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Property Pass System: SEC004

Confidential Information- Warning: This document is intended to be used by Hopkins' employees for internal use only.   Sharing, disclosure of this document or the information contained outside of the Hopkins Health System is prohibited.

POLICY

In order to control the amount and type of property coming into and going out of The Johns Hopkins Medical Institutions, and to protect both the Institutions and affiliated personnel (including employees, staff and faculty, students, approved contractors, as well as patients and visitors), anyone desiring to carry institutional or personal property out of the area must present a signed property pass to the Security officer at the exit.

RESPONSIBILITIES

Hopkins Personnel (Identified Above):

Notify their department administrator/supervisor of the need to remove property from the area and request an employee property pass (JHH Form 15-181020 ) or vendor property pass (JHH Form 15-009).

Take only the items listed on the property pass.

Submit the property pass, picture ID badge, and items to be removed to the Security Officer at the exit for inspection.

Patient (or Family Member):

Contact either the charge nurse or designee to obtain a patient property pass (JHH Form 15-181040) to remove personal items upon discharge.

Take only the items listed on the pass.

Submit the property pass and items to be removed to the Security Officer at the exit for inspection.

Department Administrator or Supervisor, Charge Nurse or Designee:

Verify the items to be removed and accurately complete the applicable property pass.


Security Officer:

Collect property pass at exit; verify items and identification listed on the pass; sign, date and identify security post number on back of the pass.

Security Supervisor:

Turn collected property passes in to Security Supervisor at end of shift.

Review property passes for security officer verification; ensure employee and vendor passes are delivered to Investigations Section for daily review.

Investigations Section:

Review employee and vendor property passes for discrepancies or unusual activity; contact authorizing department administrator or supervisor for clarification or further review

Review employee and vendor property passes for discrepancies or unusual activity; contact authorizing department administrator or supervisor for clarification or further review.

Compare pass information to daily theft/missing property reports; analyze data for inventory activity/loss trends.

Notify Director of Security of discrepancies or unusual property removal trends.

Department Administrator or Supervisor:

Review property removal requirements, determine personnel needing frequent authorization, and submit appropriate documentation to Office of Corporate Security Services for issue of a permanent property pass, per attached guidelines.

Keep appropriate stock of property pass forms on hand to meet departmental needs.

Corporate Security Services Staff:

Review permanent property pass request for accuracy, log information into computer, prepare and issue pass.

Maintain record of issued permanent property passes.

Director of Security:

Ensure compliance with policy.

Review investigative trend analyses; consult with appropriate department administrator or supervisor to discuss or resolve issues pertaining to property removal/discrepancies.

Review and approve requests for permanent property passes.

Notify VP, Corporate Security Services of any issues requiring coordination with senior administration

VP, Corporate Security Services:

Ensure compliance with and applicability of policy.

Coordinate with senior administration as needed regarding property removal trends.

Although the following procedures are numbered sequentially, certain activities are intended to occur simultaneously.

PROCEDURES

1. Hopkins Personnel:

a. Request authorization from department administrator or supervisor to remove property from the area. Provide complete description of item(s) and justification for removal.

b. Remove only items for which authorization has been given.

c. Submit completed, approved employee property pass (JHH Form 15-181020) or vendor property pass (JHH Form 15-009), picture ID badge, and items to be removed to the security officer at the exit for inspection.

2. Patient (or Family Member):

a. Contact charge nurse or designee to obtain a patient property pass to remove personal items upon discharge.

b. Remove only items for which authorization has been given.

c. Submit completed, approved patient property pass (JHH Form 15-181040), patient ID bracelet or discharge documents, and items to be removed to the security officer at the exit for inspection.

3. Department Administrator or Supervisor, Charge Nurse or Designee:

a. Review each request and justification for property removal; approve as appropriate.

b. Verify property as institutional or personal, and identification of individual to which authorization is being granted.

c. Accurately and legibly fill in all blocks on the appropriate property pass form, with special emphasis on identification of the employee (employee # is the number from the left side of the ID badge) and ownership and description of the property, including serial numbers.

d. Ensure adequate supply of property pass forms; contact the Standard Register (1-877-857-5452) on a Forms Requisition form.

4. Security Officer:

a. Collect property pass at exit; inspect and compare property and ID badge to information on the property pass. If there are discrepancies or questions, contact the authorizing supervisor at the extension listed.

b. Notify a Security Supervisor if there are discrepancies that cannot be expeditiously resolved.

c. If property pass, identification and removal items are correct, allow the individual to depart the area. Sign, date, and annotate the security post # on the back of the property pass.

d. Turn collected property passes in to the Security Supervisor upon completion of duty.


5. Security Supervisor:

a. Review property passes for security officer verification.

b. Whenever possible, resolve discrepancies or verification issues with authorizing department.

c. Forward property passes to Investigations Section for daily review, identifying any requiring possible follow-up.


6. Investigator:

a. Review property passes for discrepancies or identified as questionable or unusual.

b. Conduct follow-up with authorizing administrator or supervisor for resolution of questions or clarification of information.

c. Compare property passes to daily theft/missing property reports; analyze data for inventory activity/loss trends; determine if additional investigative action is required.

d. Brief Director of Security regarding discrepancies, trends in property removal, or unusual activity from a department or exit.


7. Department Administrator or Supervisor

a. Identify individuals, such as repair or shared services technicians, whose duties require frequent property transfer between locations. If applicable for effectiveness and efficiency, submit a request to Office of Corporate Security Services for issue of a permanent property pass. Permanent property passes may be renewed annually at the request of the administrator/supervisor, if the employee/approved contractor remains affiliated with JHMI. Memorandum request must include the employee/approved contractor name, department, and a list of items to be transported and the boundaries within which the items will be transported. The memorandum must be signed by the department administrator or supervisor.

8. Corporate Security Services Staff:

a. Review request for accuracy, log information into computer, prepare pass for signature by Director of Security, complete processing of property pass.

b. Notify administrator/supervisor when pass is ready for issue. Request employee/approved contractor present in person with appropriate JHMI identification. Verify information, obtain employee/approved contractor signature, and issue permanent property pass to individual.

c. Maintain current log of assigned permanent property passes for accountability and renewal purposes. Permanent property passes are renewable annually at the request of the administrator/supervisor.

9. Director of Security:

a. Ensure Corporate Security Services staff properly administers requests for permanent property passes.

b. Review and approve requests for permanent property passes.

c. Consult with appropriate administrator/supervisor to discuss or resolve issues pertaining to property removal/discrepancies.

d. Review investigative trend analyses; develop approaches for resolution of identified problems.

e. Notify the VP, Corporate Security Services of any issues requiring coordination with senior administration.

10. VP, Corporate Security Services:

a. Ensure compliance with and applicability of policy.

b. Coordinate with senior administration as needed regarding property removal trends.

SPONSOR
VP, Corporate Security, Parking and Transportation Services

REVIEW CYCLE

3 Years

SPONSORING VICE-PRESIDENT APPROVAL

________________________________________
(Vice President, Corporate Security)

_______________________
Date

EXECUTIVE VICE PRESIDENT/COO APPROVAL

_______________________________________

________________________
Date

PRESIDENT APPROVAL

_______________________________________

________________________
Date

 
 
 
 
 

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