Guidance on Managing Visitors and Contractors to Departments and Faculties

The Health and Safety at Work Act 1974 (HASAWA), imposes the 'Duty of Care' and as the enabling Act, gave rise to several additional Regulations in 1992. One of these is the Management of Health and Safety at Work Regulations which imposes a duty to manage and the requirement to risk assess any work related task in addition to the duty of care.

In a large number of departments around the University it is best practice to ensure visitors are directed to an area where they can be met. This reception area is the first line of defence against unlawful entry to buildings during normal working hours. To maximise security at this location the following procedures are recommended:

• consider the introduction of a visitor identification scheme (badges)
• visitors should be accompanied throughout the duration of their stay
• consider security training for reception staff
• ensure a secure environment by the inclusion of a monitored emergency alarm (panic button)

This process also helps to cover any requirements for the control of visitors resulting from risk assessment.

This system must be applied to any contractors coming in to do work for you as the department/faculty has a duty of care to protect anyone from harm. Indeed in some departments this is taken a stage further and 'Permits to Work' are used when the work being undertaken, or the area in which the work is to be done, is considered hazardous or sensitive again following risk assessment.

It is the basis of good management that you know who is in your building and what they are doing and how their work may impinge on yours and vice versa.

You must also have a system in place to account for the safety of all users vacating the premises in the event of an emergency.

In order to restrict access a common practice is to create one main entry point in order to reduce the potential for criminal activity. Additional doors can be secured by card entry devices or converted with readily openable panic release devices (crash bars) for use in the event of an emergency. The Security Adviser or Fire Safety Team and Estate Division can advise on these control issues if required.

Given the design and layout of some department and faculty buildings around the University it is appreciated that it is sometimes difficult to put these control measures into practice. However it is also noticeable that some departments are engaged with EM to correct this by refurbishing their building to encompass a reception at the main entrance and limiting other doors to restricted access/egress. Where this may not be possible others are looking at ways to ensure visitors can be met or directed immediately on arrival due to a permanent card swipe system in operation.

These systems aid security by only allowing authorised access into a building. This should minimise the opportunity for theft when items such as laptop computers, wallets and bags are taken during working hours. Such systems can also help with personal safety, threats from extremists where the University is the target or student demonstrations. These systems also encourage the proper receipt of deliveries or visitors and in addition an efficient system of first contact or visitor control gives a good impression of the department or faculty.

Personal safety of staff is an important issue and members of staff and visitors should be encouraged to report immediately any cases of theft, vandalism or any other suspicious activity to a responsible member of staff and ensure any details are passed to the University Security Control Centre and/or the police.

Whilst on occasions it may be appropriate to challenge suspicious or unknown people observed within University premises members of staff should not put themselves at risk. If possible maintain visual contact and arrange contact with the Security Control Centre.