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Security and Guarding Services Industry Authority


Manual for security personnel
providing guarding services in building - Index


1.

Permits

2.

Basic rules for security personnel

3.

Major duties and responsibilities of a security personnel

4.

Points to Note When Performing Patrol Duty

5.

Fire Safety

6.

What to do in case of fire

7.

What to do when typhoon signal is hoisted

8.

What to do in case of power failure

9.

What to do in case of gas leak

10.

Building Management

11.

Frequently Used Telephone Numbers of Government Departments and Organisations

Copies of the manual are obtainable from all District Offices and the Building Management Resource Centre of the Home Affairs Department, and the Police Licensing Office.

(I) Permits

Under the Security and Guarding Services Ordinance, all security personnel performing security work for another person for reward are required to hold valid Security Personnel Permits issued by the Commissioner of Police.

A Security Personnel Permit is normally valid for 5 years, its application and issuing fee being $160.  Permit holders should carry with them their permits whilst on duty and produce them for inspection on demand by police officers.

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(II) Basic rules for security personnel

1.

Failure to comply with any condition for issuing a Security Personnel Permit may lead to revocation/suspension of your permit and prosecution.   The maximum penalty is a fine of HK$10,000 and three months' imprisonment.

2.

You should not work over 372 hours per month and not normally work over 12 hours per day.

3.

You should be punctual to work.  You should not go off duty unless the security guard on the next shift has turned up and you have properly handed over your work to him.  You should clock-in or sign on the attendance register if they are provided.

4.

Whilst on duty, you should not sleep, consume alcoholic drinks, gamble or be involved in any unlawful activities.

5.

You should bear in mind that you are not a policeman and that you have no more authority than a member of the general public.
(i) If you witness the commission of an offence, such as robbery, vandalism or causing injury to a person, you may effect an arrest on condition that you are not putting your personal safety at risk.  Call the police immediately for follow-up action.
(ii) Minimum force should be used in effecting an arrest.  You should refrain from punishing the suspect with force.  Stop using force once you have arrested the suspect.
(iii) Being a member of the general public, you do not have the power of search.
(iv) When cross-examining the suspect, you should remain polite and allow him to explain his act.
6.

You should familiarize yourself with the building you serve, e.g. the locations of fire escapes and fire extinguishers, etc.
7.

Frequently used and emergency telephone numbers should be displayed at prominent positions

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(III) Major duties and responsibilities of a security personnel

1. Prevent unauthorised access
(i)

If the building is equipped with a door-phone where visitors can contact the occupants before they are let in, the occupants will establish their identities for entrance to the building.
(ii)

If you find someone loitering near the building entrance, ask him who he is visiting and demand him to go away if he cannot provide a satisfactory answer.
(iii)

You should pay special attention to strangers who follow occupants into the building.
2. Register visitors
(i) Visitors, mechanics or delivery workers should not be allowed into the building unless they can tell the right flats they intend to visit.  Their movements in and out of the building should be registered in the visitor book which should be properly kept.
(ii) Call the police as soon as possible in case you discover an intruder in the building.
3. Report and record incidents
You should record in the incident book every event that has happened in the building, e.g. handover of shifts, lift breakdown, power failure, water seepage and sounding of alarm, etc and take appropriate follow-up actions. The exact time of occurrence of each event should also be recorded.
4. Handle emergencies
(i) Some flats are equipped with security alarms.  When occupants activate the alarms to summon help from the management office in case of robberies or emergencies, you should go to assist and call the police immediately.
(ii) Glass-protected panic buttons are installed at the common area of some buildings. When occupants break the glass in case of robberies or emergencies,  the alarm will go off and the light of the security panel at the management office will be on, indicating where the event is taking place. You should go to assist and call the police immediately.

5. Monitor security systems
Some management offices have installed closed circuit television systems.  You should know which direction the camera faces and watch the TV screen.  If you discover something unusual, you should go to the scene to help and call the police.
6. Safe-keeping of keys
(i) There are usually services rooms and general purpose rooms inside a building, including lift machine room, air-conditioning engine room and meter room.  To prevent unauthorized entry and illegal use of these rooms (e.g. causing electricity disruption), they must be properly locked.
(ii) The keys must be kept by the guards.  There should also be a registration book to record the particulars of the person who uses the keys.
7. Prevent and detect the occurrence of offences
(i) Refuse chambers/store rooms should not be located in hidden corners, and if possible should be within the sight of the security guards.  They should be well lit, clean and locked when not in use.  Frequent inspection should be conducted to prevent undesirable elements from hiding inside.
(ii) Responsible persons of The Incorporated Owners of the buildings or the management companies should properly conceal water pipes on external walls at lower floors to prevent burglars from climbing up the pipes.
8. Patrolling (see section IV for details)
9. Attend to fire safety (see sections V & VI for details)
10. Handle complaints
You should handle all complaints immediately and report to the management company or the responsible person of the Owners' Corporation if there are problems that you cannot solve.

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(IV) Points to Note When Performing Patrol Duty

1.  

When patrolling the building, you should bring your pen, notebook and watch along with you.

2.  

Any defects in any part of the building should be recorded in the daily entries of the patrol report. Defects that require immediate repair should be reported to the management company or the responsible person of the Owners' Corporation immediately.

3.  

Common corridors and fire escapes should always be kept clear to ensure that they are not blocked at all times.  Any blockage of fire escapes should be immediately reported to the management company or the responsible person of the Owners' Corporation and the occupants concerned for clearance.

4.  

Should you find any suspicious person on the roof or at the staircase, ask him where he wants to go and demand him to leave if he fails to give a satisfactory answer.  Call the police immediately if he refuses to leave.

5.  

If you detect any suspicious object, you should inform the police and the management company or the responsible person of the Owners' Corporation. You should not attempt to move the object.

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(V) Fire Safety

Major causes of fire

1.  

Careless disposal of lighted cigarette and handling of naked flames.

2.  

Lack of maintenance of electrical appliances or wires.

3.  

Improper installation of electrical equipment such as overloading of electricity, misuse of adapters, illegal connection of wiring or malfunction of electrical appliances, etc.

4.  

Careless handling of dangerous goods especially those materials which give off inflammable vapour like paints and thinner, etc.

5.  

Improper or careless handling of welding equipment.

6.  

Overheating of machinery due to lack of repair and maintenance.

General points to note on fire safety

1. Means of escape
(i) Ensure that all means of escape (for example: exits, corridors, staircases and smoke lobbies) are free from obstruction at all times.
(ii) No metal gate should be erected in corridors and staircases.  Exit doors on ground floor and roof level should not be locked.
(iii) Check and ensure that the exit signs are illuminated and visible.
(iv) Ensure that emergency lighting is in order.

2.

Proper use of smoke stop doors
(i) Keep smoke stop doors closed and unlocked at all times.
(ii) The main function of smoke stop doors is to check the spread of fire and smoke and to provide a safe escape route for occupants of the premises in the event of fire. Smoke stop doors should, therefore, be properly  maintained and always kept in close position in order to prevent fire and smoke from entering the corridors and staircases.
3.

Careful handling of naked flames and combustibles
(i) Dispose cigarette and cigar butts, matches and pipe 'knockouts' in suitable receptacles only.  NEVER throw them into waste paper basket unless they are completely extinguished.
(ii) Do not store inflammable liquid or articles that might constitute fire hazard, e.g. petrol kerosene and lacquer thinner, in unauthorized places.
(iii) Never cook outside the kitchen.
4. Correct use of electricity
(i) Do not connect too many electrical appliances to one socket.
(ii) Do not overload the system.
(iii) Electric wiring should be properly connected to avoid overheating.
(iv) Do not use damaged plugs, sockets or electric wiring.
(v) All electrical installations should be regularly inspected and tested by registered electrical contractors/workers.
5. Proper handling and storage of dangerous goods
(i) In accordance with Dangerous Goods Ordinance, dangerous goods exceeding the exempted quantity should be stored in a licensed dangerous goods store.
(ii) Dangerous goods must be handled with extreme care.  When they are being in use, no naked light is allowed at the vicinity in order to prevent the outbreak of fire and explosion.
6. Proper house-keeping inside factory premises
(i) Goods should not be stacked too high to hinder the operation of sprinkler system.
(ii) Goods should be properly stored so as to provide a free escape route to the workers in case of fire.
(iii) Cutting process should be properly handled as sparks generated might ignite nearby combustibles.
7. Alterations to premises
Industrial and commercial premises are designed and constructed in accordance with specific fire safety standards.  Owners should obtain approval from appropriate authorities before carrying out alterations to these premises.
8. Proper maintenance of fire service installations and equipment
(i) The laws require that fire service installations and equipment in buildings should be inspected and maintained by registered fire service installation contractors at least once every 12 months to ensure normal functioning and operation.
(ii) When the installations are due for inspection, you should remind the responsible person of the Owners' Corporation or the management company to make early arrangements.  Should the person in charge of a building have any doubt on the qualification of a maintenance contractor for fire service installations, he can consult the Fire Safety Command or Licensing and Certification Command of the Fire Services Department.
(iii) Properly maintained fire service installations and equipment are very useful in tackling and controlling a fire at its incipient stage.  It will also assist Fire Services personnel in their fire fighting and rescue operation thus minimizing the loss of life and property.

Fire Service Installations

1. Fire extinguishers:-
Fire extinguishers are fire fighting equipment for putting out small fires.  It is important to know the usage of different types of fire extinguishers.  There are mainly four types of fire extinguishers: gas, water, powder and foam fire extinguishers.  They have different functions.
(A) Carbon dioxide (CO2) gas extinguisher
Use : On electrical fires, flammable liquids, delicate equipment, important documents, or fires in confined spaces.
Note : Vapours will asphyxiate. Withdraw to open air after use.
(B) Water/CO2 extinguisher
Use : On fires involving wood, textiles and paper.
Never Use : On fires involving electrical or flammable liquids or metals.
(C) Dry powder extinguisher
Use : On most fires, flammable liquids, metal fires or electrical fires.
Instructions for using (A) to (C) :
(i) lift the safety pin;
(ii) press down the lever;
(iii) aim the nozzle at the bottom part of the fire and spray so that the fire is put out at its source.
(D) Foam (Chemical) type extinguisher
Use : On fires involving flammable liquids.
Never Use : On electrical fires.
Instructions for use :
(i) turn the fire extinguisher upside down and shake well;
(ii) spray foam onto the surface of the burning liquid in a horizontal direction, but never spray directly into a pool of burning liquid.
2. Fire blanket:-
Use : On fires involving flammable liquids, small fires in the kitchen and laboratory.
Instructions for use : Drape the blanket over the flames to seal off air.  Switch off heat and leave in position until cool.

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(VI) What to do in case of fire

1.

Raise an alarm by shouting "FIRE" and sound the nearest fire alarm by breaking the breakglass unit.

2.

Call the Fire Services Department immediately by dialling '999'. Giving details of the location and nature of the fire, then report the fire to the management company or the Fire Marshal of the building, if any has been nominated.

3.

Try to tackle the fire by using available fire fighting equipment only if it is safe to do so.  Do not use water on fires of electrical origin.

4.

On receiving a report of the fire, the responsible person of the management company or the Fire Marshal should arrive at the scene quickly and join the security guards in rendering assistance to the firemen and occupants of the building.

5.

If the fire cannot be quickly controlled, evacuate the building in an orderly manner.
Evacuation Procedures

(i)

Remain calm.

(ii)

Turn off all electrical apparatus except lights. Close all doors when leaving but do not lock.

(iii)

If any occupants are unaccounted for or are known to have remained behind, report immediately to the Fire Services Officers.

(iv)

Walk, do not run.

(v)

Use staircases and never use lifts (as the electric supply may be cut off at any time thus trapping persons in the lift).  Close the smoke lobby/stop doors and DO NOT WEDGE OPEN THE SMOKE LOBBY/STOP DOORS.

(vi)

Do not carry any bulky or heavy belongings.

(vii)

Unless circumstances indicate otherwise, you should leave the building and assemble in the designated area for roll call.

(viii)

Do not re-enter the building unless and until advised by Fire Services personnel that it is safe to do so.

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(VII) What to do when typhoon signal is hoisted

1. When the No. 3 signal is hoisted, you should take appropriate precautionary measures, including:
(i) Close doors and windows in the exposed part of the common area.  Use adhesive tapes to protect them against breakage if necessary.
(ii) Ensure that all loose objects, particularly on balconies and roof tops, hoardings, scaffoldings and temporary structures are secured.
Winds are normally expected to become generally strong in the harbour areas about 12 hours after this signal is hoisted.
2. When the No. 8 signal is hoisted, complete all precautions immediately.  Winds are normally expected to reach gale force in the harbour areas about 12 hours after a No. 8 signal replaces a No. 3 signal.
3. When the No. 9 or No. 10 signal is hoisted, all precautions should be completed.  Stay indoors and away from exposed windows and doors to avoid flying debris.
4. Check the drainage system to see if there is any blockage.  This can prevent flooding on the rooftop or in the low-lying areas.
5. Remain on duty until your replacement on the next shift arrives.  If your replacement fails to turn up because no means of transport is available, you should stay on and should not leave.

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(VIII) What to do in case of power failure

1.

In the event of power failure, inform the power utility company or the management company so that they can send a technician for emergency repairs.

2.

During suspension of power supply, greater vigilance should be taken at all exits and entrances.

3.

When the repairer arrives, the security personnel on duty must accompany him to fix the problem until he leaves the building.

4.

On resumption of power supply, visit several households to make sure that normal supply is resumed; ask the repairer to stay for a while to see if there is still any problem.

5.

Keep a record of the incident on file.

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(IX) What to do in case of gas leak

1.

Upon detection of gas leak, never light a fire or start any electrical appliances, including the doorbell.

2.

In the event of a minor gas leak, contact the household concerned first to find out about the situation.  You should open all the windows in the flat, then turn off the gas supply.  Afterwards, you should call the gas company to send someone over to carry out repairs.

3.

In the event of a major gas leak, turn off the gas supply of the whole building at once and then call the gas company for emergency repairs. You should help evacuate the residents.  If any person is injured, call the police for help immediately.

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(X) Building Management

Environmental Hygiene

1.

Common refuse chutes and refuse collection chambers in the building and their ancillary facilities should be regularly cleaned up and maintained.

2.

Refuse which has accumulated in the surface channels of corridors, rooftops, podiums and courtyards should be immediately cleared to avoid blockage.  Attention should also be paid to ensure that gratings are intact to prevent rats from entering flats.

3.

Accumulated refuse on the canopies of flats should be cleared by the relevant occupants.  Alternatively, the management office may arrange a regular special clearance service.

4.

Stagnant water will lead to the breeding of mosquitoes and cause hygiene problems.  Anyone allowing this to happen is liable to prosecution.  Therefore, the following measures should be taken :
(i) conduct frequent checking of the open areas of the building, such as rooftops, light wells, gardens and podiums to see whether there is any accumulation of stagnant water.
(ii) arrange to repair damaged covers of water tanks and wells immediately.
(iii) top up all defective ground surfaces to prevent accumulation of stagnant water.
(iv) ensure that water tanks are properly covered.
(v) dispose of discarded tin cans and tyres immediately.
5. Shall there be any water dripping from air-conditioners, the occupant concerned should be asked to channel the water through small plastic hoses into his own flat for discharge.  It is an offence under the Public Health & Municipal Services Ordinance to allow water from air-conditioners to drip out of the building.  Upon discovering such problems, the management office should immediately ask the flat owner to rectify the problem.
6. If there is any case of objects falling from a height, water dripping or blockage of drainage pipes due to household rubbish, the management office should post notices on the notice boards of the building or distribute pamphlets to households to solicit their cooperation in improving the situation as a way of enhancing the spirit of neighbourliness.

Erection of Unauthorised Structures and Encroachment on Common Areas

1.

The following must be reported to the Buildings Department immediately so that investigations can be carried out and action can be taken at once:
(i) Anyone carrying out unauthorized building works on the rooftop or altering the means of escape.
(ii) Anyone opening an exit or vent etc. at the staircase behind the smoke lobby door.
(iii) Any seriously oxidized canopy, metal cage, flower rack or air-conditioner rack appearing to be dangerous.
(iv) Anyone in the process of erecting a metal cage, canopy, flower rack etc illegally.
(v) Any illegal connection of drainpipes to rain water pipes causing damage and blockage of the drainage system.
(vi) Anyone carrying out unauthorized building works.
2. Security personnel should inspect the common areas of the building regularly.  On discovering that common areas are being encroached upon, the staff should give verbal advice to the person concerned, who should be asked to clear up the area.  Alternatively, the management office can advise them in writing.
3. Should the above methods prove to be ineffective or if the situation has worsened, a complaint can be lodged with the relevant Government Departments.  Detailed information can be provided to the Fire Services Department in the event of obstruction to the means of escape.

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(XI) Frequently Used Telephone Numbers of Government Departments and Organisations

EMERGENCY
999

Fire Services Department
for enquiries or complaints
on fire hazard
2723 8787

Buildings Department
to enforce Buildings Ordinance
2626 1616

Drainage Services Department
to regulate public drainage
2877 0660

Home Affairs Department
to assist in building management
2835 2500

ICAC
Report Centre
24-Hour Hotline
2526 6366

Police Licensing Office
to issue security personnel permits
2860 6543

Security and Guarding Services
Industry Authority
to issue security company licences
and specify criteria for issuing
security personnel permits
2801 6181

The information given in this manual is for reference only.

For enquiries, please call us at 2801 6181, fax to us at 2537 5118 or visit our office at Room 408, Prince's Building, 10 Chater Road, Central, Hong Kong


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