SECURITY OFFICE

About The Office

The University Security Office is dedicated to providing a safe and stable university environment for all university members and visitors by protecting individuals, buildings, and property, in continuous coordination with the relevant security authorities. The office is responsible for monitoring the implementation of security and safety procedures across the university's various units, managing and issuing entry permits for individuals and vehicles, and organizing traffic movement within the campus. It also oversees the execution of security guarding contracts and their shifts on working days, weekends, and official holidays, in addition to participating in the coverage of university events and providing technical support in analyzing and procuring security systems — all to ensure a safe and stable university environment for all university members and visitors.



Office Department’s Responsibilities
Coordination, Follow-up and Archiving section
  • Receiving incoming telephone calls and the Office’s email correspondence and forwarding them to the relevant specialists in the Office’s sections, as well as scheduling and following up on the appointments of the Office Director and Deputy Director.
  • Following up and coordinating with specialists inside and outside the Office regarding incoming and outgoing matters and correspondence to determine their progress, preparing reports on them, providing the required data and information, and preparing responses in accordance with the instructions issued by the Office Director.
  • Coordinating, preparing, and arranging the Office’s various meetings and coordinating other meetings related to the Office.
  • Preparing committee minutes and following up on the implementation of their recommendations.
  • Managing and maintaining the Office’s archives in accordance with the procedures followed.
  • Coordinating with the University’s Communication and Media Department to publish alerts and awareness circulars for University employees and students.
  • Applying the security and safety requirements implemented at the University to ensure a safe and suitable working environment.
  • Coordinating work and tasks among the different sections within the Office.
  • Following up on the implementation of plans, programmes, and tasks assigned to sections and individuals.
  • Following up on the work timetable and periodic reports to ensure compliance with the specified deadlines.
  • Preparing and submitting to the Office Director a list of candidates prioritised for training courses.
  • Preparing periodic reports and statistics related to the Office whenever required.
  • Carrying out any other duties assigned to the Section.
Information and Data section
  • Managing and issuing entry permits of various categories to the university campus and its facilities.
  • Establishing a comprehensive information and data database covering all types of permits in a manner that facilitates reference to them.
  • Entering the data of new employees into the Ministry of Labour’s security approval system.
  • Providing the security authorities with the required data concerning University employees and students.
  • Updating the Office’s page on the University website.
  • Following up on all matters related to the Office’s advances (temporary and permanent).
  • Entering requests into the administrative and financial system (Odoo).
  • Completing the clearance procedures for University employees related to the custody of permits through the system.
  • Issuing identification cards for the committees organising the students’ graduation ceremony.
  • Following up on matters included in the University Traffic Organisation Committee and introducing new matters.
  • Carrying out any other duties assigned within the scope of the Section’s responsibilities.
Security Guards section
  • Supervising the implementation of the security guards contract and ensuring compliance with the terms of the contract, quality of performance, and discipline in providing security services.
  • Following up on locations and security guards in the field through periodic inspection visits to ensure compliance with the instructions and security regulations implemented within the University.
  • Ensuring the availability of valid permits for persons authorised to enter the various units, ensuring compliance with the approved procedures, and submitting reports on violations.
  • Supervising the parking control systems related to buildings, ensuring their proper operation, and following up on any malfunctions.
  • Providing security support through security guard personnel during graduation ceremonies and official events organised by the University, in a manner that ensures the safety of participants and the smooth flow of movement.
  • Regulating entry to public events on the university campus and ensuring the implementation of preventive procedures and crowd-management plans.
  • Supporting the annual examinations of the various units by providing the necessary security guards, thereby ensuring a safe and quiet environment for conducting examinations.
  • Continuously coordinating with the Office of the Security Director to submit recommendations and provide security solutions that enhance the level of protection within the University.
  • Carrying out any other duties assigned to the Section within the scope of its responsibilities.
Administrative Procedures Section
  • Corresponding with the security authorities to obtain security approval for candidates for (permanent employment, temporary employment, promotions, and reappointment) at the University.
  • Corresponding with the security authorities regarding hosting visiting researchers and international students (Bachelor’s, Master’s, and PhD).
  • Corresponding with the security authorities to obtain security approval regarding hosting individuals from inside and outside the Sultanate.
  • Corresponding with the security authorities to obtain security approval for fingerprinting candidates for new employment.
  • Corresponding with the relevant authorities to obtain security approvals concerning the (transfer, secondment, and assignment) of employees to the University.
  • Corresponding with the relevant authorities to obtain security clearance (comprehensive investigation), following up on its extension before the expiry of its validity period, and updating it in the system.
  • Completing procedures related to changing employees’ data (their names, tribes, and nationalities) in coordination with the relevant authorities.
  • Obtaining security approvals related to the procedures for transferring employees’ services to and from the University.
  • Carrying out any other duties assigned within the scope of the Section’s responsibilities.
Electronic Systems Section
  • Identifying the University’s needs for security systems at the various University locations and units in coordination with the relevant authorities.
  • Connecting all security surveillance systems to the Central Monitoring Room.
  • Supervising the operations of the Central Monitoring Room.
  • Managing and studying the periodic development of the security systems used.
  • Maintaining complete confidentiality of information and various footage extracted from recording systems.
  • Coordinating with the security authorities regarding cases that are detected, in accordance with the procedures followed.
  • Receiving requests for the purchase of security systems and unmanned aerial vehicles (drones), technically analysing price quotations in coordination with the requesting entities, and providing technical support after purchase.
  • Inventorying all assets related to security systems and unmanned aerial vehicles (drones) in accordance with the systems followed by the University.
  • Submitting periodic reports to the Office Director whenever required.
  • Carrying out any other duties assigned within the scope of the Section’s responsibilities.
Forms

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Important Contact Numbers

University Security Administration (University Police):
 24145999 - 24143330
Fire Emergency (Civil Defence):
 24144444
University Hospital Emergency:
 24144777
Services Sectors Emergency:
 24143333


University Security Office
P.O. Box: 50
Postal Code: 123
Al Khoudh, Sultanate of Oman
Tel:
24143321 - 24143373 - 24141049
Email:
so@squ.edu.om