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General Protocol for Door Guards - Stellenbosch Universiteit

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					UNIVERSITY OF STELLENBOSCH RISK & PROTECTION SERVICES
DEPARTMENT: STUDENT-SECURITY COUNCIL

General Protocol for Student Security Door Duty Guards 2001

University Stellenbosch Risk & Protection Services: SSC

TABLE OF CONTENTS
1 2 3 4 INTRODUCTION.................................................................................................... 3 1.1 HOW TO BECOME A DOOR DUTY GUARD ............................................................ 3 CLOSE COOPERATION ...................................................................................... 3 HELP RENDERING ............................................................................................... 3 JOB DESCRIPTION ............................................................................................... 4 4.1 4.2 5 5.1 5.2 6 7 8 9 PERFORMANCE .................................................................................................... 4 METHOD OF PERFORMANCE ................................................................................ 4 MANAGEMENT AND CONTROL ............................................................................ 5 REQUIREMENTS ................................................................................................... 5

CHANGES ................................................................................................................ 5

SERVICE TIMES .................................................................................................... 5 PAYMENT ................................................................................................................ 5 PERSONALLY ........................................................................................................ 6 DUTY PROCEDURES ........................................................................................... 6 9.1 9.2 9.3 BEFORE: .............................................................................................................. 6 D URING: .............................................................................................................. 6 AFTERWARDS:..................................................................................................... 7 USE OF TWO-WAY RADIOS .......................................................................... 7 PRACTICAL RADIO PROCEDURE RULES: .............................................................. 8 GENERAL ............................................................................................................ 8 YOU MAY NOT: .................................................................................................... 8 YOU MUST: .......................................................................................................... 8 ROUTINE ACTIONS ......................................................................................... 9 DISCIPLINARY ACTIONS .............................................................................. 9

10 10.1 11 11.1 11.2 12 13

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University Stellenbosch Risk & Protection Services: SSC

1 Introduction
The door guard system is a pro-active student system. This system plays an active role in the safeguarding of the campus. Not only the front door is monitored, but also the immediate terrain around the women‟s hostels (when necessary).

1.1 How to become a door duty guard
The process works as follows:  As aspiring door guard, it is expected of you to first read through this document thoroughly, making sure that you understand everything it contains. When you feel that you understand everything, you must register to write a Level Zero – Training Test For Door Guards at the USR&PS office in Merriman Avenue. It is important that you register for such a test, as only a certain amount of people can be accommodated at a time. The Student Security Council (SSC) secretary will conduct tests at selective times during the week as has been predetermined by her. Find out from the office when the next test opportunity will be held so that you may register to write.  Your test results will be made known to you via e-mail or telephone.  If you passed the test (pass rate of at least 90 % is required) you must collect an IRP2-form, a Salary Payment Form, as well as an indemnity form (if you are under the age of 21) from the SSC secretary at the USR&PS office. Only after you have successfully filled in and returned these forms, your student card will be stamped and your name will be placed on the Door Guard Distribution list.  If you failed the test you may reregister to write another test, but it may only be written at least 7 days after the first test has been written. There is currently no limitation on the amount of times a person may write a training test after failing it.

2 Close cooperation
The aim for the optimum use of student door guards is to add to the existing efforts of Protection Services. The eventual aim is to form an all round security system that will cover the whole campus in full. In this case it will be necessary to cooperate closely with other US security personnel e.g. USR&PS-personnel, student security guards on a continuous basis, where it is practically possible.

3 Help rendering
When an unwanted situation emerges in the immediate vicinity of a hostel, the involved women-hostel door guard must be ready to render help immediately should it be requested by USR&PS. Door guards must however wait on a definite request from USR&PS before acting. Over-keenness in this regard might not only have an anti-productive result or even let the effort fail, but also lead to the suspension of the door guard‟s services. Door guards should however, not delay to ask USR&PS for help if they cannot handle a situation. General Protocol for Student Security Door Duty Guards (2001) 3

University Stellenbosch Risk & Protection Services: SSC

4 Job description
The primary duty/purpose of the new door guard system is the protection of the general safety of women-students, their belongings and the hostel where they stay.

4.1 Performance
1. Door guards must continue with the strict midnight entrance control for safety and security. 2. The students on duty at the involved hostels must, if the hostel prefers it, observe around the hostel and more specifically, the parking area, to ensure that there is not being meddled with motor vehicles, motorbikes or bicycles. 3. To be on the lookout for any unwanted elements that could endanger the safety of women-students or their possessions. 4. Not to stretch the patrols around the hostels to more than 5 or 7 minutes before returning immediately to the front door of the particular hostel, without engaging into conversation outside the hostel. 5. The hostel and immediate vicinity may not be left. 6. Any conflict situations must be prevented, as far as possible, and if something suspicious is observed the control office of USR&PS must be notified immediately.

4.2 Method of performance
1. Every women-hostel that makes use of this patrolling must supply the following notice: “PLEASE WAIT A WHILE DOOR GUARD ON PATROL BACK WITHIN 10 MINUTES” 2. Observation patrols around the hostel must be taken on irregular intervals. 3. The period of absence from the front door must be limited to an absolute minimum, and should not exceed 5 to 7 minutes. 4. This timing should not break off the purpose of pro-active observation that should be done during such a patrol 5. The area of responsibility, including the borders of the area that must be patrolled, will be shown and described by the Residential Head and the HC. This description will be available to the door guard on duty at each hostel involved.

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University Stellenbosch Risk & Protection Services: SSC

5 Changes
1. Every guard will be issued with a two way radio that is switched on permanently. 2. The reason why radio‟s are switched on, is to ensure that mutual communication can take place between door guards, USR&PS-personnel and roaming guards. Continuous monitoring is utterly important.

5.1 Management and control
Viljoen van der Walt Head: Risk and Protection Services is in charge of the USR&PS. The Security Student Council is in charge of the services the students participate in, door and patrol guards, under the USR&PS.

5.2 Requirements
1. All actions, including patrols, must be completed on a daily form (report of door guard service), which is received at the hostel. 2. The Shift Leader on duty at USR&PS will visit women-hostels at irregular times, make contact with the door guard on duty and endorse the daily report form. 3. Thus, it is very important that all door guards on duty will keep their radio‟s switched on at all times and must monitor it for when USR&PS might search for them.

6 Service times
Monday- to Friday evening : Saturday- (a) & Sunday evening (a) : Saturday- (b) & Sunday evening (b) :    23h30 to 06h30 19h00 to 23h30 23h30 to 06h30 -7 hours - 4.5 hours -7 hours

Saturday- early - and Sunday evening early service = (a) Saturday- late- and Sunday evening late service = (b) The Saturday evening early service (a) does not appear at all hostels and it may differ from hostel to hostel.

Note: Depending of the place of duty.

7 Payment
R12.00 per hour Irrespective of shift lengths/times

General Protocol for Student Security Door Duty Guards (2001)

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University Stellenbosch Risk & Protection Services: SSC

8 Personally
1. Always be neatly dressed, i.e. no torn garments like T-shirts or pants. Long pants must be worn at all times. 2. You may never smell of liquor. You must, to protect yourselves, use no liquor before you go on duty – not even one sip.

9 Duty procedures
9.1 Before:
1. Immediately switch on your radio and announce yourself on duty at the control room of USR&PS. 2. You firstly report to the concerning Residential Head / HC member on duty, when you arrive at the hostel so that she could be aware of your attendance. Please inform her early if you have exchanged your turn of duty with another door guard. Contact the relevant Residential Head. 3. Your turn of duty starts exactly at: 23h30 – Monday to Friday 19h00 – Saturday (a) & Sunday (a) 23h30 – Saturday (b) & Sunday (b) Depending on site.

9.2 During:
1. You must sit at the table that is made available to you. 2. You must monitor the entrance and exit at the door. You may not do any diverse tasks that might withdraw your attention. 3. From 23h30 you will sit between the „old‟ front door and the new double mode door. 4. The front door stays locked after 23h30 and you unlock it when desired. The front door must be locked with the key and not only with the „latch‟! 5. You must not sit with an open front door after 23h30. 6. You must stay at the front door and only leave your place when you go on patrol. Please forget about TV programs, table tennis or other distractions. 7. You must sit alone – no party will be thrown where you sit. 8. Your radio must be placed in such a position, that it can‟t be grabbed by unwanted elements. 9. You may not receive visitors or organise conversation with the ladies in the hostel. 10. You may not bring company with you on duty – not even your wife! Rather organise a heater for wintertime and not a sleeping bag or duvet on the couch. 11. You may not utter personal remarks against students. 12. You are not allowed to use the phone (neither in-nor out coming calls) 13. You do not take orders from students, except from the HC.

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University Stellenbosch Risk & Protection Services: SSC

9.3 Afterwards:
1. When you leave your point of duty, complete the report book and be very specific and give details in your remarks. 2. Mention all abnormalities in the report and be specific. I.e. Breakages – name(s) of person/people responsible, as well as their student number(s), when applicable. 3. Keep your remarks in the report suitable. “Snotty” remarks are unsuitable. 4. Announce yourself off duty by contacting the control office of USR&PS. 5. All charts, radios and keys must be handed back to the Residential Head (as she prefers), before you leave the hostel. 6. Your shift is concluded at 06h30 and NO EARLIER.

10 Use of two-way radios
1. Radios must be tested (radio test) at reception. At the same time announce yourselves on duty at Protection Services. 2. Please assure yourselves that you know how to operate the radio, what the correct speech procedure is and what is expected of you with the use of the radio. If in doubt, ask the USR&PS control personnel. 3. Do not carry/pass or handle the radios at their aerials. 4. Think before you report anything; listen if someone is not already busy on the network. Now report slowly and clearly after the transmitter knob is pressed down: Who are you – at which hostel are you and what is the problem or situation that you want to report. 5. Remember the radio system in use has a “repeater” which repeats everything that was said. Thus, do not interrupt yourself or the repeating message of USR&PS. 6. The radio or radio network is not a toy or place for jokes. 7. Conversations should be short and sound. 8. Two-way radios are not a medium for idle conversation – therefore only use it to report duty-related information. 9. Misuse of this apparatus or network will lead to suspension of your duty. 10. After every conversation (message and answer on it) a period of at least two minutes shall be left, should someone else urgently need the system. 11. When an emergency is handled at USR&PS all users should stay off the air. 12. The system is equipped with a relay station that repeats all messages. Wait until the whole message is repeated before you press the button to send your message or to continue the radio conversation.

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University Stellenbosch Risk & Protection Services: SSC

10.1 Practical radio procedure rules:
   Speak slowly and clearly – do not scream Keep the microphone ± 12cm from your mouth. To start communication: John: “ Peter, this is John from Monica - over” – wait on repeater . Peter: “ Send” John: “Bring the vehicle to Monica – over” – (wait on repeater) Peter: “ all right out” / “Received”– (wait on repeater) Every sender always calls by his own name with each message. Only when the message starts the other person‟s name (receiver) comes first when he is “called”. When the receiver says “All right out” or “Received” the whole process is completed and there will be no further communication as the receiver has indicated that he has received and understood the message. When the receiver did not receive the message clearly he will send the next message: Peter: “Last station come again” (wait on repeater)

11 General
No person is permitted to be a permanent group member in more than one particular group. This applies for all forms of security work done for the USR&PS.

11.1 You may not:
1. Talk back or make negative remarks against the Residential Head or USR&PSpersonnel. 2. Discuss any member of personnel / Residential Head with other students. 3. Prescribe to the Residential Head / USR&PS–personnel as if you know better. 4. Be on familiar terms with the HC and or Residential Head of the particular hostel or USR&PS- personnel 5. Replace yourselves with a non-authorized door guard. NB Only registered guards may perform duty. I.e. those that have successfully passed the LevelZero training test, and have been placed on the Distribution list for Door Guards.

11.2 You must:
1. Always be polite and friendly to the Residential Head and residents of the hostel and USR&PS-personnel. 2. Discuss any suggestions of the residents of the hostel, USR&PS-personnel or yourself with the Residential Head and/or HC or where applicable with the SSC.

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University Stellenbosch Risk & Protection Services: SSC

3. Rather acknowledge a mistake than telling lies and thus act undiplomatically. 4. Be professional in your actions. You occupy a temporary position and have to act accordingly. 5. Be sure that the Residential Head, HC and group leader is informed about your latest address and telephone number. 6. Organise a replacement guard yourself and don‟t leave it to the Residential Head, HC or USR&PS 7. Notify the group leader early (48 hours before the time) if you cannot find a replacement guard in your place.

12 Routine actions
1. The group leader should meet the Residential Head weekly to discuss anything that might be unclear to him. 2. Requisitions must be handed to the group leader monthly before or on the date specified. The group leader in turn, will pass it to mr. Van der Walt. The requisitions must be submitted on time to the group leader. The group leader checks all the requisitions and sorts out any internal problems before he hands his group‟s requisitions in. NO individual or LATE requisitions are accepted! 3. If a replacement door guard placed in service, he must complete his own monthly requisition form to indicate the specific duties performed. 4. Standby members must indicate clearly on their requisition forms that they were a replacement guard for a certain group. 5. No payments will be made to a group, should the number of turns exceed the prescribed maximum.

13 Disciplinary actions
1. All requisitions are handed in to the group leaders – NOWHERE ELSE. 2. Disciplinary actions against door guards will be handled on a case-by-case basis. 3. Blatant negligence, dishonesty or being unconcerned could cause that you loose your place as door guard instantly and the next person will replace you. 4. No unacceptable explanation as reason for negligence will be tolerated. 5. Misuse of radio‟s and /or other equipment can lead to serious consequences, far more than only a suspension of duty.

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