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Administrative Guideline 1120

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Administrative Guideline 1120

Adopted: July 9, 2019
Approved: 
Revised: July 9, 2019

ADMINISTRATIVE GUIDELINE TYPE: Information Technology

ADMINISTRATIVE GUIDELINE TITLE: Use of Video Surveillance

DEPARTMENT RESPONSIBLE: Campus Safety & Security, Information Technology and Physical Plant

GUIDELINE STATEMENT OF PURPOSE:

The use of video surveillance is useful in promoting a safe and secure campus, although legitimate privacy concerns must be respected. This guideline is established for that purpose.

I. Statement of Purpose

This guideline outlines the use of video surveillance on SCC property in a way that enhances safety and security, while at the same time respects the reasonable expectation of privacy held by its faculty, staff, students and visitors. Southeastern Community College (SCC) is committed to maintaining the safety and security of its faculty, staff, students and visitors while maintaining an environment conducive to quality education, individual privacy, diversity, and freedom of expression. Accordingly, SCC recognizes that in implementing a video surveillance system, consideration must be given to ensure a safe and secure environment while ensuring an individual’s right to privacy. Video surveillance is used by the SCC to promote a safe and secure college environment by:

  1. Deterring acts of harassment, violence, vandalism and theft;
  2. Aiding in the identification of individuals who commit such acts; and
  3. Assisting in the investigation of any crime committed on college property.

II. Users Governed

This guideline applies to credit and non-credit students, employees, alumni and SCC guests.

III. Video Technology not Governed by this Policy

The following uses of video technology are not governed by the provisions of this policy:

  1. Academic Use — This policy does not apply to the legitimate academic use of video cameras for educational purposes. (i.e. video cameras in testing centers)
  2. Private Video Cameras — This policy does not apply to private video cameras owned and operated by members of the campus community.
  3. Law Enforcement Surveillance — This policy does not apply to cameras used covertly by any law enforcement agency for criminal surveillance pursuant to proper legal authority.
  4. Unrelated to Surveillance — This policy does not apply to video cameras or webcams established for reasons unrelated to surveillance activity, including remote monitoring of facilities construction to ascertain project progress, campus public relations initiatives or videotaping of athletic or other events.

IV. Notification of Video Surveillance and Policy

The SCC community will be notified that cameras may be utilized. Postings may accompany cameras and may appear on signs posted at campus entrances. This policy will be made available to all students, employees, alumni and SCC guests by posting on SCC’s website and printing in appropriate publications.

V. Camera Placement

In approving camera locations, SCC shall be guided by the following rules:

  1. Public Areas — Video surveillance shall be restricted to public areas. These may include, but are not limited to, the following areas:
    • Streets, alleys, service drives, parking lots and loading docks
    • Athletic fields, gymnasiums
    • Dining facilities and other public gathering spaces
    • Building entrances, lobbies, foyers, and hallways
    • Meeting rooms and libraries
    • Cash handling areas
    • Sidewalks and other pedestrian walkways
  2. Private Areas — Video surveillance is limited to those areas where individuals would not have a reasonable expectation of privacy. Accordingly, except when specifically authorized, such as through the use of a search warrant, video surveillance shall not be approved for use in any of the following places:
    • Student living quarters
    • Bathrooms, shower areas, locker and changing rooms
    • Private offices
    • Rooms used for medical, physical or mental health treatment
    • Lactation rooms

VI. Monitoring

The existence of video surveillance does not imply or guarantee that cameras will be monitored continuously in real time or otherwise.

All SCC employees involved in monitoring video surveillance will perform their duties in accordance with the practices outlined in this policy. The following guidelines shall apply to on-site and remote monitoring of video surveillance cameras at all SCC property.

Generally, monitoring of video surveillance cameras shall be conducted in a manner that is professional, ethical, legal and consistent with all SCC policies, including, but not limited to, those governing sexual harassment, equal employment opportunity and student conduct. Camera monitoring and review shall be based on suspicious behavior, not individual characteristics. Monitoring individuals based upon a person’s race, gender, gender identity or expression, sexual orientation, national origin, disability, or other protected characteristic is strictly prohibited.

VII. Training

All personnel involved in the supervision, application, use or monitoring of video surveillance technology at SCC will meet the following requirements:

  1. Be trained in the technical, legal and ethical parameters of appropriate video camera use; and
  2. Receive a copy of this policy and provide a written acknowledgment that they have read and understood its contents.

VIII. Storage

Video tapes or other media will be stored and transported in a manner that preserves security. Further, recorded images not related to or used for an investigation shall be kept confidential and destroyed on a regular basis. Accordingly, the following guidelines regarding the storage of video surveillance records shall be strictly adhered to:

  1. Location — Video surveillance records shall be stored in a secure location with access limited to authorized college personnel only.
  2. Timeframe — Generally, video surveillance records shall be stored until the configured storage capacity is exceeded, and at that point, will be overwritten, unless retained as part of an internal investigation, criminal investigation, court proceedings (criminal or civil) or other bona fide use, as approved by SCC and/or College President or designee.
  3. Alterations — No attempt shall be made to alter any part of any surveillance. If SCC and/or College President or designee, or law enforcement officials, however, determine that it is necessary to release video surveillance records as set forth in section VIII, the faces and identifying features of all those on the video that are not of interest to the investigation shall be blurred prior to the release of such records.
  4. Access Logs — The system provides an access log of surveillance records.

IX. Review of Footage

Access to review video footage will be handled through the Vice President of Technology Services or the Supervisor of Campus Safety & Security. Residence Hall video footage access will be handled through the Vice President of Administrative Services.

X. Release of Information

Recorded information obtained through video monitoring will only be released when authorized by the Executive Director of Technology Services according to procedures established in this policy. The following guidelines will govern dissemination of recordings obtained through use of the surveillance technology:

  1. Law Enforcement Purposes — Information obtained through video monitoring will be used for security and law enforcement purposes, and SCC will cooperate and assist local law enforcement officials as requested with criminal investigations. This includes providing copies of video recordings within SCC’s possession.
  2. Commercial Use — Under no circumstances shall the contents of any captured video recordings be exploited for purposes of profit or commercial publication, nor shall such recordings be publicly distributed except as may be required by law.
  3. Release Pursuant to Valid Judicial Orders — Video recordings will be released as required by subpoenas or other judicial process or orders and may initiate consultation with SCC’s legal counsel.

XI. Destruction or Tampering with Video Surveillance Technology

Any person who tampers with or destroys a video surveillance camera or any part of the video surveillance system will be subject to appropriate administrative and/or disciplinary action, as well as possible criminal charges.

XII. Violation of This Policy

Violation of policy will result in appropriate administrative and/or disciplinary action consistent with the rules and regulations governing students and/or employees of SCC, which may include dismissal or expulsion for students or discharge for employees.