Procedure - Arrival and Exit Protocol

Section: Human Resource Procedures 
Procedure Owner: Ignition633 Ministries Nigeria Human Resources 
Procedure Name: Arrival and Exit Protocol
Origination Date: July 2024

Purpose
This procedure aims to establish standardized procedures for the arrival and exit of individuals at Ignition633 Ministries’ premises. Regulating access and monitoring departures aims to ensure the safety and security of the Ministry’s property, personnel, and visitors. This procedure outlines the necessary steps to verify identities, control access, and maintain a secure environment while fostering a welcoming and Christ-like atmosphere for everyone entering or leaving the Ministry’s property.

Scope
This procedure applies to all gate guards responsible for managing the arrival and exit of individuals at Ignition633 Ministries. It covers the procedures for greeting and verifying identities, issuing and collecting access credentials, conducting searches, and ensuring that only authorized personnel are allowed entry. 

Definitions
Arrival Protocol is verifying identities, screening belongings, and issuing access credentials/badges to individuals upon arrival at a controlled environment.
Exit Protocol refers to the procedures implemented to confirm individuals' departure, collect access credentials/authorization slips, and ensure compliance with security measures as they leave a controlled environment.

Arrival Protocol
The following policies have been adopted to assure the safety and security of Ignition633 Ministries, its visitors, and its property and ensure that only authorized personnel can access Ignition633's facilities. Please follow these protocol measures for all persons who are arriving on property owned or used by Ignition633 Ministries:

Greeting
You are the first person people come in contact with! Warmly greet all persons, whether workers, visitors, or contractors, to make the first interaction a pleasant experience. Your demeanor needs to reflect a positive, Christ-like attitude.

Appearance
Your dress, demeanor, and attitude must be appealing, positive, and welcoming.

Authorization
Only authorized personnel who have an ID badge and are on the "APPROVED PERSON'S" list are allowed to enter the property.

ID Badge
All Ignition633 staff members are issued ID badges. They must have their badges to enter the campus. Check the ID badge date to make sure they are valid.

US Missionary and Residents
US missionaries and campus residents are not required to have an ID badge or a Visitor Pass.

Approved Person's List
Review the Approved Persons List for details of authorized persons. This list will also identify guests who do not need to be searched.

Sign In
Anyone entering through the gate except residents must sign in.

Visitors
- All non-residents or non-staff must be issued a visitor pass with your supervisor's approval.
- All visitors must sign in and out upon entering and leaving.
- All visitors will be issued a visitor's pass, which should be returned when signing out.
- Any unauthorized visitor failing to secure a pass will be asked to leave the premises until a pass can be obtained.

Suppliers, Contractors, and Delivery Personnel
All non-associates on ministry property must be issued a visitor or contractor pass with the following exceptions:
- Truck drivers will use their bill of loading as an acceptable ID; however, such persons shall only be permitted outside their typical areas of pickup and delivery if an appropriate associate escorts them.
- Delivery personnel will be permitted to deliver to the appropriate areas without a badge or pass, provided they do not go outside common areas of pickup or delivery.
- Individuals entering the Ignition633 property to pick up or drop off individuals will only be allowed inside their vehicles if provided an appropriate pass.

Not Authorized
If a person does not meet any of the above authorization qualifications, here is the protocol:
- If the person is a staff member, radio their department supervisor. Their department supervisor will need to escort them to their place of work and proceed with any corrective actions.
- If the person has an expired badge, radio HR to ensure their employment.
- Any expired badge must be confiscated, destroyed, and thrown away immediately.

Conduct a Search
Review the Search Protocol Procedure to ensure the safety of the property of Ignition633 Ministries.

Enter
After a guest has been searched and authorized, allow them to enter the gate and welcome them to the campus. Please let the protocol officer know about the guest's arrival, and while you wait for the protocol officer, see that the guests are signed in and given a guest badge if needed.

Lock Up
As soon as the guest(s) enter the gate, please properly lock it behind them.

Exit Protocol
- When leaving, visitors must hand their permit to the gate guard.
- Search all employees and guests before they leave to ensure they don't go with unauthorized materials. Remember to do so nicely and ask if it's okay before performing any deep searches.
- After the search, nicely bid them goodbye. You can say, "Thank you so much, and have a great day."

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This procedure will be reviewed annually and is subject to change. Any changes will be communicated to all employees promptly. 

For any questions or further assistance regarding this procedure, employees should contact the HR department at hr.nigeria@ignition633.org.