Policy 9.4 - Cameras used for Safety and Security

Policy 9.4- Cameras used for Safety and Security

BLACK HILLS STATE UNIVERSITY

Policy and Procedure Manual

SUBJECT: Cameras used for Safety and Security

NUMBER: 9:4

Office: Public Safety

Source: SDBOR Policy 7.1

Purpose

This policy and its procedures regulate the use of camera equipment for the purposes of safety and security and the handling, viewing, retention, dissemination, and destruction of related records in accordance with SDBOR and University policy and state and federal.

Policy

1. This policy and its procedures apply to all employees and units of the University in the use of camera monitoring and recording. The University is committed to enhancing the quality of life of the University community by integrating the best practices of safety and security with technology. A critical component of a comprehensive safety & security plan is the use of camera systems. Camera use and monitoring of public areas are intended to deter crime and assist in protecting the life, safety and property of the University community.
2. Camera systems and records will be utilized in a professional, ethical, and legal manner. University personnel involved in the use of camera equipment and records must be appropriately trained and supervised in the responsible use of technology. All departments using these technologies are responsible for complying with this policy when installing and operating cameras in their respective areas. Violations of this policy may result in disciplinary action.
3. The Public Safety Office in conjunction with Information Technology Services have the responsibility and authority as set forth herein to select, coordinate, install, operate, manage, and monitor all campus camera systems pursuant to this policy. Such use is subject to approval by the Director of Public Safety. With the exception of approved criminal investigation purposes, the decision to approve camera use will be based on the need to survey an area or event. More specifically:
   1. The Director of Public Safety is responsible for establishing and disseminating written policies and procedures and assuring compliance with those policies and procedures.
   2. The Director of Public Safety is responsible for determining the need for camera systems throughout the University and for providing technical standards and assistance in preparing proposals for the purchase and installation of camera systems.
   3. The Director of Public Safety is responsible for providing a project cost to the requesting department, including hardware, software, installation, server needs, storage and camera maintenance.
   4. The Director of Public Safety is responsible for monitoring developments in the law and in security industry practices and technology to ensure that camera usage is consistent with best practice and complies with all federal and state laws.
   5. The University is the owner of all video data, and the Director of Public Safety has the right to access and control all stored digital information and grant access to others as appropriate.
4. Camera systems will be limited to uses that do not violate the reasonable expectation of privacy, as defined by law and SDBOR and University policies, and may be used in situations and locations at the University where the security and safety of either property or persons would be enhanced. Cameras may be installed at the University for one or more of the following purposes:
   1. Property Protection: to capture and store video on a central or remote device to record potential property theft or damage with the intent of capturing the perpetrator. (e.g. an unstaffed computer lab, an unstaffed science lab, or a parking lot.)
   2. Personal Safety: to capture and store video on a central or remote device to record crimes against persons with the intent of capturing the perpetrator. (e.g. a public walkway or a parking lot.)
   3. Remote monitoring: to stream live video in an area that requires remote monitoring in real time by a staff member who is in close proximity to that area. (e.g. a computer lab with multiple rooms that is being supported with one staff person.)
   4. To monitor activities in retail or other cash handling areas to reduce loss and assist investigations.
   5. To monitor high risk areas or restricted access areas and locations.
   6. In response to an alarm and in specific investigations authorized by law enforcement and approved by University or SDBOR General Counsel.
5. Any other reason not listed above which is approved by the Director of Public Safety.
6. Information obtained through camera systems will be used exclusively for official University purposes and may also be used for law enforcement purposes. Information obtained through camera systems for non-law enforcement purposes will only be released when authorized by the Director of Public Safety. A record log will be kept of all instances and access to use of recorded material. Information obtained in violation of this or other SDBOR or University policy may not be used in a disciplinary proceeding against a member of the University community. Nothing in this section is intended to limit the authority of authorized law enforcement activities.
7. All information obtained or observations made from the use of camera systems is considered confidential to the extent allowed by law. All appropriate measures must be taken to protect an individual’s right to privacy and hold University information securely from creation through storage, transmission, use, and deletion.
8. The Director of Public Safety is responsible for reviewing all external requests to release records obtained through the camera system. The Director of Public Safety will seek consultation and advice from SDBOR General Counsel related to these requests prior to the release of any records.
9. Under normal operating conditions, University camera systems are not monitored continuously. For the purposes of property protection and personal safety, access to live video or recorded video from cameras will be limited to persons authorized by the Director of Public Safety. For the purpose of remote monitoring and approved local viewing, the live video stream may be monitored by the appropriate staff persons designated by the Director of Public Safety. In all circumstances, any recorded video must comply with the recording storage and retention requirements applicable at the University.
10. Camera systems may have the capability to record video images and audible sounds. Typically, no audio will be recorded unless there is appropriate signage indicating that sounds may be recorded. However, audio may be recorded without such signage in areas where no one is permitted entry and when used as part of an investigation when approved in writing by the Vice President for Finance and Administration with the advice of the Director of Public Safety, and approved by SDBOR General Counsel. Additionally, audio may be used in exigent circumstances without prior approval.
11. Unless being used for lawful criminal law enforcement surveillance, all video camera installations at the University shall be visible. The installation and use of “dummy” cameras at the University is prohibited. Inoperable cameras must be repaired, replaced, or removed in a reasonable time.

Procedures

1. Requests for camera systems are forwarded to the Director of Public Safety and must be approved by the Vice President for Finance and Administration. Requests may be reviewed by SDBOR General Counsel prior to final approval, placement, and use of the camera (s) and their related data, if appropriate.
2. If, upon determination of the Vice President for Finance and Administration, the request identifies an institutional need for a camera, the funding need will be forwarded to the President for review. If approved, the request will be added to the list of pending camera installation for scheduling.
3. Upon approval or denial, the Director of Public Safety will notify the requesting department of the decision.
4. The Director of Public Safety will manage placement of the camera(s) and required signage.
5. The Director of Public Safety will review any complaints regarding the use of camera systems at the University and will determine compliance with this policy. Any determination by the Director of Public Safety may be appealed to the Vice President for Finance and Administration who will render a decision. An appeal of the Vice President’s decision may be made to the University President, who is the final arbiter.
6. Data will be stored for the length of time constituent with South Dakota records storage requirements and law enforcement rules of evidence requirements

Responsible Administrator

The Director of Public Safety is responsible for the ad hoc and annual review of this policy. The University President is responsible for approval of this policy.

Source and Revision History

Approved by President Laurie Nichols on 10/27/2021.