Policy for the Handling and Disposal of Lost Property

Purpose

To ensure that all non-university property found within premises or upon land of the University of Durham is dealt with consistently and fairly.

Students, staff, contractors and other visitors to the University acknowledge that while at all times the University shall endeavour to ensure that lost property found within premises or upon land of the University of Durham is handled in accordance with this policy, at all times students, staff, contractors and other visitors to the University remain solely responsible for the safekeeping of their personal belongings, and all personal belongings brought onto University premises are brought onto University premises at the sole risk of the owner of the same. The University accepts no responsibility or liability for storage or safeguarding of any personal belongings, whether while in the custody of their owner or following loss or abandonment of the same.

Applicability and Scope

This policy applies to any person who enters University premises and should be used when property has been found abandoned or left behind. The property may belong to any person, including but not limited to students, staff, contractors and the general public.

Definition

"Lost Property" pertains to any personal property which a finder reasonably believes has been forgotten, misplaced, abandoned or left unattended by a person or persons which is found within the premises or upon land of the University of Durham. Property belonging to the University of Durham is not considered to be Lose Property for the purposes of this Policy. Abandoned bicycles similarly are not considered Lost Property under this Policy and the Abandoned Bicycle Policy must be followed in the event a bicycle is found which is believed to be abandoned.

Lost Property Procedure

The following procedure is to be followed in the event that any Lost Property is found:

a. Finding Lost Property

Any Lost Property found should be handed in to the reception of the building it was found in. If it was found outside a building then it is to be handed in to the reception of the nearest university-owned building. If the building doesn't have a reception, the lost property is to be handed in to the reception of the nearest University building with a reception.

b. Storage of Lost Property

All Lost Property should be stored by reception staff in the reception of the building to which such Lost Property has been handed, for a period of thirty (30) days in a suitably container. In the event that the Lost Property in question doesn't fit into such container then where possible, it should be placed adjacent to it. To the extent reasonably practicable, the University shall use reasonable endeavours to ensure the Lost Property is to be stored with reasonable care so that the Lost Property isn't damaged. Reception staff should ensure that Lost Property is not made available for anyone not working at reception, to look though. The University of Durham shall under no circumstances be responsible or liable for any damage caused to stored lost property, or for any stored lost property that subsequently goes missing.

The University shall only store Lost Property to the extent it has facilities available to do so. The University shall be under no obligation to arrange storage for large or unusual items not suitable to be stored in accordance with the preceding paragraph, or where an unusually high volume of property is considered abandoned.

Where any item of Lost Property handed to reception staff is reasonably identifiable by such staff to be of high value, where such facilities are readily available to such staff, such items shall be stored in a reasonably secure area, however, where no such storage is available, such items shall be stored in the same manner as all other Lost Property.

c. Contacting the Owner of the Lost Property

On receipt by reception staff, all Lost Property should be visually inspected to a reasonable degree to attempt to find any identifying information of the owner. Where such information is found, the owner should where possible, then to be e-mailed and/or telephoned, explaining what the Lost Property is, where it is being stored, and how the owner can collect it in accordance with provision 4 (e) below. If the Lost Property is deemed to be of high value, then it must be made clear to the owner that they must be able to prove that they are the owner of the Lost Property.

d. Disposal of Lost Property

In the event that any Lost Property is considered by reception staff of any building to be dangerous or hazardous in any way, such item shall not be stored and shall be promptly disposed of in an appropriate manner.

For health and safety reasons, any lost property containing food or drink must also be disposed of immediately.

If a period of thirty (30) days have passed since the Lost Property was handed in, then the Lost Property will be disposed of. All Lost Property that is suitable to be donated to a charity shop, shall be taken to a local charity shop and donated. Any insubstantial sum of money that has been handed in as Lost Property and has not been claimed, shall be donated to the Durham University Community Fund.

Any substantial sum of money that has been handed in as Lost Property and has not been claimed, shall be handed in to the local police station.

Other Lost Property is to be disposed of in the following ways: Lost Property that is electrical or electronic equipment must be disposed of in accordance with the WEEE Procedure; any Lost Property which contains confidential information must be disposed of in accordance with the Secure Shredding Procedure; any batteries in the Lost Property must be disposed of in accordance with the Battery Recycling Procedure; any recyclable materials must be recycled; and any general waste is to be disposed of with other general waste.

e. Collection of Lost Property

Any low value items of Lost Property shall be returned back to any person who claims to own it, unless there is reason to believe the person asking for the item is clearly not the owner.

High value items of Lost Property require proof that the person collecting such Lost Property is the owner of the same. The ability to unlock an electronic device, such as a mobile phone or a laptop, which requires a password, face scan, fingerprint scan or other such security measure to unlock it, is sufficient proof that that person is the owner. The ability to identify any specific details about the lost property that a person who isn’t the owner wouldn’t know about, such as information on a passport or other form of ID; an obscure marking on the lost property; or any specific damage to the Lost Property, is also sufficient proof that that person is the owner. The ability to prove that they are the person named on the Lost Property as the owner, such as using ID to prove that they are the person of the name written on the Lost Property, is also sufficient proof. Other attempts to prove that they are the owner are to be accepted or denied under the discretion of the staff member at reception.

A person may collect Lost Property on behalf of the owner provided they have sufficient proof that the owner gave them permission to do so.