• Gordon Square: 0700h-2200h
• Clore Management Centre
• 25/26 & 30 Russell Square
• 0800-2200 hrs
• An Attendant/Security presence acts as a first point of response to breaches of security and to minimise criminal activity.

Please report any security incidents to the Malet Street Main Reception (ext. 6031) & inform the Malet Street Main Reception of any suspicious person(s) within the building or around the precinct. Do not challenge them directly.

• Local police station: contact to report crime or receive on security/personal safety advice - nearest Police Station is Holborn. Contact Attendants at Malet Street, Main Reception (x.6031) for further details.
• Incident reporting : all incidents which occur within Birkbeck Estate should be reported to the Attendants at the reception in your building. If you are in a building where there is no staffed reception, report to Malet Street, Main Reception (x.6031). You will be requested to complete an Incident/Accident report form detailing the incident. These can be obtained from any staffed Reception Desk or by clicking on the following link. This will then be retained by the attendants and further investigations will be carried out if necessary. accident/incident report form
• Crime reporting : all incidents which occur within Birkbeck Estate should be reported to the Attendants at the reception in your building. If you are in a building where there is no staffed reception, report to Malet Street, Main Reception ( x.6031). You will be requested to complete an Incident/Accident report form detailing the incident. These can be obtained from any staffed Reception Desk or by clicking on the following link. This will then be retained by the attendants and further investigations will be carried out if necessary. accident/incident report form
• Lost and Found Property: Lost and found property is held and recorded at Malet Street, Main Reception (x6031)
• Emergency Assistance : Dial 555 for Emergency assistance.
• Annual incidents Report: An annual report of all incidents which have been reported is presented at House Committee each November. Copies of these reports can be seen at (link to pages).
• ID cards: procedure and policy for ID cards.
• Keys: keys only issued to staff on presentation of ID. Only students approved and authorised by PhD Supervisors/School/Students (by letter) will be issued keys.

Van Service: the College Van service operates Monday to Friday. Goods and Post are distributed at 1000h and 1500h (depending on Traffic). The van services the following buildings: Malet Street, 4,10,12, 14 and 16 Gower Street, 7 Bedford Square, 30 Russell Square, 25/26 Russell Square, Gordon Square, Gordon House, Emerald Street and Clore Management Centre. The order in which the buildings are visited may vary depending on traffic conditions. Please contact the Estates & Facilities Helpdesk (ext. 2001) if you require the use of the van for College business.

GUIDELINES ON SECURITY & INSURANCE

Your attention is drawn to these guidelines which are designed to protect you and your property as well as the College. Please read them carefully and follow the procedures set out .

SECURITY RISKS

Each year, following advice from the Police (the Crime Prevention Officers) and professional Risk Assessment surveyors, we may install additional security equipment and introduce further security procedures. Additional improvements are being made this year. The police advice remains that given our location in central London and the continuing increase in theft, individuals need to take greater precautions.

C.C.T.V. POLICY (pdf link)

ROUTINE PROCEDURES

Please observe the following rules:

- Always lock rooms where there is College or personal property when they are unoccupied;

- Never leave valuables unattended. For example, do not leave a handbag or jacket with a wallet in an empty room;

Portable computing equipment should be kept in a secure and locked location. Advice on tamper resistant lockers and cabinets is available from CCS and Estates & Facilities;

- Never leave cash in offices, even if it is in locked cabinets in locked rooms. Cash should always be taken to the Cashier in the Finance Office;

- Always put material of a confidential or sensitive nature in locked cabinets. Be aware of requirements of the Data Protection Act 1998. The Act and Codes Of Practice can be found at www.dataprotection.gov.uk;

- Never leave keys, particularly if labelled, in offices. It is common for thieves to break open drawers and cabinets and labelled keys help them to carry out further thefts. Keys may be left with the attendant staff;

- Shut all windows, secure window locks and lock all doors when you leave at night.

- Carry your staff card with you and be prepared to show it at any time to College attendants, security staff or other College officers.

- Mark all equipment. Advice on the most suitable method is available from CCS and Estates and Facilities Alternatively mark equipment, such as personal computers, very distinctively. A well-known product is Selectamark, which is a permanent and visible marking system which cannot be scratched off. Details of costs etc can be obtained from Estates and Facilities. Central Computing Services and Estates and Facilities can advise on devices to secure PCs so that they are more difficult to remove.

•  Ensure that critical data on computers is regularly backed up, and stored off-site where applicable. Again, ensure your data handling procedures comply with the Data Protection Act 1998.

•  Establish a continuity plan for your department/School. Will you be able to continue to provide a service should an adverse event occur?

•  If visitors or sales representatives arrange to visit you, please ensure that they report first to the Duty Attendant, where they will be given a visitor's pass.

THE MIDNIGHT RULE

Please be aware that the College operates a "Midnight Rule". All buildings must be vacated by midnight. The exception to this rule as of 1st Oct 2007 is worksation room 536 which is located on the 5th floor of Malet Street which is a computer room & can be used by students & staff of Birkbeck College overnight.

Staff should not attempt to enter buildings after midnight, as intruder alarms are set and false activations occur. False activations waste the Security officers' and Police officers' time and are costly to the College as engineers must be called to reset the alarms. Contact Security officers at Malet Street reception (0207 631 6031) if urgent access to buildings is required after midnight.

INSURANCE

College insurance does NOT cover theft of personal property. Most policies carry an excess, and this excess is borne by the Faculty, School or Department concerned. Personal effects may include academic staff's own textbooks kept on College premises.

PROCEDURES TO FOLLOW IN THE EVENT OF A SECURITY INCIDENT

Suspicious persons/parcels

If you see someone of whom you are doubtful, ask who is being visited - unless you have reason for concern about your own or another's personal safety. Merely questioning (potential) thieves will warn some off. Contractors, sales representatives and visitors who report to the Duty Attendant will be issued with a pass and must display it at all times.

If you do not challenge a visitor, but are concerned, contact the Duty Attendant (or night time Security officer) to alert him to the presence of a suspicious visitor; in an emergency, dial 555.

Parcels should never be left in corridors or reception areas. If you see a package which you think is suspicious, inform the Duty Attendant.

Emergency procedure

If someone is observed stealing or harassing in any way another person, you should follow the emergency procedure:

- dial 555 (which rings at the Duty Attendant's Reception, Malet Street).

- explain the problem, state clearly where you are.

An attendant will come to investigate, if possible with a colleague, and contact the police if necessary.

Security incidents

Please report all incidents/thefts to the reception at your building. If you are based in a building where there is no staffed reception, report to Malet Street reception. Duty Attendants have incident report forms and can advise and assist with reporting to the Police. It is important to report all incidents which occur in order for the College to identify trends and target preventative and remedial action.

SUGGESTIONS

If you have any ideas as to how security could be improved in your department or building, please put them in writing to the Director of Estates and Facilities.

REFERENCE TELEPHONE NUMBERS

Duty Attendant: Malet Street ext 6031

Duty Attendant: Gordon Square ext 6111

Duty Attendant Clore Building ext 6037

Duty Attendant: 30 Russell Square ext 6035

Duty Attendant 26 Russell Square ext 6637

FOR EMERGENCIES ONLY: ext 555

Brian Roberts October 2002

Secretary & Clerk to the Governors

For further information please contact: Anne McKeown, Support Services Officer, 020 7631 6020, a.mckeown@bbk.ac.uk

Security Service Level Statement