11-1 Video Surveillance Policy
1.1 The purpose of this policy is to regulate the use of those closed circuit television (CCTV) cameras or other video equipment used to monitor and record public and restricted areas for the purposes of campus safety and security.
2.1 This policy governs the use of video recording and surveillance equipment when utilized for the purpose of ensuring the safety of persons and property on campus, including such equipment when used for the deterrence and the investigation and potential prosecution of criminal behavior.
Surveillance Equipment Operator- A person viewing or controlling a video surveillance system.
Video Surveillance System - A video installation with the capacity to view or record university owned or controlled spaces, when used for the purposes set forth in this policy. Personal Web cameras ("Web Cams") connected to personal computers are not subject to this policy.
4.0 General Principles
4.1.1 Surveillance cameras must be used in a professional, ethical and legal manner. Their use must avoid unnecessary intrusions upon academic freedom and individual civil liberties such as privacy, freedom of expression and freedom of assembly.
4.1.2 Only authorized personnel, as determined by the Chief of Police or his or her designee or the Office of General Counsel, will be permitted to access cameras governed by this policy and the images that they produce.
4.2 Appropriate and Prohibited Use
4.2.1 The Video Surveillance Systems addressed in this policy shall not be installed in, or used to monitor or record, areas where there is a reasonable expectation of privacy in accordance with accepted social norms, such as restrooms, locker rooms, or individual residential rooms.
4.2.2 Information and images obtained through video surveillance systems shall not be accessed,used, or disclosed except as outlined in this policy.
4.2.3 Video surveillance systems shall be used in a manner consistent with all university policies, including those that cover nondiscrimination, sexual harassment, privacy, and freedom of expression.
4.3 Management and Operations of Video Surveillance Systems
4.3.1 All video surveillance operators will:
Be trained on technical, legal, and ethical use
Provide written acknowledgement that they have read and understand this policy
Perform their duties in accordance with this policy
Access surveillance images only to the extent permitted by this policy.
4.3.2 Video surveillance operators are prohibited from:
Monitoring individuals based on characteristics of race, gender, ethnicity, national origin, sexual orientation, or disability
Monitoring intimate behavior
Viewing the interior of residential rooms through windows, doors, or other means
Duplicating images or permitting access to others to surveillance images except as specifically permitted by this policy
Using the equipment addressed in this policy for viewing,recording, accessing or otherwise using a video surveillance system or surveillance images in any manner that is inconsistent with this policy and/or outside the scope of the usage approved by the designated campus authority
4.3.3 Video surveillance system operators will be provided with appropriate work facilities so that the surveillance images they are required to view cannot be viewed by unauthorized persons.
5.1.1 All video surveillance systems subject to this policy will be listed in a database to be maintained by the Chief of Police. Requests for new systems,with appropriate justification, must be submitted to the Chief of Police, who will consider and either approve or reject the application.
5.1.2 Any existing video surveillance systems installed or utilized for the purpose of ensuring the safety of persons and property on campus must be brought into compliance with this policy within6-12 months of the implementation of this policy.
5.2.1 Conspicuous public signage must be displayed at common surveillance locations. While surveillance installations may not necessarily be monitored on a regular basis, the signage should state:
THIS AREA MAY BE SUBJECT TO VIDEO SURVEILLANCE AND RECORDING FOR SECURITY PURPOSES, UNDER THE AUTHORITY OF THE OFFICE OF PUBLIC SAFETY
5.3 Storage and Retention of Recorded Material
5.3.1 Surveillance images obtained pursuant to this policy must be stored in a secure location and configured to prevent their unauthorized access, modification, duplication, or destruction.
5.3.2 Surveillance images obtained pursuant to this policy will normally be kept for no longer than sixty (60) days unless a specific extension is requested in writing by the Chief of Police to the Office of General Counsel, generally in pursuance of a criminal investigation.
5.4 Obtaining Release of Recorded Material
5.4.1 Information and results obtained through surveillance monitoring or recording will only be released when authorized by the Chief of Police or Office of General Counsel.
5.4.2 All requests from sources external to the University for the release of information and results obtained through Surveillance Monitoring or recording must be submitted to the General Counsel's Office for approval prior to release.
5.5 Installation and Operation
5.5.1 Video Surveillance Systems installed or utilized for the purpose of ensuring the safety of persons and property on campus should only be installed and operated following prior review and written approval by the Chief of Police, and only in accordance with the procedures outlined in this policy.
5.5.2 Video surveillance systems shall be installed and operated by a limited number of authorized operators, a registry of whom will be maintained by the Chief of Police. Each authorized operator will receive appropriate training and will certify that they have read and understood this policy.
5.6 Emergency Use of Video Surveillance Systems Equipment
5.6.1 Exceptions to the above paragraph may be made in the event of an emergency or other situation reasonably appearing to pose an imminent threat to the safety and security of the university community, with the approval of the Chief of Police or the Office of the General Counsel.
5.7 Sanctions or Failure to Comply
5.7.1 Violations of this university policy, including the failure to avoid a prohibited activity or obtain required approvals, will be dealt with in accordance with applicable university policies and procedures.
6.1 This University Policy is revocable by the President at any time and without notice.
7.0 Effective Date
7.1 This University Policy is effective upon issuance.
Signed by President Allan Gilmour on October 4, 2011.