THE UNIVERSITY OF TEXAS AT AUSTIN HANDBOOK OF OPERATING PROCEDURES SECURITY SYSTEMS ALARM POLICY

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1 THE UNIVERSITY OF TEXAS AT AUSTIN HANDBOOK OF OPERATING PROCEDURES Section I. General Policy Guidelines A. Policy Statement SECURITY SYSTEMS ALARM POLICY Part 2. Campus Services Section A. General Campus Policies Policy Number: 2.A.6 Date Issued:. Approved by: VP for Employee and Campus Services The purpose of installing security systems on The University of Texas at Austin properties is to protect the life and safety of campus populations, and to ensure against property loss. This policy establishes protocol for the installation, monitoring, use, and maintenance of security only (non-fire) devices, and to establish protocol for the handling of false positive alarms on the UT Austin properties. Installation and monitoring of all University fire alarms is guided separately by the appropriate State and Federal regulations and guidelines. B. Scope This policy applies to all security (non-fire) devices on facilities located on the main UT Austin campus, the J. J. Pickle Research Campus (PRC), and other sites as appropriate. All references to security systems throughout this policy are for those systems which were designed and installed with the ability to report to UTPD and are part of the main building security system monitored by UTPD Dispatchers. C. Definitions An Access Control device is a card reader or card reader with keypad combination with alarm signals and/or maintenance signals that report to UTPD and /or ITS for monitoring. An Alarm User is the responsible party for the facility in which a security system alarm is installed. Article Protection devices are designed to protect property in a given area and consist of, but are not limited to, fiber or copper loops on projectors, computers, plasma screens and podiums for the purpose of sending alarms to UTPD if the devices are cut, removed or tampered with. A CCPS Officer is an Officer of the University of Texas who has been certified as a Certified Crime Prevention Specialist.

2 A CPTED Officer is an Officer of The University of Texas Police Department who has been certified in Crime Prevention Through Environmental Design. A False Alarm is the activation of an alarm system under circumstances where no emergency exists at the alarm site and when activation results in a response by a law enforcement agency. This definition includes signals activated intentionally in non-emergency situations and signals for which the actual cause is unknown. Intrusion detection alarms are designed to send alarms to UTPD and/or provide audible local notification when an area has been accessed by an unauthorized person(s). These are considered to be life safety alarms and can include, but are not limited to, motion detectors, door contact switches, glass break detection and panic buttons. A Security Assessment Tool a tool designed to assess the minimum building security requirements based on asset value summaries, threat factors, and site vulnerability factors. The minimum requirements together with the existing security measures employed will provide an indication if individual buildings meet or exceed standards in the areas of access control, intrusion protection and article protection. A Security Systems Alarm is an assembly of equipment or devices that is designed, arranged or used for the detection of a hazardous condition or an unauthorized entry or attempted entry into a building, structure or facility, or for alerting persons of a hazardous condition or the commission of an unlawful act within a building, structure or facility. The system emits a sound or transmits a signal or message when activated, at which point, a law enforcement agency is expected to respond. For purposes of this policy, an alarm system shall not include: an alarm installed on a motor vehicle; any device or system designed to detect or give notice of malfunction or problem with building automation systems such as temperature controls. any device or system designed solely to detect or give notice of fire or smoke or alert of a medical emergency to the fire department or EMS. Section II. University Goals and General Procedures The University has determined that that it will establish and maintain a set of minimum building security standards for all buildings with alarms requiring a response from UTPD. The goal of the minimum standards for building security is to ensure that the deployment of new security devices is done uniformly in all like spaces and provides a tool for planning and design of new security systems

3 installation so that occupants and UTPD as first responders will have the most effective tools for protecting personal safety and against property theft. Therefore any new construction or renovation projects will adhere to the minimum building security standards. In buildings where existing security is below minimum standards, the goal is to make improvements towards the standards over time and as budgets allow. A. Approval Process for Installation of Devices 1. Information Technology Services (ITS) designs, installs or oversees installation, and maintains security systems throughout the UT Austin campuses. Security devices, control panels, and all associated wiring, cabling, telephone and network connections are the responsibility of ITS and convey with the facility in which they are installed. Exceptions would be negotiated on a case by case basis between the unit and ITS. For newly constructed or renovated facilities the University of Texas Police Department (UTPD) is to be included in and have input in Program Design meetings for all of The University of Texas System Office of Facilities Planning and Construction (OFPC) projects and remodel/refurbish projects on the UT Austin and PRC campuses that include security devices as a part of the design and eventual monitoring. UTPD and ITS will use a security assessment tool to determine the minimum building security requirements for these kinds of projects. 2. Prior to adding security to existing facilities not covered in item A.1, departments are encouraged to request a site inspection conducted by a CCPS/CPTED officer to determine minimum approved security requirements for the area. If a department/facility/user wants to install security devices that do not report to UTPD dispatch for monitoring where there are no life safety considerations in a particular area, and where the primary function of security is to provide an audible alert/deterrent to theft, then that department will be required to receive approval from UTPD prior to installation of such system. The department will draft a Memorandum of Understanding/Use for that type of security and provide the MoU to UTPD. In instances where there is disagreement as to what constitutes minimum requirements, UTPD CPTED officers will make the final determination. 3. Requests for security systems alarms above the standards minimums may require approval by a committee made up of UTPD, ITS Campus Security Systems, and other campus groups as needed. ITS Campus Security Systems will provide assistance in determining the type and cost of the alarm installation and will refer security system requests to the committee as needed. Installation of devices will be done according to standards established by ITS Security Operations and manufacturer specifications.

4 4. All costs for purchase and installation of security systems alarm devices shall be borne by the appropriate project budget or the department or unit making the requests, with the understanding that meeting the minimum standards is the goal. 5. All new alarm installations on campus must have accompanying user training provided by ITS Campus Security Systems and UTPD for both access control, article protection and intrusion devices. Periodic training will be provided on an as needed basis. UTPD s Crime Prevention Unit will provide detailed and current information on UTPD false alarm policies and fees for distribution in training classes available through TX Class. Users will be responsible for providing new, and updating as needed, Personal Identification Codes (PIC) to UTPD for persons authorized to arm and disarm the security systems reporting to UTPD Dispatch. This information will be submitted using the tool or method developed for this purpose as recommended by UTPD. B. Maintenance of Building Security Systems ITS is the sole service provider (installation and maintenance) for Campus Security systems which report to UTPD for monitoring and dispatching. ITS will also monitor all such systems 24/7/365 days per year for system functionality and will proactively work with UTPD to reduce the incidence of false alarms across campus. ITS will warranty and service all ITS installed equipment for the life of the equipment. A monitoring and/or maintenance fee per alarm point will be charged to departments for those alarms that are determined to be above the minimum required standards after a security assessment has been conducted. Maintenance costs for alarms that do not exceed the minimum building security standards will be centrally funded by the University. C. Handling of False Alarms 1. No person shall cause the activation of a false alarm. Activation of a false alarm, intentionally or unintentionally, knowingly or unknowingly, shall constitute a violation of this policy. 2. An officer response is deemed to have occurred when an officer arrives on scene. 3. Each false alarm causing a separate response by UTPD shall be counted individually, regardless of the amount of time between alarms. 4. Police records documenting the occurrence of a false alarm are prima facie evidence that an alarm system is in use. The date and time of the false alarm shall be used for the purpose of determining the number of false alarms during an academic fiscal year.

5 5. The alarm user shall not be held accountable for a false alarm caused by the following, provided that ITS and the alarm user provide proof of: a. natural or manmade disaster; b. telephone line outage; c. a lightning strike, electrical surge or an act of nature that caused physical damage to the alarm system; d. equipment malfunction, validated by ITS or UTPD; or e. a false alarm caused by ITS, or its agents. 6. Penalties. Responding to false alarms impacts and impairs UTPD s ability to provide security on campus for life safety events, true alarms, and actual emergencies. Departments responsible for the security system alarms will be assessed penalties for false alarms during a given fiscal year based on the following protocol: a. 1-6 false alarms: Warning functionality of device will be tested, system design will be reviewed to ensure alignment with use and user training will be provided as needed. b. 7-9 false alarms: Level One fine. c false alarms: Level Two fine. d. 13 th false alarm: UTPD will work with the department or unit to find a solution to the situation. UTPD can determine that the alarm point will cease to be monitored until there are repairs to the functionality of the device, and the alarm has been tested and accepted by UTPD. 7. False alarm counts will begin in the beginning of a fiscal year and reset to zero at the beginning of the following fiscal year. 8. Appeals. Fines and penalties may be appealed to an appeals/oversight committee and must be submitted in writing. The committee will consist of five people with representation from UTPD (2), ITS (1), and the UT community (2). The committee will establish guidelines on the handling of false alarms including but not limited to general purpose classrooms, UT contracted employees, UT staff from other units in shared spaces, and members of the public. The committee will also periodically review building security standards and fees and make recommendations for changes as needed.

6 Source: New UT Austin Policy. In compliance with {Federal and State regulations and guidelines}

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