This policy governs the implementation of video surveillance and electronic monitoring systems on college property. Also this policy addresses use of portable video cameras for security purposes.
This policy does not apply to video recordings of college events (e.g. plays, music performances, athletic contests, graduation, Board meetings), video recordings used for instructional purposes and made with the consent of all parties recorded, video recordings made of individual teachers for the purpose of improving classroom instruction, or surveillance (covert or otherwise) undertaken by law enforcement officers.
Definitions:
Placement of Video Surveillance/Electronic Monitoring Equipment
Video surveillance/electronic monitoring equipment may not be used inside a classroom, laboratory, or other area utilized as a classroom. Neither shall they be operated in areas where there is a reasonable expectation of privacy (e.g. restrooms, locker rooms, private offices, conference/meeting rooms, and/or staff lounges).
No sound is to be monitored or recorded in connection with the video surveillance/electronic monitoring system.
Security staff and administrators are authorized to carry and use portable audio and video cameras when responding to a specific incident.
Notice of Surveillance
Each area in which video surveillance/electronic monitoring system is occurring shall have clearly written signs posted at conspicuous locations informing persons that the buildings and grounds may be under video surveillance. Signs shall be conspicuous enough in size so that a reasonable person would be able to view the contents of the sign and have reasonable and adequate warning that surveillance is, or may be, in operation. The signs must provide contact information for the person who is responsible for answering questions about the video surveillance/electronic monitory system.
Operation of Video Surveillance/Electronic Monitoring Equipment
Use of Video Recordings
Information obtained through video surveillance/electronic monitoring shall be used exclusively to enhance security for students, staff and visitors, and to assist in the detection and deterrence of criminal activity (theft/vandalism) and/or violations of Board policy or the Student Code of Conduct. Video recordings may be used by the Board/administration as evidence in any legal or disciplinary actions, and for inquiries and proceedings related to law enforcement.
Any remote monitoring system must protect the integrity of the video surveillance system and include a system utilizing passwords or other identifiers to gain access. Monitoring shall only be conducted by authorized security administrators and designees (e.g. police officials). Likewise, network connected systems must not be openly accessible on the Internet; rather, they must be operated behind the District’s firewall and password protected.
Misuse or abuse of the video surveillance/electronic monitoring system shall not be tolerated and will be addressed on a case-by-case basis.
Viewing of Recordings
Any student (or parent of a minor student), employee or member of the public that is recorded by a video surveillance/electronic monitoring system has a general right of access to review the video if it will not result in or constitute an unauthorized release of another student’s personally identifiable information. Access to an individual’s own personal information may depend upon whether any other confidential or privileged information can be reasonably severed. Confidential or private information can be reasonably severed from the recording for viewing purposes if the District is able, without undue hardship or expense, to utilize a copy of the recording and digitally “black out” or “blur” the images of the other individuals who appear on the video. The original recording may not be altered in any manner. If an employee or student is facing any disciplinary action, s/he may authorize his/her (union) representative or other advocate to also view the video recording.
An individual may be refused permission to review a video recording where to allow it would:
Retention, Secure Storage, Access to and Disposal of Video Recordings
Video recordings, when not in use, shall be stored in a locked, fire resistant cabinet or room, in an area to which students and the public do not normally have access. The recordings must be clearly and properly labeled and entered into a storage log.
Logs must be maintained of all instances of access to, and use of, recorded material – the log must document the person accessing the recording, the date and time of access, and the purpose). Security may authorize the viewing of recorded images in the event of an ongoing law enforcement investigation, and incident involving property damage or loss or for other reasons deemed appropriate.
All video surveillance/electronic monitoring recording media shall be considered legal evidence and treated as confidential. Release of original video recordings to individuals or outside agencies may only occur pursuant to subpoena or court order.
Original video recordings shall never be edited or manipulated in any manner. When video recordings are requested by any law enforcement agency as part of an ongoing investigation, a duplicate may be provided for that purpose. The original media shall be protected from accidental overwrite or erasure during the duplicating process. Nothing in this paragraph prohibits the redaction of personally identifiable information from duplicated media when mandated by FERPA.
Video recordings may never be sold publicly, viewed or distributed in any other fashion except as provided for by this guideline, and consistent with State and Federal law.
Video surveillance/electronic monitoring recordings shall be retained, stored and destroyed, including storage log books in accordance with this guideline.
Video recordings, scheduled to be destroyed must be securely disposed of in such a way that the personal information cannot be reconstructed or retrieved (e.g. shredding, burning, and magnetically erasing the personal information).
Covert Surveillance
Covert surveillance may only be used in cash handling areas, cashiers, safes, cash machines, vending machines and cash counting areas or when directed by law enforcement.
Adopted: 5-4-10