This procedure is intended to inform staff, students, and visitors of the steps that can be taken in cases of theft, loss, or damage to personal property, as well as damage to university buildings, and to outline the responsibilities of all parties involved.

Leiden University, which includes the Faculty of Social Sciences (FSW), cannot be held liable for the theft, loss, or damage of personal property.

What to do in case of:

1. Lost and/or Found Items

2. Theft

3. Damage to University Buildings

1. Lost and/or Found Items

   1. Found items can be handed in at the reception desk: FSW Pieter de la Court Building.

   2. The items are registered in I-lost by the receptionist on duty.

   3. If an item has been lost, the owner can report to the reception desk: FSW Pieter de la Court Building. If the item has been handed in and the owner provides an accurate description, they may take the item with them.

2. In Case of Theft:

   • The owner should report to the reception desk: FSW Pieter de la Court Building.

   • If the item has not been handed in as a found object at the reception:
     1. The owner is personally responsible for reporting the theft to the police.
     2. The reception at the FSW Pieter de la Court Building will record the details of the incident:
        • Owner’s contact details: first name, last name, and telephone number; date, time, and (if applicable) location where the loss was noticed;

        • Detailed description of the item in question.

   1. In case of theft from the staff bicycle parking area: If necessary, CCTV footage can be requested via Location Management.
      Email: locatiemanagement@fsw.leidenuniv.nl.

3. What to Do in Case of Damage to University Buildings

   Staff or visitors can report damage to university buildings to the Service Desk: FSW Pieter de la Court Building.

Contact information

For more information or support:

1. Consult the Leiden University staffmembers website 
2. Contact the Service Desk of the Faculty of Social Sciences / Pieter de la Court Building
   Email: servicedeskfsw@ufb.leidenuniv.nl
   Telephone: 071-527 89 89

Goal
Ensure the efficient and organized handling of business mail packages received at the reception for employees of the Faculty of Social Sciences (FSW), and clarify that private mail must not be delivered to the office.

Scope
This procedure applies to all employees of the FSW.

Responsibilities

• Reception: Receives and registers business mail packages, notifies employees, and monitors the pickup deadline.

• Employees: Collect business mail packages within the specified timeframe and ensure private packages are delivered to their home address, not the workplace.

• Secretariat: Takes over processing if business mail packages are not picked up in time by the employee.

Procedure steps

1.    General guideline for mail packages

• For safety reasons within the PdlC building, it is essential that the reception area remains as clear as possible of stored mail packages.
• FSW employees must ensure that private mail packages are delivered to their home address or another appropriate location.

2.    Receiving mail packages

• The reception only accepts business mail packages and registers them with the following details:
      Name of the intended employee;
      Date of receipt;
      Any relevant details (e.g., damages).

3.    Notifying the employee

• The reception immediately sends an email to the intended employee including:
      A notice that a business mail package has been received;
      A request to collect the package within 3 working days;
      The location where the package can be collected and the collection times.

4.    Monitoring the pickup deadline

• If the business mail package is not picked up within 3 working days, the reception sends a reminder.
• If there is no (re)action after 3 working days, the reception contacts the secretariat by email, with the employee in cc, requesting pickup of the package on behalf of the employee.

5.    Transfer to the secretariat

• The secretariat collects the mail package from the reception;
• The secretariat assumes responsibility from the reception and ensures further delivery to the employee or takes other appropriate actions.

6.    Closure

• Once the mail package has been picked up by the employee or the secretariat, this is recorded by the reception.

• Smoking is strictly prohibited inside all buildings;
• Smoking is not allowed anywhere on the grounds of the PdlC building (including square, stairs, bridge, bicycle parking areas, etc.);
• It is forbidden to alter any installations, setups, or equipment belonging to Leiden University without written approval from the client;
• Private electrical appliances and extension cords are prohibited. Exceptions are coffee machines approved by the technical supervisor and table fans (only in sun-facing rooms) (See Use of private electrical appliances within the FSW);
• It is strictly forbidden to connect and use microwave ovens. A microwave is available for general use in the restaurant of the Pieter de la Court Building;
• Confidential printed material can be disposed of in the locked paper bins located in the Pieter de la Court Building, the Einthoven Building (CWTS), and Rijnveste (LUBEC);
• Researchers regularly receive requests from the media to speak about their work. This may result in recordings for radio, television, or the internet being made in the Pieter de la Court Building. To ensure that media visits run smoothly, a brief procedure is followed. A copy of this handout is also available at the service desk;
• Under certain conditions, flyering is permitted within the FSW. (See the Flyering Protocol);
• Pets are not allowed, with the exception of assistance animals (such as a guide dog);
• Do not leave faculty property unattended; always lock your room, even if you are only stepping away for a few minutes;
• Close windows and doors, and switch off lights and equipment when leaving;
• Emergency exits must be kept clear;
• Bicycles must be parked only in the designated bike racks. Incorrectly parked bicycles will be removed;
• In public areas, people must behave in a way that does not cause any disturbance;
• No obstacles are allowed in corridors, toilets, lifts, and stairwells;
• It is not permitted to block the stairs in the buildings and/or to sit on the stairs;
• The board is not liable for any loss or damage to personal belongings;
• Work that causes (noise) disturbance must take place on weekdays between 7:30 and 9:00 in the morning due to lectures. These activities must be coordinated in advance with the building manager; 
• The Rijnveste car park is accessible to staff with a parking permit. Loading and unloading is allowed on the Wassenaarseweg side, where a maximum standing time of 1 hour applies. Parking outside these designated areas is not permitted
• Dropping off and picking up of passengers takes place at Paviusstraat;
• Suppliers must first report to the reception of the Pieter de la Court Building before starting unloading, loading, and/or any work.

• It is not allowed to bring food and drinks into lecture and computer rooms;
• Set mobile phones to silent or switch them off during lectures;
• Do not leave faculty property unattended (during breaks);
• ​​​​​​​It is not permitted to move furniture outside the lecture room;
• When using equipment (e.g. a wireless microphone) obtained from the Service Desk, you as the user are responsible for the borrowed item and must return it immediately and in full after use;
• ​​​​​​​As a user of a lecture room, you are responsible for leaving the room clean and tidy for the next user. After the lecture, switch off lights and equipment, restore the original arrangement of tables and chairs (if applicable), and close windows and doors.

Without permission from management, the following are not allowed:

• Hanging flags or banners in or on the buildings;
• Posting notices or posters anywhere other than the designated notice boards;

• Holding a drinks reception, gathering, or party after building closing hours.

• It is strictly forbidden to connect and/or use personal electrical devices other than study-related devices (laptop, iPad, netbook, etc.) in the restaurant;
• Studying in the restaurant is not permitted between 12:00 and 14:00. During this period, restaurant guests have priority;
• ​​​​​​​It is not allowed to use restaurant furniture anywhere other than in the restaurant;

• Without prior permission from management, it is not permitted to distribute leaflets for promotional or advertising purposes in any way within the restaurant.

• Visitors who violate the house rules and/or fail to follow instructions from FSW staff may be denied access. The manager is authorized to impose appropriate sanctions for breaches of the house rules.
• Any damage caused must be compensated / Costs resulting from non-compliance with the rules may be charged.