Incident Lessons Learned: Unidentified Personnel

Summary

Recently, two unidentified individuals visited a lab on campus claiming to be performing safety rounds. The individuals were not familiar to the lab personnel, and they did not display identification or provide any details about their affiliation. When asked if they had emailed ahead to arrange their visit, the individuals appeared confused and did not introduce themselves or clarify their purpose. The lab personnel followed protocol by denying them access and asking them to arrange a formal visit via email. Later, it was determined that the individuals were a U of A staff member escorting an inspector but just did not have appropriate identification with them.

Consequences

Allowing unidentified individuals to enter a lab without proper identification could lead to significant security risks, including theft, damage to sensitive equipment, or even harm to lab personnel. By granting access to unknown persons, the safety and integrity of the research space and its research could be compromised. It is crucial that labs remain secure, especially when dealing with confidential information or hazardous materials.

Culture of Care

The lab personnel demonstrated a strong commitment to the university’s safety culture by refusing to grant access to unidentified individuals. Their actions helped to protect not only their own safety but also the safety of their colleagues and the integrity of the lab’s operations. This incident highlights the importance of maintaining vigilance and ensuring that only authorized personnel have access to the research space. By adhering to these safety protocols, research groups can help to prevent potential risks and loss of physical and intellectual property.

Call to Action

To ensure the safety and security of our labs, please follow these steps in case of unexpected visitors:

• Always ask for identification from any unfamiliar individuals attempting to access the lab.
• Use a visitor’s log or pre-approval process so lab occupants know when to expect someone and who entered the lab.
• Depending on the specific context, UA faculty and staff are legally obligated to cooperate with public safety officers. This may be an OHS Officer or the CFIA Officer. Review the “What to do: Regulatory” guidance and share with your team.
• Do not put yourself in harm’s way. If the individuals become aggressive, step away and call UAPS (or 911 if there is an immediate threat/emergency).
• Staff conducting safety inspections or other official business should carry proper identification and clearly state their purpose for the visit.
  • Whenever possible, inform the occupants of any visits in advance.
• Contact University Protective Services if there is any doubt regarding the legitimacy of visitors to verify their identity and purpose.
• Inform University Protective Services if you suspect a visitor has compromised, misused, or stolen research or university assets.
• Contact the Safeguarding Research Office at any time for a proactive research security briefing to increase awareness of the risks, methods used by foreign adversaries, and mitigation strategies.

Remember, if this is a police, fire or medical emergency, call 911 immediately followed by University of Alberta Protective Services at 780-492-5050. Once it is safe to do so, report the incident in ARISE.