Annex I 2015 - Hong Kong International Airport · AIRPORT RESTRICTED AREA AIRPORT AUTHORITY HONG...

AIRPORT RESTRICTED AREA AIRPORT AUTHORITY HONG KONG PERMIT SYSTEM MANUAL

ANNEX I - 1 DECEMBER 2015

Annex I

Visitor Pass

Contents

1 Introduction

1.1 Visitor Pass 1.2 Issuing Authority 1.3 Administration of Visitor Pass

2 Issue Policy of Visitor Pass 2.1 Acceptance Criteria 2.2 Sponsoring Organization 2.3 Authorized Signatories 2.4 Policy in respect of Issue & Use of Visitor Pass 2.5 Data Privacy Policy 2.6 Visitor Pass Fee Attachment 2A Conditions of Issue of Visitor Pass Attachment 2B Schedule of Visitor Pass Fees

3 Application of Visitor Pass

3.1 Purpose and Validity 3.2 Application 3.3 Processing Time 3.4 Collection of Visitor Pass 3.5 Transfer of Escorter Responsibilities 3.6 Escorting and Conditions of Issue 3.7 Special Visitor Pass (without photograph)

Attachment 3A Specimen of Visitor Pass Attachment 3B Visitor Pass Application Form Attachment 3C Escorting requirements for Holder of Visitor Pass

4 General Requirements

4.1 Loss of Visitor Pass 4.2 Surrender of Cancelled, Expired Visitor Passes

and Visitor Passes No Longer Required 4.3 Visitor Pass Return Procedures Attachment 4A Permit / Visitor Pass Return Form



1 Introduction

1.1 Visitor Pass

Referring to Section 4 of Aviation Security Regulation, the Airport Authority introduces Visitor Pass to identify and to enable persons to be escorted. Visitor Pass is issued to person who requires very short term or ad hoc access to the Airport Restricted Area. The pass has a maximum validity of 7 days. Holder of the Visitor Pass must be escorted at all times by a holder of an Airport Restricted Area Permit with escort authority (‘E’ endorsement). The escort requirement is to safeguard against security and safety risks that could otherwise arise.

1.2 Issuing Authority

The authority for issuing Visitor Pass rests with the Safety, Security and Business Continuity Department of the Airport Authority. Aviation Security Company Limited (hereinafter AVSECO), is a service provider engaged by the Airport Management Director for the day to day management of Visitor Pass processing matters.

1.3 Administration of Visitor Pass

The Visitor Pass System is administered by the Airport Authority Permit Office managed by AVSECO under the supervision of Airport Authority’s Security Section. All Visitor Passes remain the property of the Airport Authority.



2 Issue Policy of Visitor Pass

2.1 Acceptance Criteria

2.1.1 An application for Visitor Pass will only be accepted and processed if the request comes from a Sponsoring Organization, which is normally an airport organization playing an active role in airport operations.

2.1.2 To ensure that applications for Visitor Passes are to cater

for genuine operational needs, Visitor Pass applications from the Sponsoring Organization must be signed by an Authorized Signatory of the organization giving justifications for the access requirement.

2.2 Sponsoring Organization

2.2.1 Sponsoring Organizations which have been approved to

join the Airport Restricted Area Permit System are qualified and entitled to endorse applications for the Visitor Pass in their own right.

2.2.2 Sponsoring Organizations must use their best endeavours

to ensure that their visitors under their sponsorship are trustworthy and that they should not present a risk to the security of the airport or its operations. In the event that a Visitor Pass holder is no longer suitable to possess, or no longer requires, a Visitor Pass, the Sponsoring Organization shall notify the Airport Authority for cancellation or suspension of Visitor Pass concerned.

2.2.3 Sponsoring Organizations are required to take note of the

responsibility imposed on them and must have appropriate disciplinary procedures to deal with any breach of conditions of issue of the Visitor Pass.



2.3 Authorized Signatories

2.3.1 The Authorized Signatories nominated by a Sponsoring Organization for the Airport Restricted Area Permit application are recognized as the Authorized Signatories for the Visitor Pass application by default.

2.3.2 All Authorized Signatories must fully understand and accept the Conditions of Issue of Visitor Pass as contained in this Annex.

2.3.3 All Authorized Signatories are expected to have a thorough

understanding of the operation of the organization, and they must be in a position to justify the access needs of each Visitor Pass application.

2.3.4 Each Authorized Signatory must ensure that:

a) all information on the application form is correct

b) all sections have been completed

c) he / she understands that by signing the application form, he / she is confirming that the information provided in it is correct

d) he / she understands that to knowingly provide false

information is a breach of security requirement and may result in he/she being disqualified to act as the organization’s Authorized Signatory

2.3.5 Once the Visitor Pass has been issued, the Authorized

Signatory becomes responsible for the conduct of the Visitor Pass holders and their compliance with the Conditions of Issue of Visitor Pass. The Authorized Signatory must also instruct / advise the Visitor Pass holders on their role and responsibilities with a view to ensure that the Visitor Pass will only be used for the purpose for which it is issued. Failure of an Authorized Signatory to carry out his / her responsibilities may result in him / her being disqualified to act as the organization’s Authorized Signatory.



2.4 Policy in respect of Issue and Use of Visitor Pass

2.4.1 The issue of Visitor Pass is subject to the Conditions of Issue made by the Airport Management Director in accordance with the policies and procedures of the Airport Authority. Visitor Pass holders as well as the Authorized Signatories of the Sponsoring Organization sponsoring the application are required to have a thorough understanding of, to observe and comply with, such conditions, details of which are contained in this Annex and other relevant notices, circulars and correspondences issued by the Airport Authority governing the issue of Visitor Pass. The Conditions of Issue of Visitor Pass (Ref: AOS/P/20) are contained in Attachment 2A.

2.4.2 Cancellation or Suspension of Visitor Pass

2.4.2.1 The Airport Management Director, or his

authorized representative, may seize the Visitor Pass on the scene by the Authority and/or AVSECO or demand surrender of the Visitor Pass to the Permit Office in circumstance where the Visitor Pass holder has either (i) breached one of the Conditions of Issue; or (ii) has contravened a provision of the Aviation Security Regulation or the Airport Authority Bylaw.

2.4.2.2 In case of immediate seizure of the Visitor Pass, it

can be handled by either Police or AVSECO. Police will take possession of the Visitor Pass at the discretion of the Authority. Under the circumstances where a Visitor Pass holder is in possession of an expired Visitor Pass, AVSECO will seize the Visitor Pass concerned and issue a surrender notice titled “Surrender of Expired Visitor Pass”.

2.4.3 The application of Visitor Pass is subject to vetting and the

Visitor Pass may not be issued due to operational and security reasons.



2.5 Data Privacy Policy

2.5.1 The Permit Office and its staff is routinely collecting and processing, on behalf of the Authority, a large amount of personal data for the purpose of the issue of the Visitor Passes. The Authority is committed to information security which is set out in the Information Security Policies and Standards for the Airport Authority Hong Kong, which also contains standards, which are the guidelines to support the information security and to provide Management with best practices within its environment. The Permit Office, as the service provider of the Airport Authority, has the obligation to uphold the commitment and strictly follow those guidelines where applicable.

2.5.2 According to the Personal Data (Privacy) Ordinance, the

Authority shall not keep personal data longer than is necessary for the fulfillment of the purpose for which the data are to be used. Personal data collected through the Visitor Pass will be kept for a period of 7 years after the cancellation of a Visitor Pass.

2.6 Visitor Pass Fee

2.6.1 Applications for the issue of a Visitor Pass are subject to

payment of application fees. The fees are charged upon application, regardless of whether the application is subsequently cancelled or disapproved. Fees for all the Visitor Pass applications will be charged under the demand note arrangement to the Sponsoring Organizations on a monthly basis. Details of the Visitor Pass fee are contained in Attachment 2B.

2.6.2 The Sponsoring Organization shall pay fees on or before

the due date as specified on the invoices. Failing that, the Permit Office will withhold the sponsoring privilege until the outstanding payment is settled. Moreover, the Airport Authority reserves the right to charge interest on the outstanding amounts until actual payment is effected.



Attachment 2A



Attachment 2B

Schedule of Visitor Pass Fees

Type Fee Visitor Pass HK$30.00 Loss Replacement HK$90.00



3 Application of Visitor Pass

3.1 Purpose and Validity

3.1.1 Visitor Pass is issued to a person who requires very short term or ad hoc access to the Airport Restricted Area. The Visitor Pass has a maximum validity of 7 days. For any access requirement more than 7 days, applicants shall apply for the Airport Restricted Area Permit.

3.1.2 A specimen of the Visitor Pass is shown in Appendix 3A.

Details of the photograph requirements are shown on the Visitor Pass Application Form (Ref: AOS/P/04) at Attachment 3B.

3.1.3 Visitor Pass holder must be escorted at all times by a

holder of an Airport Restricted Area Permit with the ‘E’ endorsement. The escort requirement is to safeguard against security and safety risks that could otherwise arise.

3.2 Application

3.2.1 During office hours

3.2.1.1 Sponsoring Organizations having an urgent operational need for escorting visitors into the Airport Restricted Area should submit the duly completed and signed “Visitor Pass Application Form” to the Permit Office by hand, by post or by facsimile at 2949 1053.

3.2.1.2 If the application is submitted by fax, the original

Application Form duly completed and signed by an Authorized Signatory from the same Sponsoring Organization should be submitted to the Permit Office by hand at time of collection of the Visitor Pass.



3.2.2 Outside office hours

3.2.2.1 Sponsoring Organization wishing to make such request should first call the AVSECO Duty Security Manager at 2261 0167 or 9467 4729 before sending the duly completed and signed Visitor Pass Application Form by fax at 2261 0327, or by hand to the Duty Security Manager's office at Room 6T007, Level 6 (Landside), Terminal 1, Passenger Terminal Building.

3.2.2.2 Application submitted outside office hours should

be limited to application arising as a result of a sudden unforeseen operational need to access the Airport Restricted Area. In circumstances where it is not possible to obtain a signature of the Authorized Signatory, the AVSECO Duty Security Manager may still issue a Visitor Pass at his/her discretion. However, such pass will only be good for entry to the Airport Restricted Area until 0900 hours of the following working day. At such time, the Sponsoring Organization will need to apply for another Visitor Pass by submitting an application form to the Permit Office. Such form must be duly signed by an Authorized Signatory in the normal manner.

3.3 Processing Time

As the Visitor Pass is meant for facilitating urgent operational needs, it would normally be available within the same day of application submission.

3.4 Collection of Visitor Pass

Visitor Pass can be collected by the applicants in person or by the Sponsoring Organization on their behalf. For the collection of the Visitor Pass at the Permit Office or any designated staff access control points, proof of identity document (either a copy or original Hong Kong Identity Card or Passport) of which the information is used in their applications must be produced for identity verification.



3.5 Transfer of Escorter Responsibilities

Escorting duties may, if required, be transferred to another Airport Restricted Area Permit holder with ‘E’ endorsement within the same Sponsoring Organization.

3.6 Escorting and Conditions of Issue

3.6.1 The issue of a Visitor Pass is subject to the Conditions of Issue (Ref: AOS/P/20) made by the Airport Management Director. The Conditions are reproduced at Attachment 2A of this Annex and also available at the Airport Authority extranet of https://extranet.hongkongairport.com/ under folder “Forms > SSBC Forms”.

3.6.2 The Escorter is responsible for ensuring that the holders of

Visitor Pass are escorted and accompanied at all times whilst in the Airport Restricted Area. Persons undertaking those escort duties should familiarize themselves with the escorting requirements at Attachment 3C which is also available at the Airport Authority extranet of https://extranet.hongkongairport.com/ under folder “Forms > SSBC Forms”. . Failure to observe the requirements may result in the suspension of the escort authority of the relevant Escorter.

3.6.3 An Escorter may escort a maximum of 5 persons at any

one time provided that the Escorter can maintain effective and continuous supervision on all the Visitors. Escorting duties may, if required, be transferred to another Airport Permit holder with ‘E’ endorsement within the same Sponsoring Organization.

3.6.4 In exceptional circumstances, subject to pre-approval by

Airport Management Director or his authorized representative and provided that there are arrangements for adequate supervision of the Visitors in the Airport Restricted Area, the escort ratio of 1:5 could be exceeded. Under such arrangement, the validity of the Visitor Passes will be valid for one day and a letter “G” will be printed on the right bottom corner of the Visitor Pass (see Attachment 3A).

3.6.5 The Visitor Pass will be visually and electronically verified

by AVSECO staff at the staff access point every time the Visitor Pass holder enters the Airport Restricted Area / Enhanced Security Restricted Area.



3.6.5 Visitor Pass no longer required should be returned directly to the Permit Office for cancellation. The use of Visitor Pass relies heavily on the individual Sponsoring Organization concerned exercising a high degree of self-regulation over their escorting staff. Any abuse of the system, including the non-return of Visitor Pass after expiry, may result in the loss of the Sponsoring Organization status concerned and the suspension of issue of Visitor Pass to the individual concerned.

3.6.6 Sponsoring Organizations should ensure that all details

recorded on the application forms are accurate and correct. Particular attention is drawn to spelling of names for Visitor Pass applicants. They should correspond with those appearing on their Hong Kong Identity Cards or travel documents.

3.7 Special Visitor Pass (without photograph)

3.7.1 Under special circumstances, e.g. Aircraft Crash Exercises

and VIP reception, Special Visitor Passes could be made available for controlled groups of visitors being escorted by the Sponsoring Organizations acceptable to the Airport Authority Hong Kong. The issue and use of a Special Visitor Pass is also subject to the Conditions of Issue (Ref: AOS/P/20) made by the Airport Management Director.

3.7.2 Differences between normal Visitor Pass and Special

Visitor Pass:

a) Instead of applicant’s photograph on the normal Visitor Pass, partial information of his / her HKID Card no. or Travelling Document no. will be provided on the Special Visitor Pass. A specimen is shown in Attachment 3A.

b) The identity of the holder of Special Visitor Pass will be

checked against his / her HKID Card or Travelling Document at the staff access control points at the Airport Restricted Area.



Attachment 3A

Specimen of Visitor Pass (A) Visitor Pass using a standard escort ratio of 1:5

(B) Visitor Pass using an escort ratio that exceeds 1:5

CHAN, TAI MAN



Attachment 3A

(C) Special Visitor Pass (without photograph)

Above 3 Passes share the same rear-side format as follows:

CHAN, PETER



Attachment 3B



Attachment 3C



4 General Requirements

4.1 Loss of Visitor Pass

4.1.1 If the Visitor Pass is lost outside the Airport Restricted Area, the Visitor Pass holder must: a) Report the loss to the Sponsoring Organization. The

Visitor Pass holder or the Sponsoring Organization must, without delay, call the 24-hour Lost Permit Hotline tel no. 2183 9074 giving details of the Visitor Pass loss including name of the Visitor Pass holder, Visitor Pass number, suspected time and location of the pass lost, etc.

b) Report the loss to the Hong Kong Police requesting a copy of the Police Notification of Lost Property Report.

4.1.2 If the Visitor Pass is lost inside the Airport Restricted Area, the Visitor Pass holder must, without delay, report the loss to the nearest security post with his / her escorter of the Sponsoring Organization. Providing that the security officer is satisfied as to credibility of the Visitor Pass holder and his / her escorter’s explanation, he / she shall record their details and accompany them to the exit point of the Airport Restricted Area. On leaving the Airport Restricted Area, the Visitor Pass holder of the Sponsoring Organization must also, without delay, report the loss in accordance with the procedures described in Para 4.1.1.

4.1.3 Once a lost Visitor Pass is found or recovered, the Visitor

Pass holder or the Sponsoring Organization shall report immediately to the 24-hour Lost Permit Hotline tel no. 2183 9074. The found Visitor Pass shall be surrendered to the Permit Office, AVSECO Duty Security Manager, Police Station (if found on landside) or mailed to the address indicated on the back of the Visitor Pass without delay.



4.2 Surrender of Cancelled, Expired Visitor Passes and Visitor Passes no longer required

Visitor Pass is the property of the Airport Authority. The Authorized Signatory shall ensure that the following categories of Visitor Passes are returned to the Permit Office for cancellation without delay: a) Cancelled Visitor Passes; b) Expired Visitor Passes; and c) Visitor Passes no longer required.

4.3 Visitor Pass Return Procedures

The Sponsoring Organization shall: a) complete a Airport Permit / Visitor Pass Return Form (Ref:

AOS/P/15) as shown in Attachment 4A; and b) return the Visitor Passes together with the duly completed

form by post or by hand to the Permit Office as soon as practicable and in any case no later than one month from the date of notification or expiry of that Visitor Pass, whichever is sooner.

Failure to return the Visitor Passes referred in Para 4.2 may result in the sponsoring privilege of the Sponsoring Organization being revoked by the Airport Authority; and the holder may not be issued with any Airport Restricted Area Permit of Visitor Pass in the future.



Attachment 4A

Annex I 2015 - Hong Kong International Airport · AIRPORT RESTRICTED AREA AIRPORT AUTHORITY HONG...

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