PREMISES AND FACILITIES MANAGEMENT

PFM3123

CHAPTER 4
Safety and Security Systems
Learning Outcomes :
1. Describe how to reduce occupational injury rates in the hospitality industry.
2. Outline how building design and maintenance affect safety.
3. Identify several safety concerns with regard to the guest bathroom.
4. Cite evidence that concern over fire safety is growing.
5. Identify critical elements of fire prevention, fire detection, and fire notification.
6. Identify components of fire suppression and fire control devices and systems.
7. Outline several elements that should be addressed in evacuation plans.
8. Describe various ways in which facilities design and management can enhance a
property’s security efforts.
9. Identify the elements of key control and guestroom locking systems.
10.List several protective measures that can help mitigate the risk of terrorist
attacks, and discuss other extraordinary events that can affect hospitality
properties

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Safety Versus Security

Safety Security

• Protection of an
individual’s physical
well-being and
health
• Eg : Wearing safety
boot in kitchen to
prevent slip
• Protection of an
individual or of
business’ property
or assets
• Eg : Keeping valuable
items in locker to
prevent losses

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Hotel Safety and Security
• Hotel may be held wholly or partially liable for
resulting loss or injury if it is found that a hotel has
exhibited an absence of reasonable care for guest
safety.

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Key Control
• Central to security for hotels is key control
• Whether mechanical or electronic locks are used, the need
for key control is essentially the same; mechanical systems
rely more on continuous management involvement, while
electronic systems embody a large amount of key control
within the system itself
• The Five R’s of key control are:
• Rationale
• Records
• Retrieval
• Rotation
• Replacement

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Rationale
• The rationale of a key control system determines
how many keying levels there will be and who gets
what keys
• Considerations include the physical layout of the
building, departmental needs for access, the
interaction of these needs with the productivity
and staffing of these departments, the needs of
guests, and the property’s overall security needs
• The rationale helps managers develop a coherent
keying schedule

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Records
• Key control records involve a number of elements
• For guestrooms, effective key control calls for keeping records about the status of
guestroom keys, the names of room occupants, and the names of any others having access
to the guestroom
• Guestroom keys should be given out only to guestroom occupants who can verify their
identity
• Records should indicate which employees have which keys
• Hotels should also maintain records of problems with guestroom and other locks
(maintenance and incidents) and of actions taken to enhance security, such as rotating or
replacing locks
• Information about the number of key blanks and their disposition should be recorded and
checked
• Records of the lock cores installed in each guestroom should be made
• The guestroom number should not be recorded on the guestroom key itself

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Retrieval
• “Retrieval” in the key control system refers to all actions taken to retrieve keys
from guests who are checking out and from employees when they leave the
building
• Employees should ask for room keys when guests check out, and drop boxes
should be provided for room keys at hotel exit points—these measures are more
important for properties using mechanical locks, as electronic locking systems
can render plastic key card guestroom keys inoperative once a guest checks out
• Employees should not take keys off the premises, mechanical or electronic
• Keys needed for a work shift should be signed out at the start of the shift and
returned at the end; these keys should be placed in a secure location whether in
use or not
• Housekeepers should keep keys on their person, not on their carts
• Keys should be retrieved from employees who have been terminated
• Outside contractors should not be given keys to the building if at all possible

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Rotation
• Rotation involves moving locks from room to room to maintain security;
rotation is used for mechanical locks, as electronic locks can be
“rotated” automatically
• Properties still using mechanical locks for guestrooms rotate these locks
periodically (every six months or annually is typical), or when a given
number of guestroom keys have been lost
• Rotation is also a good practice whenever it appears that guestroom
security has been compromised

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Replacement
• The replacement of part or all of a locking system will eventually be necessary
• Locks for back-of-the-house areas should be replaced if security has been
compromised to the point where rotating the existing locks will not solve the
problem
• The loss of master keys at hotels still using mechanical locks may trigger the
replacement of all the locks in the hotel
• Replacement of mechanical locks should be considered when the property is
sold, especially when there is a major change in staff
• The replacement process for those operations currently using mechanical locks
will likely involve the installation of electronic locks
• Operations currently using electronic locks will also find that changing
technology will probably cause them periodically to consider updating or
replacing their systems

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Electronic Locks
• Electronic locks perform many elements of key control automatically
• The central computer for an electronic locking system maintains records of keys
issued
• With an electronic locking system, the need to retrieve guestroom keys from
departing guests is greatly reduced, since the combination for opening a
guestroom’s door is changed for each new guest
• If a master key is lost, the central computer and individual units can be
reprogrammed; the locks themselves to not have to be replaced
• Some electronic locks maintain records of the keys used to gain entry to the
room; this has cut down on theft and assists in the investigation of those thefts
that do occur
• Electronic locking systems continue to evolve; some automatically engage the
deadbolt when a guestroom door is closed, for example, while others now
incorporate “smart card” technology

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Lost and Found
• Lost and found items should be stored in an area that is
secure and has limited access.
• One employee per shift should be assigned to handle the
lost and found as part of his/her job.
• When an employee finds an item left behind by a guest, he/
she should immediately turn it over to the lost and found.
• In no instance should lost and found items be left in an
unsecured spot such as on top of a room attendant’s cart.

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Lost and Found (Cont.)
• Items should be tagged, logged, and secured after they have
been turned over to the lost and found. Tags may be
numbered or used to identify the item.
• A log should be used to record the date, time, where the
item was found, and by whom. The log should also have
space to record if and when the item was recovered by it
owner.
• All lost ad found property should be kept for at least 90
days. If items are not claimed after 90 days, it is up to the
management to decide how to dispose of the items
properly.

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General Causes Of Fire And
Prevention
Smoking
• No smoking should be allowed in restricted areas. All cigarette ends must be
extinguished completely. Adequate ashtrays should be provided.

Electrical
• Regular checking and maintenance of electrical appliances. Regular checking of building
wiring. Train staff not to use faulty equipment. Do not permit overloading of electrical
outlets.

Heating equipment
• Use fire guards where possible. Position fire away from furnishings or inflammable
material. Apply fire retardant finishes to all furnishings.

Storage of chemicals
• All chemicals, including cleaning agents, must be stored in special stores. Inflammable
liquids should be stored in dark colored bottles away from naked light or direct light.
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Fire Emergencies And Staff
Training
The plans should include:
• Emergency escape procedures and route assignments
• Procedures to be followed by employees who remain to operate
critical hotel operations before they evacuate
• Procedures to account for all employees after evacuation
• Rescue and first aid duties for those employees who are to perform
them
• The preferred means of reporting fire and other emergencies
• Correct way of informing guests
• Names or regular job titles of persons or departments who can be
contacted for further information or explanation of duties under the
plan

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Evacuation Plans
• Evacuation plans should be developed that include the following:
• Designation of staff members to supervise the movement of guests
out of the building
• Designation of locations of assembly for hotel staff outside the
building
• Preparation of lists of registered guests and their room numbers, as
well as on-duty staff
• Designation of staff members to ensure that special-needs guests
receive information and special care as needed
• Designation of individuals to meet fire department personnel and
provide them with assistance/information
• Instructions for the securing of cash and other valuables

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Fire Detection
• Water sprinklers: is a system of pipes built into the building
and connected to the main water supply. The sprinklers are
located at regular intervals. When the temperature rises
above a predetermined ‘safe’ level in an area, the
connection to the water supply melts, causing the water to
sprinkle and bring the temperature down, thus helping in
the initial control of fire.
• Smoke alarms or detectors: these are also situated in the
ceilings of rooms, corridors and all public and back of the
house areas at intervals. As soon as they detect a great
amount of smoke in the air, it gives off an alarm at a central
location- front office, telephones or maintenance dept.
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Fire Detection

Manual Alarms
• are situated at regular intervals in various locations on the premises.
• They are set off individually by the person discovering the fire.
• It is also linked to a central indicator which will show the location of
that alarm ensuring quick action form the management

Fire escape routes

• a safe means of escape will be required from each floor and every
part of the building.
• This includes installation of fire escapes, and escape doors (fire
resistant).

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Fire Detection (Cont.)

Fire doors
• these are fitted to rooms and fire exits routes.
• These doors are treated to resist fire for different periods- for
half hour, one hour, etc.
• The fire exit doors to escape routes should be self-closing and
should never be locked.

Escape drills
• an organized procedure must exist in the event of a fire
• This helps control panic and helps save lives.

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Fire Detection (Cont.)

Emergency lighting
• this must be provided on a line independent of
the main supply.
• All exit signs should also be linked to this so that
these work even in the absence of the main
power source.
• These signs should be illuminated during the day
as well as at night-24 hours.
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Fire Notification
• Emergency instructions and floor plans
• Building horns/alarms
• Voice alarms
• Visual alarms
• Communication systems
• Single-station detectors

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Fire Notification

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Fire Suppression Equipment

Portable fire Kitchen hood fire

Sprinkler systems
extinguishers suppression systems

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Sprinkler Systems
• Sprinkler systems are becoming much more prevalent, as their
effectiveness becomes better known and as fire codes require
them
• Wet-pipe sprinklers are commonly found in hospitality operations
• Wet-pipe sprinkler systems consist of pipes filled with water,
individual temperature-activated sprinkler heads, and a water
source with sufficient pressure
• Properties with sprinkler systems are required by law to stock a
supply of spare sprinkler heads

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Portable Fire Extinguishers
• Portable fire extinguishers are useful for extinguishing fires in
their early stages
• To be effective, an extinguisher must be of the correct type and
operated properly
• The extinguishers in a given area should be appropriate for the
type of fire likely to be encountered in that area
• All portable extinguishers should be included in the operation’s
preventive maintenance program

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Types of Portable Fire
Extinguishers
• designed for fires in ordinary combustible materials
Class A such as cloth, wood, rubber, paper, and many plastics

• designed for fires involving flammable liquids, such as

Class B grease, gasoline, oil, and oil-based paints

• designed for fires involving appliances, tools, or other

Class C electrically energized or plugged-in equipment

Class D • designed for fires involving flammable metals

• designed for fires involving vegetable oils, animal oils,

Class K or fats in cooking appliances

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Types of Portable Fire
Extinguishers

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INSTRUCTIONS FOR USING A FIRE
EXTINGUISHER

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Kitchen Hood Fire Suppression
Systems
• For any kitchen hood system, maintenance staff should make sure
that:
• The hood system is properly connected
• The nozzle caps are in place to protect nozzles from grease
• The nozzles are aimed correctly
• The fusible links are not covered with grease and dirt
• When the fire suppression system is activated, it should also shut
off the supply of fuel to kitchen equipment
• When maintenance work is done on a fire suppression system,
the system’s capability should not be compromised by
inappropriate maintenance work

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Fire Control Items

Fire dampers Smoke dampers Smoke sensors Stairwell

pressurization systems

Automatic door Walls with minimum Smoke and fire stops

closers on doors fire resistance ratings

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Evacuation Plans

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FIRE NOTICES
• Notices giving clear and concise instructions on the action to
be followed in case of fire should be prominently displayed
throughout the workplace. It is also important to include a
designated assembly point in the notices.

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 EMERGENCY EXITS
• Emergency exits are important to ensuring the safety of people using a
building.

• Followings are the Key rules:

 Routes to emergency exits and the exits themselves must be kept clear
at all times.
 Emergency doors must open in the direction of escape.
 Sliding or revolving doors must not be used for exits specifically
intended as emergency exits.
 Emergency doors must not be so locked or fastened that they cannot be
easily and immediately opened by any person who may need to use
them in an emergency.
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Accident Prevention For Guests
And Employees
• All employees should have knowledge of first aid and in
any such situation they should be levelheaded, calm
and not give in to panic and confusion.
• It should also be stressed upon staff that there should
be no loose talk or gossiping and rumor mongering
with other employees or guests.
• Nearly all hotels have a resident doctor or resident
nurse (large hotels) or a doctor-on-call (small hotels)
and he can be contacted when required.
• An ambulance can also be available in an emergency.

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Common Causes of Accidents
• Falls: due to slippery
• Back Strain: this may be due to incorrect carrying of heavy loads
• Cuts and bumps: careless handling of sharp material- knives,
scissors, broken glass, etc.
• Burns, scalds, inhalation of gases and fumes: occur when hot
liquids are handled without adequate precautions.
• Falling objects: Equipment falling from a height such as ladders
and staircases can e very dangerous.
• Electric shocks: this is due to use of faulty equipment and unsafe
practices when handling any equipment.

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Procedure In Case Of An Accident
• If possible remove the accident victim from the site of accident as soon as possible to
a quiet secluded place. Make him comfortable, use a stretcher in case it is needed.
• Preferably, take someone with you to the accident site and to help in handling the
person.
• Call the hotel doctor if the need is felt.
• Handling of the accident victim should preferably be done by a trained first aider till
the arrival of a doctor. Never try to move an accident victim who seems to have
suffered a fracture- seeing an unnatural angle of the limbs, or if guest is in too much
of pain, etc.
• Keep calm, but don’t take too much time to decide on any action, time lost may be
important.
• Try to protect your establishment against any false allegations later.
• Making a full report when the event is recent and fresh helps here. This record needs
to be maintained by management in case of any queries later on or if the guest
blames the hotel later on.
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