.4.3 Roles and responsibilities
3.4.4 Security at QUT
3.4.5 Staff identification cards
3.4.6 Campus and building access
3.4.7 Lost, stolen or damaged property
3.4.8 Cash handling
3.4.9 Closed circuit television
3.4.10 Delegations
Related Documents
Modification History

3.4.1 Purpose

The purpose of this policy is to outline the University’s controls to provide a safe physical environment and protect its resources.

Top

3.4.2 Application

This policy applies to all staff and students of QUT, as well as other members of the University community subject to the QUT Staff Code of Conduct (B/8.1).

Top

3.4.3 Roles and responsibilities

Position
Responsibility

Manager, Security and Emergency Management

  • maintains QUT’s Security Operating Procedures Manual
  • manages key control procedures and conducts key audits as appropriate
  • manages QUT’s CCTV system
  • appoints authorised persons under Schedule 1 (Control of Traffic and Conduct on University Land) of QUT Act, Schedule 1, s1).

Top

3.4.4 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.

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

QUT Security responds to the University’s changeable environment by conducting ongoing risk assessments for all QUT activities occurring on campus. Security resources and technical equipment can be adapted to encompass any changes experienced and QUT Security will receive regular updates from Emergency Services in order to best assess and protect the QUT community.

QUT Security 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 (QUT staff access only) are provided for wardens.

Any external security providers on the QUT campus must be selected from the preapproved suppliers managed by QUT Security.

Top

3.4.5 Staff identification cards

Staff identification cards ensure that staff can easily establish their identity. It is the responsibility of each staff member to carry a valid staff identification card and produce it on request. Identification cards are required to access services such as borrowing library resources, campus parking, travel on the QUT shuttle bus, and providing authorised personnel with swipe access to rooms or buildings which use the electronic card access system. Cards are issued on each campus by HiQ and remain the property of the University.

Top

3.4.6 Campus and building access

QUT is an open campus with many individuals and groups involved in University business requiring access to its rooms and buildings. The University must secure its facilities 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 most facilities. Prior to installation, a risk assessment is conducted and if installation is warranted, costs are met by the requesting organisational unit. Some facilities are secured by key control and the University conducts 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).

Site access

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.

Emergency access

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

After hours access

Staff and students are required to carry their QUT-issued identity card at all times to verify their identity after hours. This ensures programs of work, research and learning will not be impeded.

Staff requiring after hours building access on a frequent basis can request and arrange access following approval from the head of the organisational unit or delegated officer. Access to spaces that use a staff identification car or a key should be included in the request for after hours access. Immediate access to spaces after hours may be granted by contacting QUT Security.

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.

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.

Top

3.4.7 Lost, stolen or damaged property

QUT Security should be notified when personal or University property is stolen. The Security Officer investigating the incident will complete a security report and forward to QUT Security for investigation and record purposes. In the event that the stolen item is recovered, the recorded owner will be contacted to sign for and claim the property.

All criminal activity on campus should be reported to the QUT Security. 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 regarding lost property on campus are made through HiQ. Any property found on campus should be handed in at HiQ or to a Security Officer when details of the property and where found will be recorded. The item will be held by the University until claimed or sent for disposal.

Top

3.4.8 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 Manager, Security and Emergency Management.

Top

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 purpose of the CCTV program, which operates overtly in public places, is to assist in the prevention, detection or investigation of crimes against people or property and the investigation of health, safety and environmental hazards, harm or incidents. 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, including the investigation of health, safety and environmental incidents.

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 and promoting a healthy and safe environment at QUT. 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.
  • The Manager, Security and Emergency Management is responsible for the management of the University's CCTV system which includes the maintenance and operation of the system as well as the protection of the privacy 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 disposed of in accordance with the disposal schedule authorised by Queensland State Archives.
  • CCTV footage may be provided to the Queensland Police Service or an authorised law enforcement agency for law enforcement purposes. Personal information captured in CCTV footage will not be disclosed by QUT to a third party unless authorised or required by law. Contact between QUT and the Queensland Police Service related to the CCTV system will be conducted strictly in accordance with protocols approved by the Manager, Security and Emergency Management.

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

Top

3.4.10 Delegations

Refer to Appendix 3 Schedule of Authorities and Delegations (VC034).

Top

Related Documents

MOPP A/9.1 Health, safety and environment framework

MOPP F/6.2 Information privacy

Queensland University of Technology Act 1998

Building and room access (QUT staff access only)

Lost and damaged property (QUT staff and student access only)

QUT Parking policy (QUT staff access only)

Security at QUT (QUT staff access only)

Staff ID cards (QUT staff access only)

Top

Modification History

Date Sections Source Details
21.09.20 All Vice-President (Administration) and University Registrar Periodic review - policy revised
14.02.20 H/3.4.8 Vice-President (Administration) and University Registrar Section H/3.4.8 on parking and traffic moved to revised policy H/3.7 Transport and mobility management
26.11.19 All Vice-President (Administration) and University Registrar Approval Authority changed as a result of reporting line change - Vice-President (Resources) and Chief Financial Officer to Vice-President (Administration) and University Registrar
09.01.19 H/3.4.6 Director, Governance and Legal Services Revised policy to include department name change from HiQ to HiQ and Library Services
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

Top