General Function of the Security force 

1. To maintain peace and order.
2. To assist in the implementation of security-related policies, rules and procedures of the UP Baguio.
3. To supervise the Agency Guards.

 SECURITY MEASURES 

PREVENTIVE MEASURES: 

1. ACCESS CONTROL
2. Keep equipment OUT OF SIGHT when equipment is not in use.

. Ensure that all equipment are returned to their proper places, or secure area, upon  completion of a task or at the end of the day. Avoid leaving equipment in public? Open areas  overnight, particularly on weekends. 

. Arrange/ store equipment not in use in such a manner that a missing unit would be easily  detected, such as a single row. 

. Regularly check equipment that must be left at a work area for an extended period. When  a theft occurs, the sooner it is reported, the better the chances of recovery. 

. Removing some parts from the equipment can immobilize large equipment. 

1. Access to equipment &/ or facility.
2. There should be a designated personnel or staff to monitor the equipment. 1. The task of monitoring should be included in his/her job description.
3. The equipment must be monitored daily. A checklist, duly marked with daily monitoring activities, may be used to be able to keep track of the period equipment is last accounted for. 
4. The UP Police must be provided with a complete list of equipment in all the rooms being used by the colleges.
5. Guidelines for the use of equipment must be strictly followed.
6. There should be a list of personnel authorized to handle equipment, and those with access to the equipment storage room. Maintain a list of employees authorized to enter/ leave your work area(s), and who may use specified pieces of equipment. 

iii. There should be a schedule of use equipment/ facility outside of regular schedule/ time. iv. Store equipment in a room(s) inaccessible to many people. Portable equipment must be  kept in a sturdy cabinet with lock and key. 

1. Access to keys.
2. Ensure that people requesting keys are actually authorized to get them. ii. Ensure a process of accountability for return of keys.

iii. Limit access to keys for laboratories and rooms with equipment (AVR, offices/ bodegas,  etc.). 

1. Maintain strict key control to all offices in your building.
2. Make a note of who has access to, or assigned, keys to equipment or the locks at worksite. Consider a “key sign-out” to record the whereabouts and possession of all keys; keep all keys secured in a safe or lockable area after hours or when not being used. 
3. The practice of entrusting/ lending keys to student must be discouraged. II. LABEL PROPERTY WITH SOME KIND OF IDENTIFICATION MARK

 Engraving or marking property leaves no doubt as to ownership (engraver, or ultra violet  pen, or photograph); makes it difficult to “dispose” identifiable property and helps to facilitate  recovery of stolen items. 

III. PERSONAL/ OFFICE SECURITY MEASURES 

1. Don’t bring excessively valuable belongings to campus.
2. Secure all valuables lying around in open areas which are unattended.

. Lock your belongings; never abandon your belongings. 

. Keep belongings, esp. small valuable items, out of sight; smaller items are more likely  to be theft targets. 

. Lock your desk or drawer when you leave. 

3. Lock your door when you leave, even if you are gone for a short time. Secure all doors & windows before leaving the office after work.
4. Keep your keys in your possession at all times; someone could make a copy of your key and return it before you may even notice it is missing.

 . If you lose your keys, check with offices where you may have left them. If you  can’t find them, arrange for a replacement. You may want to change your locks,  particularly if there is identification on your keys. 

5. For offices having more than one entrance and exit door, it is suggested that only the main door will be used as entrance & exit point. Other doors should remain closed and locked in order to easily monitor persons going in and out of the office/room. 
6. OFFICE OR BUILDING WATCH
7. Encourage student and staff vigilance to watch for and report suspicious activity to security.
8. Create an office or building watch program within your building; work with other occupants to monitor offices and property.
9. Be alert for diversions that may distract you.
10. Be aware of others.
11. If someone appears to be behaving in a strange or unusual manner, contact Security. . If you see a suspicious person in your building, ask if you can be of help. If they have legitimate business. They will appreciate your help. If not, ask the person to leave the building, but only if you feel comfortable doing so. If the person refuses to leave, call  Security. Be prepared to describe the person when you call security. 

. You may feel more comfortable if you remain at a distance while taking a full description  of a suspicious person in your building. You should not feel obligated at this point to take  the matter any further or to rectify the situation. Ask for assistance from the security  office. 

EXAMPLES OF BEHAVIORS OF PERSONS THAT COULD BE CONSIDERED SUSPICIOUS: a. Person(s) that you or other employees do not recognize going from office to  office. 

1. Person(s) standing in a hallway for a long period of time.
2. Person(s) waiting outside of a building near the time that the building will be closing.
3. SITE SECURITY:
4. Limit entrance and exit ways to the main entrance, especially after dark.
5. Consider issuing ID’s to employees or assign “Visitor’s Pass” to anyone who comes inside the campus.
6. Log visitors’ arrival and departure.
7. Post warning signs.
8. Provide list to security office on.

. Personnel with authorization to carry/ handle equipment and to be in restricted areas at  certain time during the day/week. 

. Employee(s) with permission to extend work hours beyond regular office hours during  weekdays/weekends. 

. Student with permission to stay in campus after office hours till late in the evening.  . New/ admin/ academic employees. 

6. No equipment / property of the University may be brought out without proper authorization. Proper authorization shall be in the form of:

. Approved Request from the Chancellor or from the Vice Chancellor for Administration. . Duly accomplished Equipment Pull-out Slip form (from SPMO) for an authorized service  company when the equipment cannot be repaired in-house. 

7. All personal properties / Equipment of employees, student and visitors who are not supposed to be in restricted areas/rooms.
8. If someone appears to be behaving in a strange or unusual manner, contact the security office.
9. Only authorized personnel can report presence of employees, students and visitors who are not supposed to be in restricted areas/rooms.
10. Limit access of employees, visitors and students to certain areas in the buildings and rooms in the campus.

 POST – THEFT MEASURES 

1. Upon discovery of the disappearance of property, the designated property custodian in the unit reports the incident to:
2. The Head of Office/ unit concerned.
3. The UP Police.
4. The Property Officer.

 It is important that nothing should be touched in the area/room, keeping it secured  and closed from other people so as to not to contaminate possible evidence before  the proper authorities could conduct investigation. 

 In the same way, upon discovery of the stolen/ missing property, the person should  not touch the property nor anything around it to preserve whatever evidence could  be gathered about its prior disappearance.

2. The property custodian coordinates with the UP Police to conduct an ocular inspection of the area. In case of theft, during ocular inspection, the property custodian, with the UP Police, Property Offcer (& a witness) conducts inventory of property at the area/room. 
3. On the same day, the property custodian files a report on the missing/ stolen item(s). The report should include as accurately as possible, relevant information:
4. The quantity, brand/ model, serial number, property number, description, & accessories (if any) of the lost property(ies).
5. The actual date, time, and circumstances in which the absence was first noted. c. The manner of disappearance.
6. Information on who has/had access to the property, facility, or keys to the facility in question.
7. What provisions were made to protect & safeguard the property, as well as, the efforts put forth to recover the same.
8. IN CASE OF THEFT, the UP Police shall file its report on the incident, based on its own observations of the incident and the custodian’s report.
9. The custodian & UP Police’s report shall furnish the following:

 O Office of the Vice Chancellor for Administration. 

 O Investigation Committee (ad hoc) 

1. Upon Instruction from the Vice Chancellor for Administration, the same reports shall be forwarded to the proper authorities (Police Station 5/ NBI) for proper handling of the incident/ case. 
2. Upon receipt of the theft report from UP Police & custodian concerned, the VCA shall call for the Investigation Committee (ad hoc) for appropriate action.
3. Based on the established guidelines and procedure on proper handling/ conduct of investigation, the Investigation Committee sets out to verify & establish facts within 5-7 working days, after which the Committee recommends appropriate course(s) of  action to the University. 
4. Report all incidences involving theft to Security.