Procedure to Monitor Controlled Goods

Approval Date: 2018-07-04

Effective Date: 2018-07-04

Responsible Unit: Office of the Chief Risk Officer

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Registered sites:

  • Alexander Murray Building, MUN, 250 Prince Phillip Drive St. John's, NL, A1C 5S7
  • 208 Elizabeth Avenue, St. John's, NL, A1C 5S7
  • 230 Elizabeth Avenue, St. John's, NL, A1C 5S7

Only faculty, employees or students who have been security assessed and approved by the designated official are authorized to examine, possess or transfer controlled goods.

Examination -

Means to consider in detail or subject to an analysis in order to discover essential features or meaning.

In order to control the examination of controlled goods and/or controlled technology at Memorial University of Newfoundland, the following procedures are to be followed:

  • While on site at Memorial University controlled goods are used and/or stored in controlled access areas. Doors are equipped with swipe card access which:
    • Restricts access to registered individuals
    • Records the identity and time of access of individuals entering the lab
  • Campus Enforcement and Patrol monitors and maintains security of all laboratories containing controlled goods on campus.
  • Registered research personnel maintain the security of the equipment while it is in the field.
  • Deployment of controlled goods for field research requires a security plan, including a risk management assessment, which is prepared in consultation with the Office of the Chief Risk Officer. The registered individual who has been assigned responsibility for the equipment while in the field prepares such a security plan specific to the field mission and obtains final authorization from Dr. Rod Hobbs.
  • Repairs to controlled goods will only be carried out by registered individuals or the original equipment manufacturer.

Possession -

Means either actual possession, where the person has direct physical control over a controlled good at a given time, or constructive possession, where the person has the power and the intention at a given time to exercise control over a controlled good, either directly or through another person or persons.

In order to control the possession of controlled goods and/or controlled technology at Memorial University of Newfoundland, the following procedures are to be followed:

  • While on site at Memorial University controlled goods are used and/or stored in controlled access areas. Doors are equipped with swipe card access which:
    • Restricts access to registered individuals
    • Records the identity and time of access of individuals entering the lab
  • While in the field the controlled goods remain in the possession of the registered person specifically assigned responsibility for accompanying the equipment.
  • Deployment of controlled goods for field research requires a security plan, including a risk management assessment, which is prepared in consultation with the Office of Enterprise Risk Management. The registered individual who has been assigned responsibility for the equipment while in the field prepares such a security plan specific to the field mission and obtains final authorization from Dr. Rod Hobbs.
  • While being used onboard research vessels the control boxes are installed in a locked control room with the other data recorders, computers etc. Access is restricted to registered individuals participating in the field research program.
  • Controlled goods are shipped to a registered individual only after that person has arrived at the field research destination, so that the registered person can receive the equipment.

Transfer -

Means, with respect to a controlled good, to dispose of it or disclose its content in any manner.

In order to control the transfer of controlled goods and/or controlled technology at Memorial University of Newfoundland, the following procedures are to be followed:

  • Registered individuals shall not discuss controlled goods matters with employees or other individuals who have not been the subject of a security assessment, as the discussion is considered a transfer of information.
  • All purchasing, shipping and receiving of controlled goods is facilitated by a registered person at Memorial who notifies Dr. Rod Hobbs prior to arranging the purchase or transportation of the goods.
  • All shipments involve a bonded courier with delivery to require receipt signature by an identified registered individual.
  • The controlled goods must be shipped in secure, sealed containers.
  • Repairs to controlled goods will only be carried out by registered individuals or the original equipment manufacturer.
  • Planed disposal of controlled goods shall require consultation with the Controlled Goods Directorate and written approval from Dr. Rod Hobbs.
  • All Transfers will be documented as per the Transfer & Disposal record.

Policies using this procedure:

Contact

University Policies

230 Elizabeth Ave, St. John's, NL, CANADA, A1B 3X9

Postal Address: P.O. Box 4200, St. John's, NL, CANADA, A1C 5S7

Tel: (709) 864-8000