Boise State University BSU Policy #12140
Effective Date: September 2015
To regulate and centralize the use of Public Safety Camera Systems used to observe and record public and Personal Areas.
University Policy 1060 (Non-discrimination and Anti-harassment)
University Policy 1020 (University Records, Archives and Publications)
University Policy 1030 (Litigation Hold)
University Policy 1040 (Public Records)
University Policy 1065 (Sexual Harassment, Sexual Misconduct, Dating Violence, etc…)
Applies to all faculty, staff, students, and campus units within the University. This policy does not apply to content used for research with human subjects, animals, classroom capture, or video conferencing.
Chief Operating Officer, 426-1233
Campus Security and Police Services, 426-6911
Camera Control Managers – Individuals designated by campus units who are responsible for a unit’s recording, reviewing, and recovering Content.
Content – All information whether audio or video captured by a Public Safety Camera System. This includes system logs, stills, snapshots, stop action, and video images whether transient, displayed or recorded.
Personal Areas – A location where a reasonable person would expect privacy such as a residence hall living quarter, public restroom, locker room, or other areas as defined by law.
Public Safety Camera Systems – A fixed or moveable camera used for monitoring or recording public and Personal Areas for the purposes of enhancing public safety, discouraging theft and other criminal activities, monitoring ingress and egress, and investigating University policy violations. It includes the camera’s Content and any physical spaces, electronic service, software or hardware directly supporting or deploying the camera.
- I. Policy Statement
- Public Safety Camera Systems are used at the University to enhance safety and security. The primary use of Public Safety Cameras is to record video images for use by law enforcement, Campus Security and Police Services, and other University officials charged with investigating alleged violations of University policy. Any interception, duplication, transmission, or other diversion of Content for purposes other than what is authorized by this policy is prohibited. The existence of this policy does not imply or guarantee that security cameras will be monitored in real time continuously or otherwise.
- II. Responsibilities
- A. Integrated Security Technology Committee (ISTC)
- The ISTC shall be responsible for the oversight of temporary or permanent Public Safety Camera Systems on campus. As such, all installations must be approved by them.
- 1. The ISTC will be chaired by Campus Security and Police Services. The following departments will participate in the ISTC to provide subject matter expertise: Transportation and Parking Services; Facilities, Operations and Maintenance (FOAM); Office of Information Technology (OIT); Architectural and Engineering Services; Office of the General Counsel (OGC), Division of Student Affairs, Office of Institutional Compliance, Human Resource Services (HRS), and others by invitation when needed.
- 2. The ISTC will:
- a) With consideration of budget constraints, determine acceptable standards for Public Safety Camera Systems to include but not be limited to manufacturers, models, and software platforms.
- b) Create and monitor protocols for the storage and retention of Content.
- c) Develop the appropriate installation and signage, in consultation with the signage committee, of the Public Safety Camera System on University property.
- d) Oversee the initial instruction of Camera Control Managers and installers; as well as on-going guidance of those employees, as needed.
- e) Create procedures for storage, disposal, and retrieval of Content.
- f) Develop and execute the plan to ensure the integration of current and future systems according to the established standards, and installation and signage protocols.
- g) Approve or deny requests from deans, directors or department heads/chairs wishing to install new or replacement Public Safety Camera Systems.
- h) Develop procedures to regularly assess and review existing Public Safety Camera Systems.
- B. Campus units
- A campus unit includes but is not limited to a college, department, program, administrative office, research center, or other operating unit and is responsible to:
- 1. Request the installation of a new Public Safety Camera System from the appropriate University dean, director, or department head/chair who will make a request on behalf of the campus unit to the ISTC for final approval. See Integrated Security Technology Committee Request Form.
- 2. Request exceptions to the Content retention period (see Section V. below) to the ISTC or in an emergency situation, the Executive Director of Campus Security and Police Services.
- 3. Appoint two Camera Control Managers who will be responsible for understanding the responsible use of the technology, and requirements of this policy including the legal and ethical parameters of appropriate camera use. Camera Control Managers who retrieve video must follow established procedures of the ISTC.
- C. Emergency Situations
- The Executive Director of Campus Security and Police Services will during emergency situations:
- 1. Consult on and authorize Public Safety Camera System installations in the following situations:
- a) When it is required for an impending visit by a dignitary
- b) When law enforcement or University officials are conducting an investigation
- c) When there is a significant, imminent risk to public security and/or University property or a campus emergency
- Immediately after an emergency installation has been authorized, inform the Vice President for Campus Operations and General Counsel or his/her designee, and all appropriate offices related to the installation such as HRS, the Divisions of Research or Student Affairs, etc…
- 2. In addition, he/she will:
- a) If appropriate, consult with the vice presidents of affected units in non-emergency situations where temporary Public Safety Camera System installations will occur (e.g. criminal investigation)
- b) Convene, as needed, a meeting of the ISTC
- 1. Consult on and authorize Public Safety Camera System installations in the following situations:
- D. Content ownership
- 1. All Content is owned by the University and is the responsibility of the Executive Director of Campus Security and Police Services who will consult with the ISTC on decisions related to Content that are deemed of high importance to the University community.
- 2. Other content recorded on University cameras that are not Public Safety Camera Systems may be owned by individual faculty or the division of research. For example, lecture capture systems, video conferences, and video recording of test subjects in research situations are generally exempt from this policy. This content may, with the authorization from the Office of the General Counsel, the Chief Operating Officer, or by subpoena, be used for safety and security purposes.
- III. Placement and limitations
- A. Use of Public Safety Camera Systems shall generally be limited to public areas.
- B. Video recording shall be not conducted in Personal Areas of the campus unless specifically authorized by the Executive Director of Campus Security and Police Services or by a search warrant or other lawful orders from a legitimate and duly authorized law enforcement entity.
- C. Where Public Safety Camera Systems are permitted in Personal Areas, they will, to the maximum extent possible, be used narrowly to protect persons, money, real or personal property, documents, supplies, equipment, or pharmaceuticals from theft, destruction, or tampering.
- D. Inoperative, placebo, or “dummy” security cameras shall never be installed or utilized, as they may lead to a false sense of security that someone is monitoring an operational camera.
- IV. Monitoring and review
- A. Campus Security and Police Services and other campus units approved by the ISTC may monitor and review security camera feeds and recordings as needed to support investigations and to enhance public safety. It is not intended or expected that Public Safety Camera Systems will be routinely monitored in real time.
- B. With the prior approval of the Executive Director of Campus Security and Police Services and in consultation with the OGC when appropriate, other University employees including Camera Control Managers, may monitor and review security camera live feeds and recordings for purposes of public safety or internal investigations.
- C. Monitoring individuals based on characteristics of race, sex, gender, gender identity, ethnicity, sexual orientation, age, disability, veterans status, or other protected classification is prohibited. See the University non-discrimination policy (1060), and University Policy 1065 Sexual Harassment, Sexual Misconduct, Dating Violence, etc…for more information.
- V. Storing and retaining Content
- A. Video footage will be stored on servers accorded appropriate computer security with access by authorized OIT employees, contractors or designated Camera Control Managers. The Executive Director of Campus Security and Police Services or his/her designee will authorize access to servers.
- B. Content must be retained for sixty (60) days and then deleted at that time.
- C. After that time period, recordings must be erased, or recorded over, unless retained as part of a criminal investigation or court proceeding or other authorized use as approved by the Office of the General Counsel or the Executive Director of Campus Security and Police Services, or as required by law. See University Policy 1030 (Litigation Hold) for more detail.
- VI. Use of Recordings
- A. Public Safety Camera Systems shall be used primarily for the purposes of enhancing public safety.
- B. Recordings may support disciplinary proceedings involving employees and/or students, or a civil suit or other proceeding involving person(s) whose activities are shown on the recording and relate to the proceeding.
- VII. Release of Recorded Material
- A. Requests for release of recorded material under Idaho’s Open Records Law must be approved by the Associate Vice-President of Communications and Marketing as detailed in the University Policy 1040 (Public Records).
- B. Requests for release of recorded material set forth in subpoenas or other legal documents compelling disclosure shall be reviewed and acted upon by the 1) Associate Vice-President for Communications and Marketing, and 2) the OGC.
- VIII. Compliance
- A. The Executive Director of Campus Security and Police Services, or his or her designee, may review Public Safety Camera Systems on campus, whenever and as frequently as deemed necessary.
- B. A finding that a campus unit has failed to comply with the requirements of this policy may result in the loss of its privilege to support, maintain, or deploy Public Safety Camera Systems and may result in other remedial action at the direction of the Chief Operating Officer.
- IX. Exceptions
- Uses of Public Safety Camera Systems beyond those described in this policy is prohibited. Persons having questions about the use of Public Safety Camera Systems not subject to this policy should direct those questions to the ISTC.