I. OBJECTIVE & PURPOSE
The purpose is to provide policy and guidelines on the acquisition and use of security cameras and associated video monitoring and recording systems on University property. This policy applies to all cameras except those used for academic purposes and any body cameras used by the University Police Department. Further, cameras being used for research are governed by other policies involving human subjects and are therefore excluded from this policy.
II. STATEMENT OF POLICY
Once authorized under the requirements of this policy, security cameras may be installed in situations and places where the security of either property or persons would be enhanced or where visual coverage is required to provide reception or other services. Cameras will be limited to uses that do not violate a person’s reasonable expectation of privacy. When appropriate, cameras may be placed campus-wide, inside and outside buildings. Examples of when cameras may be utilized are as follows:
Property Protection: Where the main intent is to capture video and store it on a remote device so that if property is reported stolen or damaged, the video may show the perpetrator. Examples: an unstaffed lab or a parking lot.
Personal Safety: Where the main intent is to capture video and store it on a remote device so that if a person is assaulted, the video may show the perpetrator. Examples: a public walkway or a parking lot.
Reception Services: Where the main intent is to monitor a reception or service area from a nearby location in order to provide services without directly staffing the reception or service area.
University authorized security cameras are not generally utilized for active surveillance purposes, but instead for passive recording purposes to monitor high risk areas, restricted access areas/locations, special events, and specific investigations upon authorization from the President, Chief of Police, or designee(s) or to monitor a reception or service area. The University Police Department will be granted access to all cameras covered by this policy and, unless otherwise specified, will have the ability to monitor all cameras covered by this policy from a central location.
Requests for purchase and installation of security cameras, including security cameras proposed by lessees or licensees of space on campus, will be made to and approved by the Information Technology Services Security Department, the University Police Department and the Chair of the Technical Security Committee who will be responsible for assuring fitness of purpose for the requested cameras.
To the extent that allocated resources allow, the installation and maintenance of any cameras, DVRs, or systems to manage same covered under this policy is the responsibility of Information Technology Services.
All recording or monitoring of activities of individuals or groups by University authorized security cameras will be conducted in a manner consistent with University policies, state and federal laws, and will never be based on the subjects’ personal characteristics, including gender, ethnicity, sexual orientation, disability, or other protected characteristics.
All camera installations are subject to federal and state laws.
All requests and installation of security cameras must be made pursuant to this policy. Breaches of this policy may result in disciplinary action and removal of equipment, in accordance with applicable employment programs and union agreements.
Areas where these cameras may be installed include restricted access sites such as a cashiers’ area; however, cameras should not be installed in places where a person has a reasonable expectation of privacy such as bathrooms, locker rooms, and individual offices.
While cameras are permitted pursuant to this policy, no audio shall be recorded.
The installation of “dummy” cameras that do not operate on a regular basis should be considered inappropriate.
No cameras should be used as a means of surreptitiously evaluating employee performance.
If video is recorded, it shall be retained for a period of no less than 30 days. Information that directly affects an investigation will be kept for a period of time determined by the investigating agency.
Property protection cameras requested in locations that may not be utilized for extended periods (such as a storage room) may have images retained longer as determined appropriate by the authorized person(s).
The Information Technology Services Security Department has been designated as the records custodian for recorded video on UNF’s campus. If an individual seeks recorded video, requests can be responded to more efficiently by identifying the camera(s) location(s) and time period the video covered by the request. ITS Security staff will consult with the Chief of Police and/or others, as necessary, before releasing requested video.
Signage informing of cameras and recording shall not typically be placed in the areas where cameras are installed but the placement of a monitor or monitors in the area displaying the activity being recorded is acceptable.