Bahrain Polytechnic Quality Management System Policy ...€¦ · Issuing Student Locker Key Procedure P/C/FA/001.005 14 ... reason of entry, date and time. Requestor Email Shared

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



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.



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.



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





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




(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:


Next Review Date:





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 Services Guidelines C-FA-001

Material GatePass Form F/C/FA/001.002/001

10. Procedure


(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




(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:


Next Review Date:





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




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



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


16.17 Make payment at the Finance office for loss or damage (if any)1

16.18 Requestor

16.19 Received payment


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


16.25 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


16.31 Return the ID Card and Parking Permit to the Security Services office

16.32 Requestor

16.33 Received expired ID Card/Parking Permit


mailto:[email protected]




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:


Key Dates

First Approved:


Next Review Date:





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






Temporary Key Request Form F/C/FA/001.004/001

21. Procedures

Step Responsible Outcome Location (Optional)

Send an email to Security services on ([email protected]) 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





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:


6. Key Dates

First Approved:


Next Review Date:





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





Student Parking Permit and Locker Application Form F/C/FA/001.003/004


Temporary Key Request Form F/C/FA/001.004/001

26. Procedure


(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




(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:


Next Review Date:





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




Lost Material Report Form F/C/FA/001.006/001

31. Procedures


(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




(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


Investigate the reported lost item based on importance and available lost material.1


Lost Material investigated

Shared drive

Notify the owner of the lost item with the investigation results


Owner of the lost item(s) notification

Shared drive

Claim the item(s) if found and rightful owner was identified


Item(s) claimed by rightful owner

Shared drive

Sign the completed Lost Material Report Form’ on receivable.


Lost Material Report Form signed


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:




6. Key Dates

First Approved: This Version Approved: Next Review Date:





Request for CCTV Rerecorded Material Procedures


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




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


(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




(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



38. Key Dates

First Approved:


Next Review Date:





Security Inspections Procedures


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



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



42. Procedure


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


3. Submit the completed documentation to security Manager for approval1.

Concerned Department

Completed Document


4. Take necessary action(s) to solve the identified issue.

Security Manager/ Concerned Department

Suggested Solution


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


6. Report inspected cases and improvement initiatives to the responsible committees.

Security Manager

Effective Communication


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:



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:


Next Review Date:





Security of Events Procedures


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 Service Guidelines

48. Procedures


(Optional) Notify Security Services via email ([email protected]) 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


Event security measures plan

Shared drive





(Optional) department(s).

Facilitate visitor’s entrance as per visitor access procedure and take control of emergencies during these events.



Shared drive

Monitor closed areas of the venue including equipment and vehicles



Shared drive

Evaluate security of event after completion for future improvement and send to the department responsible (if necessary) .



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:


50. Key Dates

First Approved:


Next Review Date:





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






Temporary Campus Entry Form F/C/FA/001.010/001

Temporary Key Request F/C/FA/001.004/001

54. Procedures


(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 ([email protected])

Requestor (invitee)

Email Shared Drive





(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 ([email protected])

Invitee Email Shared Drive

Obtain Director approval on temporary campus entry request

Invitee Director approval

Shared Drive

Verify the request and notify Security Reception


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


Verified request

Shared Drive

Issue the ID Card or Parking Permit within 24 hours.


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.




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:


Key Dates

First Approved: This Version Approved: Next Review Date:



PART 1 CAMPUS SECURITY SERVICES PROCEDURES GUIDLINES An Attachment of the Campus Security Policy: C/FA/001 Approval Date: Page 2 of 32



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

Page 3 of 32



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



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



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



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



PART 2 EVENTS AND VISITORS CONTROL PROCEDURES GUIDELINE An Attachment of the Campus Security Policy: C/FA/001 Approval Date: Page 9 of 32



EVENTS AND VISITORS CONTROL PROCEDURES: C/FA/001s CONTENTS: 6 INTRODUCTION -- -- -- -- -- -- -- -- 11

7 RELATED POLICIES -- -- -- -- -- -- -- -- 11

8 DEFINITIONS -- -- -- -- -- -- -- -- -- 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



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



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



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



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



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



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



BUILDING SECURITY AND GENERAL SERVICES PROCEDURES: C/FA/001h CONTENTS: 11 RELATED POLICIES -- -- -- -- -- -- -- -- 19

12 DEFINITIONS -- -- -- -- -- -- -- -- -- 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



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.




5.




9. Release of data: viewing and production a copy of the data. 14 RESPONSIBILITIES



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



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



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



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

22 of 32



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



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



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.




5.




9. Release of data: viewing and production a copy of the data.

19 RESPONSIBILITIES

Security Department Page 25 of 32



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



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



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

32



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



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



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



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



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.