Security Officer's Handbook U.S. Environmental Protection Agency Facilities Management and Services Division Security, Property and Transportation Management Branch 401 M Street, S.W. Washington, D.C. 20460 July 1998 ------- MEMORANDUM SUBJECT Security Officer1 s Handbook FROM C Steven Zeigler, Acting Chief Security, Property and Transportation Management Branch TO EPA Contract Security Force This Handbook has been prepared to provide you with a basic guideline for performing duties as a Security Officer with the Environmental Protection Agency (EPA) EPA places significant emphasis on the safety and security of its employees and expects a great deal from the Security Officers it employs for this purpose The information in this handbook will provide you with some of those expectations as well as give you some specific information to aid you in performing your job We appreciate the good work and dedication shown by our Security Force ------- Security Officer’s Handbook Table of Contents Part I Page Importance of an Officer Part 2 Standards of Conduct 3 Part 3 Uniform StandardsfPersonal Appearance 5 Part 4 Genera’ Duties/Guard Force Duty Book 7 Part 5 Communications 11 Part 6 Roving Patrols 14 Part 7 Report Writing 17 Enclosure: EPA Form, 1480-38, Incident Report ------- Part 1 importance of a Security Officer Over the years the degree of importance that has been placed on the security field and the need for educated, trained professionals to join the field has risen dramatically Gone are the days when the stereotypical “guard” served more as a caretaker, with no authority, no responsibility and no expectations Today’s Security Officer is expected to be a well trained, educated, articulate individual capable of assuming responsibility for the protection of life and property, and displaying authority in a fair, unbiased, and ethical manner Along with the increase in responsibilities and authority comes an increase in the role a Security Officer plays within the agency Today’s Security Officer is not only expected to provide for the protection of life and property, but they must also possess a significant degree of training, expenence and knowledge before they are even considered for a Security Officer position The following are some of the training requirements an officer must fulfill as well as a couple of examples of the responsibilities an officer is entrusted with An officer working on EPA’s contract must be certified through the General Services Administration (GSA) Certification consists of formal classroom training and successful passing of a written test After GSA certification and before an officer is allowed to work in an EPA facility, they must receive orientation training provided by the agency This training is to provide the officer with site specific requirements and the expectations that EPA has for its officers Officers must know and enforce the EP 1 t ’s rules and regulations The Security Officer must be thoroughly knowledgeable of EPA’s Post Orders, Special Orders and Operating Instructions Officers are called upon to gather information on incidents, interview victims and witnesses, and prepare detailed written reports The Security Officer will often be the first person contacted when an incident has occurred (See Part 7) They must control the movement of persons and property entering and exiting a building Following EPA guidelines, a Security Officer is responsible for ensuring that only authorized persons are allowed to enter a building and violators are immediately detained, and, for preventing the removal of property from the premises that has not been authorized Officers must assist in the evacuation of a building during emergency situations Because the Security Officers will be the focus of attention during an emergency, their actions will have a direct Impact on whether an evacuation is conducted in a safe and panic-free manner or it develops into chaos As you can see, the emphasis placed on the training, education, experience and 1 ------- knowledge of a Security Officer is significant This increased emphasis is directly related to the importance that has been placed on the role of the Security Officer at EPA Along with the need for an educated, trained and experienced Security Force is the need for officers that meet certain suitability requirements and who possess high ethical and moral standards In order to fill the expanded roles that today’s Security Officer plays, agencies seek people who possess certain character traits that are commensurate with the degree of trust and the level of importance that EPA places on them A few of the character traits that are expected of today’s Security Officer are Pride Honesty Dependability Discipline Judgement Trustworthiness Loyalty Professional Bearing High Moral Character In addition to these character traits, it is equally important that each officer possess a pleasant, helpflil and positive can do attitude when dealing with the public The actions, or reactions, of an officer when meeting or greeting the public will have an impact on the public’s perception of the officer and EPA It is important that an officer never allow the negative attitudes of others to influence his/her own emotions Officers must also possess a degree of tact and diDlomacy in order to neutralize or diffuse tense situations An officer must be able to “read” a situation and be capable of determining the type of approach to take In summary, remember - EPA depends on you You are a professional working in a profession that is entrusted with the safety of human lives and the security of millions of dollars in resources Take pride in your profession and conduct yourself as a professional 2 ------- Part 2 Standards of Conduct (Portions extracted from 4 ttachmeni 7, Contract #68-W6-OO 19) There is a great deal of responsibility associated with the duties performed by today’s Secunty Officer Controlling access to a facility, aiding personnel in need, providing for the safety and security of the people and resources they are entrusted to protect, and providing a calm, authoritative presence during stressful and confusing situations are just a few Because of the responsibilities an officer must take on, it is expected that a person serving in that position is a trusted member of the community with high moral character, integrity and personal standards As a guide to officers who have been entrusted with this responsibility, the following Standards of Conduct were developed to provide officers with a visible road map that will aid them in achieving the highest level of individual performance and professionaism Be courteous and demonstrate good manners towards employees, Federal officials, and the general public. Maintain a respectful and helpful attitude in all endeavors Maintain a neat, clean and business like appearance and comply with dress standards while on duty Report to work physically fit and menially alert. Employees feeling otherwise shall make appropriate notification to their supervisor and request necessary relief or instructions. Report any circumstances which may adversely affect his/her performance on a particular assignment to their immediate supervisor prior to the assignment. Remain on duty until properly relieved, never desert a post and remain alert a! all times while on duty. Refrain from discussions concerning duty assignment(s), particularly manpower, security precautions, or procedures, except with those persons having a need to know. Do not knowingly give false or misleading statements or conceal materialfacts in connection with employment, promotion, any records investigations or other proper proceedings. Refrain from any activity which would adversely affect the reputation of the agency A void personal and business associations with persons known to be convicted felons or known to be connected with criminal activities. This does not apply to immediate family members. A void any criminal, infamous, dishonest, immoral, or notoriously disgraceful conduct Habitual use of mt oxicants to excess, or illegal use of drugs is prohibited. Demonstrate the highest slandard of personal and moral conduct expected of Security Officers. 3 ------- Always perform assignments in accordance with prescribed regulations to the best of your ability and in accordance with safe and secure working procedures. Report serious violations of prescribed rules and regulations. Report violations of statute law to appropriate management officials. Do not possess narcotics, dangerous drugs, controlled substances, or marijuana either on or off duty. Security Officers shall abstain from the consumption and possession of alcoholic beverages while on duly and shall not report for duty or work under the rnfluence of inloxicants or drugs. Do not engage in any discussions concerning EPA internal matters, policies, grievances, or personalities; financial, personal, or family matters with EPA employees, family members, and friends of the above. Do not entertain, socialize, or enter into business arrangements with, give legal advice or grant special favors to EPA employees, family members, andfriends of the above. Do not gamble or unlawfully bet or promote gambling on Government- owned or leased premises. Do not disclose any official information, except to EPA or other officials having a need-to-know. Do not make any news or press releases. Do not accept or solicit gifts, favors, or b :bes in connection with official duties. Do not use official identification for other than official purposes. Do not discriminate against nor sexually harass EPA or fellow employees or members of the general public. Do not make statement(s) about fellow employees or officials with knowledge of the falseness of the statement or with ruthless disregard of the truth which would be a defamatory falsehood made with malice. Do not fail, unnecessarily delay, or refuse to carry out a proper order of a supervisor or other official having responsibility for the work. Do not possess, use, lose, damage, or otherwise take Government property or the property of others without authorization 4 ------- Part 3 Uniform StandardsfPersonal Appearance As one of the most visible persons within an activity, the uniformed Security Officer must portray an image of professionalism that makes them stand above the rest Often times, the first person an employee or visitor comes in contact with is the Security Officer The officer wearing a sharp, crisp uniform is looked upon as a professional, dedicated individual who takes his or her responsibilities seriously, while the perceptions formed based on an officer who presents an untidy, unkempt appearance will be negative Because the appearance of one reflects upon the image of many, it is important that each officer takes pride in their appearance, wears the uniform with dignity and sets a personal standard of excellence in the wearing of the uniform and the way they look Uniform Standards Uniforms will be maintained neat, serviceable andfree of wrinkles, dirt, stains, etc. Wear only the uniform authorized Wear the uniform only while on duty or when in-transit to/from the official duty location Wear only the accessories that have been authorized for wear, i.e., nametag, company patch, whistle, and metal breast badge The long sleeve shirt with tie/tab will be worn beginning November i. The short sleeve shirt with tie/tab will be worn beginning June 1. Officers assigned to a Rover position do not have to wear the tie/tab when wearing the short sleeve shirt. When relieving a fixed post, the Break Guard will wear the tie/tab. When the blazer is worn, the tie/tab will be worn. The tie/tab will be the break away style Garrison (equipment) belt will be black with black leather accessories, i.e, keys/rap, handcuff case, flashlight holder, radio case. Shoes will be kept shined and will be black low quarter or high topped, lace type with police or plain toe and standard heeL Grooming Standards Fingernails should be free of dirt and no longer than the end of/he fingertip Hair will be kept neat and clean The height of the hair, from scalp to highest point of the coiffure, is not to exceed 2 Y inches. Hair must not fall below the eyebrow A female officer ‘s hair will not extend below the bottom edge of her blouse collar. 5 ------- A male officer ‘s hair cannot cover the top of the ears, or the shirt collar, when standing. Men ‘s sideburns must be neatly trimmed and extend no lower than the bottom of/he ear, constant in width (not flared), and end with a clean-shaven horizontal hne. Mustaches are to be neatly trimmed; they may extend no more than a half inch beyond and afourlh inch below each corner of/he lips and go no higher than the nose/me. Hair ornaments, such as flowers and combs, may not be worn, but i/ems to hold hair in place (bobbypins, hairpins) may be worn if/hey are concealed as much as possible and of a color that blends with the hair. Makeup may be worn by female officers provided itis subdued and natu,’al looking Jewelry, such as earrings, necklaces, chains, or religious insignia around the neck, or buttons or pendants on the uniform may not be worn. Rings may be worn but only on the third finger of either hand. Undergarments that can be seen through or above a uniform shirt must be white Female officers must wear supportive brassieres. 6 ------- Part 4 General Duties Guard Post Duty Book Each post is provided with a Guard Post Duty Book This book contains just about everything an officer needs to know to carry out their duties and provides an immediate quick reference for situations which arise that an officer may not be completely familiar with Because these books, and the information they contain, are updated continuously, each time an officer assumes a post, they should review it for any changes affecting the operation of the post The Guard Post Duty Book is divided into individual sections The following identifies what is contained in each section and the purpose of each particular document The numbers preceding each section below correspond with the actual locations in the Guard Post Duty Book I POST ORDERS: For each post located at Waterside Mall and the Fairchild Building, there is a set of Post Orders that apply specifically to that post The Post Orders outline the officer’s responsibilities for the operation of the post and provide specific duties that must be performed by the officer, and at what time those duties are to be performed Post Orders also define some of the do’s and don’t’s an officer must comply with while operating the post, such as You will not leave this post until properly relieved You must immediately report all incidents to the Guard Control center You are responsible for receiving. securing and accounting for all found property turned over to you You will not eat food nor drink beverages while on post. (Breaks are provided for this purpose.) You will not watch television or listen to a radio, with the exception of those provided for official use, while on post. You will not read, write or study unissued materials. (Reading your Guard Force Duty Book is authorized) Personal telephone calls are prohibited Sleeping on duty and dereliction of ty will not be tolerated and will result in immediate disciplinary action. Also included, in Section 6 of each Post Order, are the specific duties of each particular post Within the specific duties are the post’s hours of operation, any specific actions that the officer must take during the course of a shift, and a Time Phase Schedule that provides specific times when certain actions must be taken II GSA RULES AND REGULATIONS GOVERNING PUBLiC BUILDINGS AND GROUNDS - Federal Property Management Regulations Title 41, Code of Federal Regulations, Subpart 101-20.3: 7 ------- This document identifies certain prohibitions that must be adhered to and enforced on Federal property and grounds It includes information on such prohibitions as Creating a disturbance, loitering, disorderly conduct, etc. Gambling Use of alcoholic beverages (unless specifically approved) and narcotics. Soliciting, vending and debt collection. Posting, distributing or affixing pamphlets, handbills, flyers, etc. (unless specifically authorized). Dogs or other animals, except seeing eye dogs, other guide dogs and animals used to guide or assist di sa bled persons Transporting bicycles on elevators or via stairways, or parking in offices (41 CFR Ch. 101-20.104-3) Explosives or weapons. (Weapons are covered under Title 18, Usc Section 930) Situations have been encountered where persons have attempted to circumvent some of the above prohibitions An alert, knowledgeable officer who has read the GSA rules and regulations would know that Federal law prohibits the items listed above and a source of reference is immediately available to them when these situations are encountered 111 GUARD POST EMERGENCY PROCEDURES: This section contains checklists that detail actions that an officer must take when an emergency situation affecting their post occurs Th following checklists are included in this section Fire/Fire Alarm Procedures Bomb Threat Procedures 911 MedicaUPolice Emergency Procedures Demonstralion Procedures Personnel Trapped in Elevator Procedures Each of the checklists identified above describe specific actions that an officer must take when a particular situation occurs Officers must become thoroughly familiar with the contents of these checklists and know their role and responsibilities during emergencies An officer must be capable of taking quick, decisive action without delay so that situations can be controlled and neutralized IV OPERATING INSTRUCTiONS: Operating Instructions (Ols) are a set of instructions that provide, in detail, the procedures that officers will abide by in enforcing certain elements and programs They serve as a reference and teaching guide so the officers will be provided with the full extent of their responsibilities in complying with requirements The following Ols are included in the Guard Post Duty Book 8 ------- 01 #1 Access/Egress Control Procedures 01 2 Property Removal Control Procedures 01 #3 Found Property Procedures & Disposition instructions 01 #4 Key Control Procedures 01 #5 USSI Janitorial Personnel Access Control Procedures 01 #6 Physical Checking of Perimeter Doors 0! #7 Operation of the X-ray! Magnetometer Screening Station Ols serve as an extension of the individual Post Orders and are referred to often in the Post Orders Officers should know the content of each 01 and how to apply the information they contain When in doubt, Ols should be referred to in order to resolve any questions or doubts V SPECIAL ORDERS: In some instances, situations will arise that require an immediate change, or an addition to, normal operating procedures The vehicle used for ensuring all officers are informed of the change or addition is a Special Order Special Orders are supplements to the Post Orders and Operating Instructions They define a certain policy or procedure that is not otherwise covered in Ols or Post Orders, or, provide a change to information that is already co tatned in the Ols and Post Orders They are also used to periodically update procedures that in themselves are constant, but certain portions of information change on a recurring basis For example, Special Order 96-05, Permanent Property Pass - though the procedures for use of the permanent property pass are constant, and an 0! exists ex laining these procedures, the color of the pass itself changes periodically Each time the color is changed, a new Special Order is issued informing officers of the new color to be used Another example is SO 97-03, Unannounced Security Checks Even though there is no change in the policy or procedures for the unannounced checks, the personnel conducting the checks may change, therefore, a new Special Order would be issued At the beginning of each officer’s shift, a review of all Special Orders should be conducted to determine if any new orders have been issued and to re-familiarize yourself with the orders that have not changed VI BARRED PERSONNEL: Certain persons will commit acts that will cause them to be barred from the premises When this happens, Special Order Bar Notices are issued to alert the officers on each post that the person identified on the order is prohibited from entering the premises In most instances, the bar notice will contain a brief narrative as to why the individual has been barred, the effective date of the bar notice, any special instructions in the event an officer encounters a barred person, and a photograph and/or a physical description of the person Each officer should be thoroughly familiar with the information contained in bar notices Should a barred person attempt to gain entry to the 9 ------- premises, they should be stopped and the Security Management Staff notified immediately VII KEY ISSUANCE REGISTER (EPA Form 1480-51): The post to which an officer is assigned will determine which, if any, keys and Rusco Cards that officer will sign for and turn in at the beginning and end of each shift The Key Issuance Register that is maintained in the Guard Force Duty Book is the “master” list of the keys/cards that are assigned to the post That is, the officer does not use this form when signing for the keys, the Record of Keys Issued (EPA Form 1480-47) is used for that purpose The Key Issuance Register provides the officer with information on exactly which keys/cards are assigned to a specific post Whenever an officer signs for keys, they should review the Key Issuance Register to ensure that they have all the keys that they are supposed to have for that post Remember, the financial liability that can be incurred as a result of missing or unaccounted for keys can be substantial To cover yourself, always verify and if there’s a discrepancy, report it immediately VIII SAMPLE FORMS: Sample copies of the EPA Officer’s Operations Log (EPA Form 1480-46), EPA Property Pass (EPA Form 1700-9), and the EPA Incident Report (EPA Form 1480-38) are provide I in this section These are forms that each officer should be familiar with and, in the case of the Officer’s Operations Log, complete during each tour of duty (See Part 7, Report Writing, for additional information on preparation of the Incident Report Form) IX KEY PERSONNEL PHOTOS: Certain persons within EPA are categorized as key personnel and because of their status, they are not required to present an EPA identification when entering the premises Within this section is the photo of each of these persons Each officer should be thoroughly familiar with the names and faces of the persons in this section As you can see, the Guard Post Duty Book contains quite a bit of information Each piece of information provided is an effort to give you, the professional Security Officer, the tools necessary to perform your job effectively and efficiently 10 ------- Part 5 Communications The need for accurate, clear and concise communications within a Security Force can not be understated Without an effective communications link between officers on post, supervisors and the Guard Control Center, instead of an alert, well informed and well prepared Security Force you have confusion, uncertainty and in some instances, chaos in the extreme, the lack of effective communications can lead to bodily harm to an officer when, because a situation is not communicated to an officer accurately, clearly and concisely, they are not prepared for what they may encounter Communications comes in many forms The primary means of communications for the Security Force is the radio The radio allows officers immediate communications with the Guard Control Center and allows the Guard Control Center to communicate instructions to individual officers or the entire force at one time Secondary and alternate means of communications are the telephone, duress alarm, whistle, flashlight, hand and arm signals, and of course, person-to-person voice communications in the following paragraphs, we will take a look at the different types of communications and the role and contribution each has in distinguishing between an ineffective and uninformed Security Force and an alert, professional Security Force Radio As stated earlier, the radio is the pnmary means of communications When used properly, it is a quick, efficient and reliable means of communicating to one or multiple members of the Security Force The Guard Control Center serves as the hub for all Security Force radio communications and, as such, is responsible for maintaining control over the radio traffic, providing “all post and patrol” announcements and instructions, dispatching ‘officers and receiving and responding to all transmissions from posted officers The key to effective radio communications is the degree of control the Guard Control Center exercises over radio communications If the officer operating the Guard Control Center routinely allows unauthorized radio transmissions, does not instill proper radio discipline and relinquishes control of radio traffic, then the result may be confusion and a lack of a central, authoritative voice On the other hand, an operator who takes charge of the radio net and maintains strict control over the radio traffic will have a direct impact on the effectiveness of the radio in serving its intended purpose The following are some do’s and don’t’s regrading use of the radio They apply not only to the operator, but to each officer equipped with a radio As the huh of all security force communications, all transmissions should be to and through the Guard Control Center. Individual Security Officers should not “go direct” with other officers unless requested to and approved by the Guard Control operator When an officer on post is communicating with the Guard Control Center, they should begin the radio fransmission with the call sign of the Guard Control Center - followed by their assigned call sign For example - “Guard Control this 11 ------- is Post I. ” The reason for this is so the last thing the Guard Control Center operator hears is the call sign of the officer who transmitted. On the other hand, the Guard Control Center operator, when transmitting to individual officers, should begm the tranmission with the call sign for Guard Control - followed by the call sign of the officer(s) being called For example, “Guard Control to Post I. ” Again, this is so the last thing an officer hears is the call sign of the officer being called Whenever making a radio tranmission, always use your assigned call sign. The use of personal names is prohibited Keep radio transmissions short and to the point - accurate, clear and concise’ If you need to impart more information, use the telephone Do Not discuss personal issues over the radio. Do Not enter into confrontations over the radio Never discuss issues over the radio that you wouldn ‘t want general members of/he public to be aware of such as specific security procedures, security staffing problems, information that has an impact on an individual ‘s privacy, etc Remember - Security Officers are not the only people who hear what ‘s being discussed over the radio. Anybody passing by an officer at the time of a transmission is probably going to hear what ‘s being discussed If there ‘s a need to discuss this type, or other sensitive types of information, it should be done’ over the telephone or in person. Always maintain your composure and calmly articulate situations - no matter how stressfuL As a professional Security Officer, you re expected to be in control of your emotions and a calming influence while chaos surrounds you. If you succumb to the emotions that rise in the heat of the moment, then your communications will oftentimes be unintelligible and garbled Never use profanity over the radio. A void “walking over” the transmissions of others. Only one radio can transmit at a time. Attempts by multiple users to transmit at the same time will result in unintelligent, distorted and garbled transmissions. Always end your transmission with the term “Over” so others will know that you ‘ye ended your transmission The radio, when used effectively, is sri essential communications tool that keeps officers informed of what’s going on and provides instant communications during emergency or contingency operations By practicing sound radio discipline, each officer is contributing to the safety of their fellow officers and the professionalism of the Security Force 12 ------- Telephone As a secondary, or alternate means of communication, the telephone serves as a back-up to radio communications and a means for the officer to expand upon information provided via the radio or discuss sesnsitive issues that would not be appropriate for discussion over the radio The telephone also serves a vital customer service by allowing officers to communicate with EPA employees and contractors who are visited by personnel from outside the agency The following are a couple of restrictions on the use of the government telephone Personal calls are not authorized. The telephone is for official government use only and is not to be used for making personal calls. When making official calls, try to limit the time spent on the phone. Tying up the line for an extended period of time prevents others who may be trying to contact you from doing so Duress Alarm Each fixed post is equipped with a duress alarm The duress alarm allows the officer to surreptitiously communicate to the Guard Control Center that there is a problem at their location Any time an officer encounters a situation that they feel may endanger themselves or others, or immediate assistance is needed and the use of the radio or telephone’ may only exacerbate the situation, they should not hesitate to activate the duress alarm Other Forms of Communication The whistle, flashlight, and hand and arm signals are all means of communication that an officer has at his or her disposal Different situations will dictate what form of communication will be used When stealth is needed, the most appropriate way to communicate between officers is through hand and arm signals Whereas, if an officer needs to gain the immediate attention of people, the whistle may be used, while the flashlight would be appropriate during a power outage or decreased visibility It ’s important that each officer know the various methods of communication, aside from the obvious use of radio and telephone, so that should an officer find him or herself in a situation where a radio is inappropriate or a phone unavailable, there are other alternatives 13 ------- Pan 6 Roving Patrols A proactive, aggressive and visible Security Force relies on the use of Roving Patrols to maintain order, provide a security response capability and give building occupants a feeling of safety and security A “Rover” serves as the security eyes and ears for the agency A conscientious and alert Rover will know all the various nuances of their patrol zone, such as the faces of the peov!e that work there, the normal working hours of peop]e in the area, what doors are normally locked and when, and unfavorable trends such as a series of thefts that may have occurred in the area, to name a few Armed with this knowledge, it is easier for the Rover to observe or detect when something is not right or something is out of the ordinary While on routine patrol, the Rover is expected to observe and report situations that appear to be out of the ordinary The Rover also provides a response capability - responding to incidents that occur within the confines of EPA controlled space, neutralizing the situation as best they can, requesting further assistance as necessary, gathering pertinent facts and preparing detailed, thorough and legible reports Incidents such as medical emergencies, thefts, assaults, personnel trapped in elevators, etc, are all examples of occurrences that the Rover can be dispatched to and that the Rover must be prepared to handle with tact, diplomacy and professionalism The following are some of the do’s and don’t’s that a Rover should be aware of and practice routinely in order to stay informed of additions or changes to policy and/or procedure, it is essential that each person assigned rover duties review the Guard Post Duty Book/or that post at the beginning of each shiff In addition, if there was a previous relieffor the roving post being assumed, question the off- going rover to find out if there are any pass-ons or other information that you should know about Upon assuming duties, verifr that you have all required equipment - particularly that all keys and Rusco cards are accounted for. During your routine patrol rounds, you should be courteous to all personnel you come in contact with. Make an effort to say hello, and have a nice day Don ‘t allow the attitudes of others influence you. Guard against ind?fference When dispatched to an incident that you may consider to be routine, remember - it may not be so routine to the caller Show the proper respect and concern for the person and their predicament regardless of the situation. Oftentimes you may be asked to assist a person in entering a locked room If the person is an occupant of the room they wish to enter (this can be verified by looking the person ‘s name up in the EPA telephone book or checking the office area for signs that it is that person ‘s office - such as a name 14 ------- plate with their name on it), then if you have the proper key, you can allow entry. However, if you can ‘t verify that the person is an occupant of the room, the Rover should politely and tactfully advise the person that ihey can ‘I be allowed entry - along with the reason they can’t be allowed entry. Unless the person is an actual occupant of the room, they are not Jo be allowed entry. Part of the Rover ‘s responsibility is to provide for the safety and security of EPA personnel and resources. By letting a person into an office that is not theirs, the privacy of the actual room occupant could be violated and the potential for other problems arises. In these situations, you may ask the requestor to contact the Security Management Staff or the Security Support Staff if they are unsatisfied with the Rover ‘s explanation Always record this information in the Officer ‘s Operations Log. Keep the Guard Control Center informed of your status Whenever you observe or encounter a situation or incident, immediately notify the Guard Control Center During emergency situations, the Security Officer is the on-scene figure of authonty and the person most people will observe, question and rely on for guidance and assistance This is a great deal of responsibility because the Security Officer’s actions during stressful or chaotic situations are going to have a direct impact on the emotions of the public around them If a Security Officer exhibits panic and uncertainty, this may translate into fear by the general public and result in panic situations A calm and composed Security Officer will ease the fears of the general public and provide them with a feeling of confidence that whatever may be occurring - is under coiftrol Below are some tips for officers who find themselves in a stressful or chaotic situation Remain calm’ When making radio transmissions speak slowly, clearly and in a normal tone Maintain an authoritative stance and when providing instructions to members of/he genera/public, speak sternly but politely. Be patient but firm with people who ask questions. When situations happen, it ‘s common practice for people to want to know what ‘s going on; however, your duties may preclude you from providing as much information as they want. For example, when the fire alarm sounds and you’re asked “Is there afire 7 ” or “Should I evacuate 7 “, you should politely but firmly advise them that, “Sir or Madam, the fire alarm is sounding and for your own safety you must evacuate the building.” There may also be times where you may know exactly what ‘s going on but in the interest of avoiding panic, you will be instructed not to pass your knowledge along For example, if there ‘s a bomb threat and the building is being evacuated - in order to avoid a potential panic, you 15 ------- may be instructed not to tell the general public why they are being evacuated. During emergency situations, there are a number of tasks that the Security Officer might be assigned to do Among them are assisting in an evacuation, preventing people from entering a cordoned area, responding to an entry point to meet and escort emergency response personnel to a scene, and providing comfort to people who have been involved in an incident Regardless of the task, the professional Security Officer is expected to perform at a level commensurate with the degree of responsibility, trust and confidence that has been placed on them, by both their company and the people they are working to protect Building Checks Another duty of the Rover is the physical checking of all building perimeters and internal office space To assist the officer in conducting these checks, a Guard Force Tour System has been developed The tour system consists of two elements the Daily Security Checksheet and the Guard Force Checklist The Daily Security Checksheets are posted at various locations throughout the building The locations where a checksheet are posted are indicated on the Guard Tour Checklist by a double star (**) In most locations, they are posted on the external portion of a door - thus requiring the officer to open a door in order to get to the checksheet and annotate their intitials and time While this is being done, the officer should also be verif ying that any door alarms that should have activated when the door is opened are operating properly, and if not, notification is made to the Guard Control Center The officer should also veriFy that the doors themselves are in prope’ working order and there is no evidence of vandalism or any attempts at forced entry Again, any discrepancies should be reported to the Guard Control Center as well as annotated in the Officer’s Operations Log The Guard Tour Checklist provides each post with a specific list of areas that must be checked throughout the course of a shift Most checks are to be conducted twice per shift and the results of these checks annotated on the form Any discrepancies that are noted can be listed on the Guard Tour Checklist, or, if space prohibits, annotate “See Operations Log” and provide an explanation there When conducting the Guard Tour, the officer should use it as an opportunity to get to know the people and areas of the patrol zone and not just confine themselves to the checklist itself The checklist should be used as a guide, or starting point, for the officer to get around and put into practice their skills of observation, prevention and detection Entries that are made in the Officer’s Operations Log that reflect problems or discrepancies must be made using red ink This applies not only to the Guard Force Tour System but to any situation that an officer encounters that may require the attention of the Security Management and/or Security Support Staff 16 ------- PART 7 Report Writing All Security Officers must be prepared to write a report that provides a detailed account of incidents or events occurring on government property The standard report form used at this facility is the 1480-38, Incident Report Form Its purpose is to communicate information to be used as an official record of events which have occurred on the premises The information the officer provides in the report will not only serve as the official record of an incident or event, but may also be used as a source of information for flirther inquiries or investigations weeks, months or years after the initial report was taken When writing a report, simply state the facts of the incident or offense Keep the report simple and concise All report writers should note the time they learned of the incident, their time of arrival on the scene, and the time they returned to normal service It is imperative that the Security Management Staff be notified and given all information about the incident or offense prior to returning to normal duty activities Normally, the Incident Report Form will not be completed as the inquiry is being cdnducted, but later when the officer can sit down, collect his or her thoughts, and prepare a useful, comprehensive report Each officer should have a note pad and pen for taking notes at the scene and recording all information pertaining to the incident After the response is terminated, the officer can then return to a more appropriate location and take the time needed to transfer the information from the notes onto an Incident Report Form An officer should, however, always take a blank form to any incident they respond to The blank form can serve as a reminder of certain questions to ask or information needed to complete the form Blank Incident Reports are left at the fixed posts throughout the EPA Remember that each numbeted block on the 1480-38 must be filled except as indicated below Let’s briefly go over the items on the form 1. Report Number Leave this space blank This is a designated control number used by Internal Security 2. Dale of Report: Date that the officer is filling out the report 3. Type of Incident. Self- explanatory “Other” would be a harassment situation, irate employee, medical emergency, etc 4. Specific Location: Note the Building or section (WT, ET, SE Mall, NE Mall, etc), and Room Number (if the room has an alphabetic suffix after it, for example, NEB 102 A, list that information also) 5 Persons Involved There are four columns and three rows in this section Additional input can be listed on the back of the form, on an additional form, or on a separate sheet of bond paper List the primary individuals, such as the complainant, primary witness and suspect, if possible Make sure you have the correct spelling of all the names involved Get the individuals’ office/branch and corresponding mail 17 ------- codes with their phone numbers not leave any spaces blank how many different entrances/exits are there to the particular area, etc 7 6. Narrative: A detailed description of the events is needed here If it becomes necessary to write more than is available on the sheet, use additional forms or a blank sheet of bond paper The key to a good narrative is that when you’ve finished writing it, read it over If it doesn’t answer all the questions you have, then obtain the necessary additional information and include it in your report Among the report items to note are WHO was involved, including witnesses, and what do they do/how do they figure in the incident (are they a secretary, branch chief mover, demonstrator, etc.)? Who was the last person to leave an office andfirst to enter, did anybody see anyone in the area that ‘s not normally supposed to be there, etc. 2 WHAT was ihe occurrence, i.e., theft, assault, harassment, injury, etc., and what circumstances precipitated the occurrence 7 For example: the victim of an assault criticized the alleged assailant last week in front of several people. Provide as much “background” information as is available. WHEN and WHERE did the incident occur. Ask such questions ar when was ihe lasi lime the item was seen; was the room where a theft occurred locked or unlocked; is it normally left locked or unlocked; There are times when the people involved or the evidence is presenl to help explain WHY or HOW the incident occurred, but normally these questions can ‘1 be answered immediately, or within the scope of the officer ‘s inquiry. Although space is provided elsewhere on the form, list any pertinent information on property missing or damaged in this portion as well. Depending on the incident, find out if any employees were recently terminated, had harbored any hostilities against anyone; who is responsible for property storage? How were the items stored - in a safe or desk, was the person ‘s door secured 7 if the incident involved a missing credit or bank card, what bank issued the card 7 if the incident involves vehicles, then you should obtain information on the vehicle(s) such as color, tags, type, etc). 7 Property Taken This section covers incidents involving Theft or Damaged goods If no property was involved, list “N/A” in the block a. item Description - Self- explanatory b. Quantity - How many of the items were taken 7 c. Ownership - Was it government or personal property 9 18 ------- d. Value - What is the approximate cost of the item? In some instances where government property is involved, a property invoice is available and can be provided e Brand Name - Who made the affected item - Sony, Ford, Dell? It must be listed f Model - The particular brand name item (i e, Ford’s 1992 Escort LX) g Ser,alNumber-If available h. EPA Property Number - The EPA places a property control sticker on all of its property Try to find out what the property number was, if available, and list it Again, in some instances you may be able to get a copy of the property inventory if you ask for it i Property was• - Was the property secured or unsecurecP 8. Not ificazions Note the time and date each listed official was contacted In all instances of theft of government property, the Federal Protective Service will be notified - either by the responding officer or the Guard Control Center If a theft involves personal property, it is the victim/complainant’s option as to whether they want FPS to be notified “Other” would involve, for instance, the Health Unit, Guard Control (if contacted by Rover or fixed post), or Building Services Desk/Town Center Management The “This Section is for EPA USE ONLY’ will be left blank The officer will clearly PRINT their name, and then sign the form in the spaces provided There are different responses for the various calls you may receive that may concern report writing Let’s go over a few instances Incidents and Offenses When you receive a report of an incident or offense, you will notify the Guard Control Center (who, in turn, will contact Internal Security) and respond immediately to the location of the incident Assess the situation at hand in order to determine the proper response While the Guard Control Center is notifying the proper officials for response, attempt to accumulate as much information as possible It is imperative that the names and telephone numbers of all personnel involved (victims, witnesses, offenders, if available) are obtained immediately Attempt to learn the name and telephone number of the closest relative so they can be notified if the victim is taken to the hospital If medical response is pending, obtain the arriving ambulance’s number, the time of arrival and departure, and the 19 ------- hospital to which the victim is being transported Fires In case of a fire, obtain the following information for inclusion in your report The time of amval and departure the Fire Engine Companies responding to the scene the identifying numbers of the fire trucks the Fire Department’s on- scene commander Bomb Threats When an officer is the direct recipient of a bomb threat, they should immediately retrieve their Guard Force Duty Book and open up to the Bomb Threat Checklist Obtain as much information as possible and notify the Guard Control Center The Guard Control Center should immediately notify the Security Management Staff When a building occupant notifies you of a bomb threat, you must obtain that person’s full name, room number, telephone number, and the time of the call Ask the person who notifies you whether he or she can identify the person who called him or her Again, refer to the Bomb Threat Checklist located in the Guard Force Duty Book and make appropriate notifications Demonstrations Refer to the Demonstrations Che klist in the Guard Force Duty Book In addition to the items listed in the checklist, the officer should also attempt to obtain the following information 1 How many protestors are there” 2 What is the demonstration about 3 Who is demonstrating” 4 Is the demonstration peaceful or violent 7 5 When did the protestors arrive 9 6 If they are carrying signs or banners, what do they say” 7 If they are making statements, what are they saying” Utility Emergencies In all cases of utility emergencies, including ievator stoppages, power outages, broken waterpipes, gas or oil leaks, air conditioning outages in computer rooms, etc, record the time of the emergency, the people involved and their pertinent information, the time that proper authonties were notified and the name and time of arrival of the responding elements Also list the time the emergency was resolved 20 ------- I 2. Date of Reoort 1 1. Report Number Incident Report i- Leave Blank 3.Type of Incident Theft Assault Robbery Vandalism B&E Found Property Other (Specify) Check 1 or Specify Other 4. SpecifIc Location (BuIldIng/Room Number) Give Room Number/Alphabetic Suffix, i.e ., A, B, C, etc.Ils it a Cubicle Within a Bay Area?/ls It West Tower, East Tower, NE Mall, Mall, 9 ; 5. Persons involved: (indicate Status (C) Complainant (V) Victim (W) Witness(S) Suspect (N) Notable ) ___________________ Last Name, First, Middle Initial Status Program Office Phone Number COMPLETE ALL BLOCKS S. Narrative: Indicate Who. What. When, Where, Why. and How (Use blank sheet if necessary) List ALL people who share a common space Was anyone out of the ordinary observed in the area? Give a detailed description of item(s) missing. What types of Security Locking Devices is the office(s) equipped with? Were the locking devices used? Who was the first person to enter the office the day the property was discovered missing and who was the last to leave the day prior 9 Who’s responsible for inventory control? How many people have keys/combinations to the area? Was anyone recently terminated 9 Who knew the property was in the area? Talk to everyone that was in the area during the time frame If a witness is on travel check back when they return PROVIDE A DETAILED NARRATIVE. 7. Property Taken a. Description of Item Color/Size b Quantity How Many 1 ’ C. Ownership I Government or Personal d. Vaiue Estimate or Actual e. Brand Name I Model g. Serial Number it. EPA Property Number Normally Found on Face Name or Number Found on the Back or in Check Property If Available of Item the Property Inventory Inventory, i Property was. j. Date and Time Last Seen k. Date and Time Discovered Missing Secured Unsecured Self-Explanatory Self-Explanatory 8. Notification This SecIlon s for €PA Office Use Only’ “ Agency Time Notified Custodiai Account Leave Blank Number. Federal Protective Service (202) 708-1111 Custodiai Officer EPA Security Office 260-6352 or 2010 Custodial Phone Number Police Department Date Dustodaai Officer Fire Department Engine Co. Notified: Ambulance Type of locks on Room Other (Specify) Printed Name of Person Filina Report Signature of Person Filing Report Your Name - Printed or Typed Your Signature in Ink . I Self-Explanatory EPA Form 1480-38 ------- |