Visitor Policy

Introduction

1. Northeastern University London (the University) is able to facilitate visitors to its campus. This policy outlines the arrangements for visitors’ attendance. 
2. This policy is applicable to all visitors to the University and is necessary for maintaining the safety, well-being, and security of its community and other visitors. Arrangements may differ and be dependent on the nature of the campus visit.
3. For the purpose of this policy the different types of visitors are classified as follows:
   1. Friends and/or family of staff or students.
   2. University related business or events.
   3. Northeastern University colleagues
   4. Alumni

Visitor Times

4. Visitors are permitted to visit the campus from 9:00 am – 6:30 pm Monday to Friday only.
5. The only exceptions are if a visitor is:
   1. A Northeastern University colleague.
   2. Attending an event which is taking place outside of these times.  In which case the visitor must register for the Event at least 48 hours in advance via the specific booking method for the event.

Registration of Visitors

Friends and/or Family of Staff or Students

6. Staff or students who wish to have friends or family visit the campus are able to do so. They need to notify Security that a family or friend will be attending the campus in advance of their visit or sign them in at the main Reception.
7. Personal visits are limited to one-hour durations on the campus.
8. Upon arrival, visitors must proceed directly to the main Reception and sign in via the security iPad.
9. They will be given a visitor’s lanyard (grey) with a QR code, which must be worn around the neck at all times. They will be issued with a Visitor pass which will provide access to the staff area and core toilets. The QR code provides access to the security speed lanes and core one toilets.
10. They will be collected from the main Reception by their contact and escorted at all times throughout campus. 
11. They must return to the main Reception, sign out via the iPad and return their lanyard before exiting via the main entrance. Exiting via other landlord common areas is not permitted. 

University Related Business

12. University related business visitors must be registered by a staff member in advance of the visit by emailing Security.
13. Upon arrival they must proceed directly to the main Reception where they will sign in via the security iPad.
14. They will be given a visitor’s lanyard (grey) which must be worn around the neck at all times.
15. They will be collected from the main Reception by their staff contact and escorted at all times throughout the campus. They will be issued with a Visitor pass which will provide access to the staff area and core toilets.  The QR code provides access to the security speed lanes and core one toilets.
16. They must return to the main Reception, sign out via the iPad and return their lanyard before exiting via the main entrance. Exiting via other landlord common areas is not permitted.

Events and Meetings

17. The Event or meeting host will be responsible for all conduct during the Event or meeting.

Organisers of Events and Meetings 15 or Less

18. Organisers of an Events or meetings with 15 visitors or less must:
    1. Book an appropriate room in advance.
    2. Send Security a complete list of attendees and meeting location at least 24 hours in advance of the meeting.
    3. Collect attendees from the main Reception and escort them at all times throughout the campus. They will be issued with a Visitor pass which will provide access to the staff area and core toilets.

Attendees of Events and Meetings 15 or Less

19. Attendees, upon arrival, must proceed directly to the main Reception and sign in via the security iPad.
    1. They will be given a lanyard (grey) with a QR code, which must be worn around the neck at all times. The QR code provides access to the security speed lanes and core one toilets.
    2. They will be collected from the main Reception by their contact and escorted at all times throughout campus. 
    3. They must return to the main Reception, sign out via the iPad and return their lanyard before exiting via the main entrance. Exiting via other landlord common areas is not permitted. 

Organisers of Events and Meetings 15 or More

20. Event organisers expected to have 15 visitors or more must:
    1. Be booked approved through the Event Booking Form in advance and before proceeding.
    2. Have a member of the Event present at the main Reception to sign in the visitors.
    3. Liaise with Facilities to ensure that doors to the closest bathrooms are deactivated for visitors throughout the time of the Event as it will not be practical to provide every visitor with a visitor lanyard.

Attendees of Events and Meetings 15 or more

21. Must exit via the main entrance, and not through any other Landlord common areas. 

Northeastern University Colleagues

22. Northeastern University colleagues may visit the London campus from time to time for business purposes. 
23. The University requires those colleagues to provide advanced notice (at least one month) of their intended visit, by completing the Visitor Form (NU to London campus).
24. Upon receipt of the Visitor Form (NU to London campus), a member of the University will be appointed as a point of contact for that particular visit. The appointed person will liaise with the Northeastern colleague(s) to coordinate their campus visit.  
25. The University is not able to book or secure flights and hotels, but will provide a crib sheet of hotels, transport, local food, and beverage that will be shared at the point of contact, to assist those travelling.
26. Northeastern University colleagues must bring their Northeastern ID with them when visiting as this will be required by Security before providing them with a Visitor’s lanyard.
27. Northeastern University colleagues will be provided with a Visitors lanyard (black) with general staff access.
28. All visitors are required to wear an assigned lanyard for the entire duration of the campus visit. Staff and Security may approach anyone who is not wearing a lanyard around their neck. Refusal to cooperate will result in the visitor being escorted off the campus.

Alumni

29. Alumni may visit the London campus from time to time for business purposes and in this instance will be treated as University related business visitors #12.
30. They must:
    1. Be collaborating on work or formally attending an event at the University to constitute as a University business visit.
    2. Email Security in advance to inform them of their visit.
31. Alumni attending campus for any other visit are to be treated in the same respect as visitors when attending campus #6, with the exception that they are not limited to a one hour duration on campus.
32. Alumni are to be treated as external visitors in relation to events at the University and must be registered accordingly in advance with Security. #17-21.

Visitor Conduct

33. Visitors are expected to conduct themselves in a professional and respectful manner when attending campus. Visitors are subject to the University Bullying, Harassment and Sexual Misconduct Policy. The University will not tolerate any form of harassment, victimisation or discrimination in any form, including where it is verbal, physical, or on the basis of age, disability, ethnicity, gender reassignment, marital status, pregnancy or maternity, religion or belief, sex, or sexual orientation. 
34. Any visitors who do not comply with this policy, and any other relevant policies, will be asked to immediately leave campus and external authorities may be called where deemed necessary. The incident may be subject to an internal investigation handled by a member of the Senior Management Team, and may result in a temporary or permanent exclusion from all University events and campus access.

Health and Safety

35. The University’s Health and Safety arrangements are set out in our General Risk Assessment and Health and Safety Policy. Visitors are required to comply with all Health and Safety policies and processes, or as otherwise directed by the onsite team. 

Emergency Procedures

36. Visitors should report to their onsite contact in the event of an emergency evacuation. Organisers of meetings, hosts or onsite contacts are responsible for the visitors attending campus and have a duty of care to explain emergency procedures at the start of their visit. If an emergency evacuation has taken place, University contacts should ensure that visitors have evacuated the building and reported to the emergency evacuation point.

First Aid and Health Concerns

37. If a visitor requires first aid they should notify the event organiser or contact. If this is not possible please notify Security.
38. If any attendees have pre-existing medical conditions which may affect their visit they will need to disclose this to the event organiser or contact. The organiser or contact may share this information with a first aider on campus to make them aware in the event of an emergency.

Access to Restricted Areas

39. If a visitor is found by our staff in a restricted or closed area without authority, the visitor will be required to explain their presence and provide proof of identification (including a visitor grey lanyard). The visitor may also be escorted from campus premises.

Lost Property

40. All lost property is handled in accordance with the Lost Property Policy.

Personal Data

41. The policies on Data Protection, Campus Security and CCTV should be read for information and can be found here. 

Disabled Access

42. Any visitors requiring disabled access to the campus should contact the organiser of your event or onsite contact who will be able to advise you of accessible routes throughout our campus. Information can be found here.

Guest WiFi and Other IT Provisions

43. Visitor WiFi is provided for on campus. Visitors requiring access to specific IT, such as integrated screens for presentations, should identify their requirements with their University contact in advance of the visit. 

Animals

44. Please read the Animals on Campus Policy for more information.

Security and Closed-Circuit Television

45. Please read the CCTV and Campus Security Policy for more information. 

Complaints

46. If there are complaints about a visit to the University’s campus please email these to the event organiser or contact who will be able to distribute any feedback to the relevant department, alternatively email info@nulondon.ac.uk.

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