CTC Visitor Control Procedure

Transcription

1 CTC Visitr Cntrl Prcedure Purpse The purpse f this dcument is t prvide guidance fr visitrs t CTC s premises, as well as fr CTC s emplyees r tenants wh are hsting r therwise engaging with visitrs. Objective The bjective f this prcedure is t manage the risks assciated with visitrs t CTC, in keeping with the cmpany s duty f care under relevant wrk health and safety legislatin. Scpe This Prcedure applies t all visitrs at all premises perated by CTC and ver which it has wnership r cntrl, as well as its tenants, and t hsts wh spnsr visitrs. Backgrund CTC is an emplyment, recruitment and human services cmpany, delivering quality supprt services t ur custmers and clients. As such, we have a significant investment in Intellectual Prperty. Als, ur premises have areas that culd be cnsidered hazardus t uninfrmed, untrained r unequipped persnnel. This dcument prvides the mechanism t prtect bth ur visitrs and the cmpany, while still enabling us t cnduct ur day t day business. PCBU (Persn Cnducting a Business Undertaking) As the PCBU (reference: Qld Wrk Health and Safety Act 2011) the General Manager must ensure, s far as is reasnably practicable, the health and safety f wrkers at the wrkplace, and will therefre have the final determinatin abut and respnsibility fr all matters related t visitr security at all CTC wrk sites. Visitr Safety Management CTC has a duty f care t eliminate r minimise risks t health and safety fr visitrs s far as is reasnably practicable. CTC s duty with regard t visitr health and safety is set ut in the Qld Wrk Health and Safety Act In accrdance with the Act, visitrs must take reasnable care fr their wn health and safety and take reasnable care that their acts r missins d nt adversely affect the health and safety f ther persns; and cmply, s far as they are reasnably able, with any reasnable instructin that is given t allw CTC t fulfil its legislated bligatins. Liaisn with Nn-CTC Persnnel Lcated at CTC Unless this task is delegated t anther CTC emplyee, the General Manager f CTC will be the primary liaisn with tenants r persns wh hire meeting r training rms regarding Visitr Cntrl Prcedures at CTC s premises and negtiate any revisin f, r arrangements additinal t, any current lease agreement r rm hire cntract. Versin: 1 CTC Shaping Futures Prudly part f IntWrk Australia 1

2 Primary Lcatin The primary lcatin f CTC s premises is at 38 Armstrng Street, Nrth Rckhamptn as depicted n the map n ur website at: All visitrs shuld enter and depart the site via the frnt entrance. Car Parking Off street parking is available n the CTC site as well as in Armstrng Street itself. Vehicles shuld use nly ne car park and ensure their vehicle is parked well within bth utside lines. All drivers shuld ensure their vehicle is lcked befre leaving it unattended. Cyclists shuld nt leave their bicycle in a car parking bay but rather prp it against the bllards that separate the car park and the building. Bicycles shuld nt be left at the frnt entrance t the CTC building. Drivers shuld nt exceed 10kph when n CTC prperty. Wheelchair Access The site has limited wheelchair access via the frnt dr t the lwer level and via the ramp n the eastern side f the building. The dr at the tp f this ramp is kept lcked s access t the upper flr via the ramp must be pre-arranged t ensure entry is pssible. There is a dedicated wheelchair accessible car park clsest t the frnt entrance. There are presently n wheelchair accessible tilets. Smking CTC has nly ne designated smking area, lcated at the far eastern crner f the site. Visitrs shuld nt smke at any ther part f the CTC site, particularly in frnt f the building r the car park. Hsts and ther CTC staff shuld diplmatically request that anyne smking utside the designated smking area, mve t that area until they have cmpleted their cigarette. Definitins Emplyees/Staff thse persns wh are directly emplyed by CTC, excluding apprentices, trainees, labur hire staff r any persn wh is engaged via a third party t undertake wrk at lcatins ther than CTC s main site in Armstrng Street, Nrth Rckhamptn. General Manager is the senir ffice emplyed by CTC and ultimately respnsible fr all wrkplace health, safety and security issues at the wrk site. Hst the persn being visited r wh is delegated respnsibility fr the visitr during their visit. Lcatin is the physical address at which CTC can be fund. Site is the entire premises including main building, rear strage, and ff-street carpark. Tenants thse rganisatins (and their staff) wh are c-lcated, and wh cnduct their day t day business, frm CTC s premises. Visitrs persns wh d nt wrk at the premises but visit fr the purpses f: Participating in a meeting r event hsted by CTC, a tenant r a rm hirer Attending an appintment t discuss r receive services frm CTC r a tenant Making inquiries abut services prvided by CTC r a tenant Registering fr emplyment with CTC Undertaking cleaning, repairs and maintenance, wrk as a cntractr, r t prvide a qute Undertaking vluntary wrk at CTC r with a tenant Versin: 1 CTC Shaping Futures Prudly part f IntWrk Australia 2

3 Undertaking wrk experience r practicum placement at CTC r with a tenant Attending classes/instructin/assessments as a student, trainee r apprentice Making payment f invices Prviding services r assistance t staff f a prfessinal nature Delivering r picking up equipment, gds r mail Undertaking their business as a prvider f emergency services eg. Ambulance, Fire, Plice, SES etc. Behaviural Standards CTC perates a prfessinal wrkplace. All staff, tenants and visitrs are expected t behave with curtesy and respect twards thers, and generally behave apprpriately t a prfessinal wrkplace envirnment. All persns present n CTC premises are expected t behave lawfully and abide by the laws applicable within the jurisdictin where the site is lcated i.e. Queensland and Federal laws, as well as Lcal laws. Visitrs t CTC premises shuld nt present fr appintments in a drug r alchl affected manner. Visitrs t CTC premises shuld nt carry any weapns including knives, firearms r ther apparatus intended fr use as a weapn. Visitrs t CTC premises shuld nt engage in pranks, flish r silly behaviur, Hstile r threatening behaviur including abuse, shuting, bullying, harassment, intimidating r ther negative r ffensive behaviur will nt be tlerated. Failure t abide by the expected behaviural standards may result in a visitr being asked t leave the premises, and if he r she fails t d s, the plice being called t remve such visitr. Any visitr wh has previusly been remved r excluded frm CTC s premises will nly be welcme t return with the apprval f the General Manager. Vilatin f any f the Behaviural Standards in this plicy by any emplyee will result in suitable disciplinary actin, up t and including prsecutin and / r terminatin. Vilatin f any f the requirements in this plicy by any visitr may result in terminatin f services with any assciated cnsulting rganisatin r prsecutin in the case f criminal activity. A set f guidelines regarding acceptable visitr behaviur is t be develped s that all CTC staff, tenants and rm hirers are familiar with what will happen shuld any visitr/s engage in behaviur cnsidered undesirable fr this wrkplace. Children Children under the age f 12 must be supervised at all times by a respnsible adult and never left alne in any rm. Children must be accmpanied by an adult at all times when using restrm facilities. That adult will be respnsible fr the child s safety and fr leaving the restrm in a clean and tidy state. Sign In and Out Lg The visitr lg will be in electrnic frmat and will self-generate a time and date. The visitr shuld enter their first and last names, their mbile phne number and address, as well as wh they are visiting. The visitr lg will be used t identify visitrs remaining n site during an emergency evacuatin, s all visitrs are required t sign ut when they leave. Visitrs wh have failed t sign-ut shuld be identified. The emplyee wh spnsred/hsted the visitr shuld be cntacted t cnfirm that their visitr has left the premises, and reminded that they are respnsible fr ensuring that visitrs fllw the prper prcedures. Versin: 1 CTC Shaping Futures Prudly part f IntWrk Australia 3

4 Rm Identificatin Each rm at CTC will have a name and a sign n the dr will indicate its name r use. Name changes r rm purpses may nly be apprved by the General Manager, and new signage will be arranged t depict any such changes. Restricted Access Sme rms may nt be accessible t visitrs due t access being restricted t certain individuals r fr certain purpses. This will usually be indicated by signage n the dr r by the rm being lcked. Wherever a N Admittance sign (r a sign with a similar message) is present, such signs shuld be beyed, unless access has been granted by the General Manager. Only CTC staff and tenants will be prvided with any keys, entrance cdes r alarm cdes and these must be recrded in CTC s Management drive. Basic Visitr Prcedure All CTC staff and emplyees, tenants and rm hirers shuld advise receptin staff f their expected visitrs at least 10 minutes prir t their expected arrival. Upn arrival, all visitrs t CTC must reprt t receptin and advise whm it is they are visiting (hst). The receptinist will advise the hst via phne r bell that their visitr is waiting in the receptin area. The hst will cme t receptin s they can escrt their visitr t their meeting rm. The receptinist will ask the visitr t sign in electrnically and ffer a seat in the receptin area until the persn they are visiting arrives t escrt them t their meeting rm. The hst is respnsible fr their visitr whilst in the building. Where a meeting rm dr is clsed, the prtcl is t knck and wait t be invited befre entering, unless yu are the persn hsting the visitr. The hst will ensure that all safety, security and evacuatin prcedures are well knwn s that they can be cnfident f their respnse t all eventualities whilst being respnsible fr their visitr/s. Once the visit is cncluded, the hst will ensure the visitr des nt leave behind any prperty and then escrt their visitr back t receptin and ask them t sign ut electrnically. The hst is respnsible fr ffering refreshments t their visitr/s and fr ensuring the rm is left in a clean and tidy state afterwards. Visitrs bringing child/children t an appintment remain respnsible fr them at all times and shuld take them in t the appintment. Where this is cnsidered inapprpriate, the children shuld be left in the care f a respnsible adult accmpanying the visitr, r prvided by the hst. A tenant might prvide a separate Children s Rm where the children can be supervised. The dr t this rm is t remain pen at all times. Visiting clients f tenants in the upper level shuld use the upstairs tilets if required. N children under the age f 12 shuld be left alne in the tilets r any ther part f the building. If there is any unacceptable behaviur by visitrs, r any cncern fr their wn safety r wellbeing r that f thers present, the CTC receptinist will activate their Duress Alarm s that ther CTC staff can cme t his/her assistance. Assisting staff shuld seek t de-escalate the behaviur t return the site t a prfessinal wrkplace. Where this cannt be achieved, the visitr Plice shuld be called. Invitatins t Visitrs Any CTC emplyee r tenant r persn/rganisatin hiring a rm fr a specific purpse may invite and authrise a visitr t the premises where such visit is related t the cmpany s business, r the business being undertaken by the tenant r rm hirer. Versin: 1 CTC Shaping Futures Prudly part f IntWrk Australia 4

5 Visitrs t the premises are authrised during standard ffice hurs (Mnday t Friday 8am 5pm). Apprval frm the General Manager is required shuld anyne need t visit the premises ut f standard wrking hurs eg. weekends r night time. Visitrs must be escrted at all times by an emplyee f CTC, the tenant, r rm hirer s delegate. Staff affiliated with CTC via the IntWrk Grup are nt required t be escrted when n the premises. CTC staff may bring their family members nt the premises hwever all visitr requirements will still apply, and in the case f children, they must be supervised by a respnsible adult at all times. Building Orientatin and Emergency Evacuatin Evacuatin Signs and Diagrams are lcated thrughut the CTC site. Visitrs attending training r ther events will be given a safety briefing including evacuatin prcedures as part f the husekeeping and welcme. In the event f an emergency, it is the hst s respnsibility t ensure that the visitr/s remain in the Emergency Assembly Area. Emergency Crdinatrs will tally all visitrs using the Visitr Check-In infrmatin (using either the preferred nline methd r the fall-back paper sheets). Visitrs will nt leave the prperty until it is cnfirmed with the Emergency Crdinatrs that they have successfully evacuated the building. Security f Cnfidential Infrmatin and Prperty The hst must ensure that visitrs d nt have the pprtunity t: view r verhear cnfidential infrmatin steal, vandalise r therwise damage prperty; leave behind their wn prperty r rubbish, r leave the area/s visited in an untidy r dirty state. The hst will be respnsible at all times fr their visitrs and the visitr s behaviur. Damage r lss will result in cnsideratin f a civil actin being pursued against the visitr. Packages carried by visitrs, including briefcases and purses, will nt rdinarily be subject t inspectin as the visitr leaves the premises. Shuld a hst have reasnable grunds t suspect that a visitr has stlen prperty, this shuld be reprted immediately t the General Manager, preferably whilst the visitr is still n the premises. The General Manager will determine what curse f actin shuld ccur in the abve circumstances. Visitrs shuld nt request infrmatin that des nt pertain t their visit r the wrk being perfrmed. Visitr requests fr crprate dcuments, custmer infrmatin, financial prjectins, cmments n any matter currently under litigatin, future prducts r future crprate directin, r requests fr infrmatin r statements in the name f the cmpany (as might be requested by a reprter r a lawyer) will be reprted t the General Manager at the earliest pprtunity. Safety and Security Infrastructure CTC prvides a range f infrastructure related t visitr safety including: Security access systems (key and push-pad cntrl) Security alarms with persnalised cdes Clsed-circuit televisin (CCTV) camera Persnal and duress alarms External lighting and signage Versin: 1 CTC Shaping Futures Prudly part f IntWrk Australia 5

6 On-Site Hazards and Incidents All hazards and incidents shuld be immediately reprted t the General Manager fr the mst apprpriate respnse. First Aid Kits are lcated in the kitchens n bth the upper and lwer levels f the building as well as at least ne ther well used area f bth levels. Animals Animals, including pets are nt permitted n site unless authrised by the General Manager; hwever, apprpriately trained and registered assistance animals such as Guide Dgs are permitted when accmpanying their wners. Phtgraphs and Cameras It is accepted that phtgraphs are smetimes required fr dcumentatin purpses r t have a mement r recrd f an event. Unless discussed specifically with the hst and apprved by the General Manager, visitrs are nt permitted t take phtgraphs inside the premises. Cell phnes and laptps equipped with cameras are permitted, but as previusly stated phtgraphs are nt permitted withut permissin. Distinguished visitrs Visits by distinguished visitrs are managed in accrdance with apprpriate CTC prtcls and will invlve the General Manager acting as hst. Multiple Day Visits and Lnger Term Cntracts Visitrs wh are at fr multiple days must fllw all prcedures assciated with this plicy (Check-In, Check-Out, etc.) n each day f their visit. Netwrk r System Access Visitrs wh require internet netwrk access can freely access the Visitr Wireless nce they have been given the visitr cde. Access t this netwrk requires n-line agreement t the terms and cnditins f netwrk use. Visitrs wh require access t the CTC netwrk will need permissin frm the General Manager, wh will arrange temprary credentials with the Helpdesk. Part f this prcedure will require the Visitr t review the Acceptable Use Plicy. After credentials are arranged, activities n the netwrk will be subject t the Acceptable Use Plicy. Visitr use f CTC emplyee credentials is nt permitted under any circumstances. Visitrs/grups attending CTC events eg. Open Day During visits by large numbers f peple, visitrs must be escrted in guided grups by a nminated persn, but will therwise have access t the CTC s facilities. Visitrs shuld fllw directins prvided by an appinted tur grup leader, r meeting cnveyr. Visitrs shuld respect all signage regarding restricted access areas. Versin: 1 CTC Shaping Futures Prudly part f IntWrk Australia 6