Lost Property Policy

Transcription

1 Lost Property Policy Effective from 18 September 2013 Version Number: 1.0 Author: Head of Security Estates & Property Services

2 Document Control Information Status and reason for development Status: New Policy replacing any previous locally issued guidance. Revision History Date Author Summary of changes Version No. August 2013 Trevor Jones Draft Policy submitted for Executive Director E & PS authorisation V1.0Draft Policy Management and Responsibilities Owner: The Executive Director of Estates & Property Services is the Owner and has delegated communication and day to day management of the policy to the Head of Security. Others with responsibilities All students, staff, associates, contractors and visitors should be aware of the (please specify): policy. Assessment Cross relevant assessments Cross if not applicable Equality Analysis Legal Information Governance Academic Governance Consultation Staff Trades Unions via HR Students via USSU Any relevant external bodies (please specify).. Cross relevant consultations Authorised by: Executive Director, Estates & Property Services Date authorised: 18 September 2013 Effective from: 18 September 2013 Review due: August 2016 Document location: University Policy & Procedures pages Document dissemination and communications plan US Online, student channel briefing, Talktime Page 2 of 5

3 1.0 Purpose The purpose of this document is to specify University policy on dealing with lost property. It includes a single point of reporting and clear guidance about what should happen at the end of the holding period. 2.0 Scope Students, staff, associates, contractors and visitors to the University campus should be made aware of this policy. The University campus is defined as University owned or managed buildings including (but not limited to); teaching, training and research spaces, offices, library sites, cafeterias, Student s Union building, Sports & Leisure centre, open access PC suite areas, Technology House, The Cube, University managed Halls of Residence (Castle Irwell, Horlock and Constantine), Media City UK Salford campus, green campus spaces and University car parks. The policy excludes; independently managed Halls of Residence, Salford Museum and Art Gallery, Salford Crescent Train Station, Number 50 bus and Campus Bus (responsibility of Stagecoach). These sites all have individual reception desks or staffed areas where lost property should be handed in and managed in line with that organisations lost property policy. 3.0 Policy Statements 3.1 Central point of reporting a. All lost property found on the University campus should be handed in to the Maxwell Reception as soon as it is found. A lost property form will be completed (Appendix 1). No individual buildings or departments should operate their own lost property store. b. Where somebody believes they have lost an item of property on the campus, they should report it to the Maxwell Reception as soon as possible. c. If out of office hours, Maxwell Security team should be contacted ( ). 3.2 Records of lost/found property a. A copy of the lost property form will be retained by Maxwell Reception, a copy will be issued to the person reporting their items lost and a third will be retained by the Maxwell Security team. b. Some items, such as medicines or drugs, will not be held as lost property. They will be destroyed in accordance with Estates & Property Services local procedure. c. Any items that could be regarded as a suspect package must be recorded as such and dealt with in accordance with Estates procedures. d. Passports, visas and driving licences will be passed immediately to the Police. e. If an item of lost property is perishable or becomes objectionable it will be disposed of as soon as possible. f. Where the item is a University owned or managed resource e.g. library book, university owned/managed laptop or other such equipment, it will be returned to the relevant owning department e.g. Library or IT Services as soon as convenient. g. All other items of lost property will be stored securely for a maximum of 90 days. During this time all reasonable efforts will be made to identify and contact the rightful owner. 3.3 Re-instatement of property to owner a. It is the responsibility of the person who has lost an item to report its loss and to make reasonable efforts to collect it from Maxwell Reception. Page 3 of 5

4 b. The owner must be able to evidence their ownership through proof of identity, sufficient description of the item, or description of where it was lost to the satisfaction of the Reception staff. c. Where ownership is disputed, or is in doubt, the matter will be referred to the Head of Security or Deputy Head of Security to reach a decision. 3.4 Disposal of property after 90 days a. Where lost property has not been claimed by the owner after 90 days; o all items of resale value will be passed to the University supported charity Kidscan to sell for fundraising. All IT equipment that may contain personal data e.g. laptop, camera, tablet, MP3player, phone etc, will be deleted and reset ensuring the data has been destroyed beyond the ability to recognise and recover it. o portable storage media such as USB memory sticks will be destroyed beyond the ability to recognise and recover the data. o items that are not of resale value to Kidscan or cannot be sufficiently cleansed of data will be destroyed. b. No member of staff, student or other individual is to receive a benefit or gain from any item of lost property that has not been claimed by the owner. There is no financial or other benefit to the finder of the lost property. All lost property will be disposed of in a transparent way in order to maintain confidence in the integrity of Members of the University Community and to avoid any embarrassment or allegations. 3.5 Retention of records about lost property a. Information relating to lost property records, including notes of return to owners, kidscan, or destruction will be retained for 12 months. After this date it will be disposed of securely. b. The Head of Security (or Deputy) will carry out a yearly inspection of lost property forms and the lost property store to ensure correct operating procedures. 4.0 Policy enforcement Failure to comply with this policy may lead to action in line with the Staff Disciplinary Policy. 5.0 Related Documentation Policies listed below are located on the HR Document Finder or the University Policies & Procedures pages Guidance Staff Disciplinary Policy Student Disciplinary Policy ITS and Estates Service Level Agreement for deletion and disposal of IT equipment (limited distribution) Staff and students are advised to mark all items of property with their name and/or home postcode. Ultra violet pens, for marking property, can be obtained free of charge from Maxwell Security team. The local police offer a free property marking service. It is also advisable to register your property with the UK National Property Register Appendices Appendix 1: Lost / Found Property reporting form Page 4 of 5

5 LOST / FOUND PROPERTY FORM ESTATES & PROPERTY SERVICES - SECURITY SECTION Lost / Found Property [please list in categories below i.e. a b c] Time: Location: a. Mobile Devices Search telephone contact list on Phone for Home/ICE [in case of emergency] numbers Make: Model: Colour: b. Wallets / Purses / Cash only Search contents to ascertain owner. i.e. Student ID Card etc. Note: All cash must be recorded and then collected by Security and taken to the Control Room Staff or Student ID. No / NUS Card: Credit/Debit Cards [Please list] Driving Licence No. Cash List all notes / coins Please enter date Security coordinator takes cash to Security finance c. Miscellaneous Property Item Description 2. Person Finding / Losing / Handing over Property Address / Department : 3. Name of Staff Member Receiving the Property 4. Who does the Property belong to - Identify Date of Contact: Has the individual been contacted Yes No if so how: (please enter contact details used) Tel: 5. Property Returned to Owner Has the individual been contacted Yes No 6. Owner Collecting Property - identification provided [tick box] ID Cards Passport Valid Driver s Licence Other [please list] 7. Property Handed over to the Police Yes No [please circle] 8. Property Destroyed/Disposed of Yes No [please circle] Page 5 of 5