5.01—Use of Surveillance and Monitoring Technology

Effective: 02/01/2007
Senate Proposal: No
Responsible University Officer: General Counsel
Responsible Office: Public Safety

Policy Statement

The University's use of surveillance cameras for surveillance monitoring or recording must be:

• approved in advance and prior to purchase and/or installation of any surveillance and monitoring device, and
• used in a professional, ethical, and legal manner consistent with all existing Universities policies, including Board of Trustees policy 3.23.1. Policy on Discrimination and Harassment.

NOTE: This policy prohibits surveillance based on the characteristics and classifications contained in the Board Policy 3.23.1 (e.g., race, gender, religion, sexual orientation, national origin, disability, etc.).

Policy Requirements

All surveillance cameras, including those in temporary locations or for active monitoring, will only be installed with the advance approval of the appropriate University vice president and the Surveillance Review Panel ("Panel") as defined by this policy. Only authorized personnel, as determined by the appropriate University vice president and the Panel, will be involved in, or have access to, surveillance monitoring.

All new installation of surveillance cameras must connect to the University's main system. Surveillance cameras will be installed and configured to prevent tampering with or duplicating recorded information.

All existing systems that are not connected to the University's main system must submit a Security Camera Location Document to Public Safety. When the existing cameras and/or recorders need replacing, they must at that time, be converted to the University's main system.

Reason for Policy

The purpose of surveillance monitoring or recording of University facilities is to deter crime and to assist the Michigan Technological University Public Safety Department and the University in protecting the safety and property of the University community. The purpose of the policy is to regulate the use of surveillance cameras and surveillance monitoring or recording to protect the legal and privacy interests of the University and the University community.

Related Policy Information

Surveillance Recordings

Surveillance Recordings will be stored in a secure location with access by authorized personnel only.

Privacy

The conduct of surveillance monitoring or recording, and the use of surveillance cameras at the University are limited to uses that do not violate a person's "reasonable expectation of privacy", as that term is defined by law.

The Surveillance Review Panel will limit camera positions and views of residential housing. Any view of housing will be no greater than what is available with unaided vision. Furthermore the view of a residential housing facility must not violate the standard of "reasonable expectation of privacy."

Surveillance cameras will not view private rooms or areas through windows.

Retention and Release of information

Images obtained through surveillance monitoring or recording must be retained by the department sponsoring the authorized surveillance cameras for a length of time deemed appropriate for the purpose of monitoring, but not to exceed 90 days, unless such images have historical value, or are being used for a criminal investigation in accordance with this policy.

Information and results obtained through surveillance monitoring or recording will only be released when authorized by the Panel. The Panel will review all requests from various University entities to release recordings obtained through surveillance monitoring or recording. Such requests must be submitted to the Panel through Public Safety.

All requests from sources external to the University for the release of information and results obtained through surveillance monitoring or recording must be submitted to the Freedom of Information Officer for approval prior to release.

Information inappropriately obtained in violation of this policy shall not be used in any disciplinary proceeding against any University employee or student.

Exclusions

This policy does not apply to the use of surveillance cameras, or the conduct of surveillance monitoring or recording, or any type of monitoring, covert or otherwise, by Public Safety during criminal investigations, or in legitimate academic uses of a surveillance camera that have been approved by the University's Institutional Review Board for the Protection of Human Subjects.

Contacts

Definitions

Surveillance Camera — Any item, system, camera, technology device, communications device, or process, used alone or in conjunction with a network, for the purpose of gathering, monitoring, recording or storing an image or images of University facilities and/or people in University facilities. Images captured by surveillance cameras may be real-time or preserved for review at a later date. Such devices may include, but are not limited to the following: close circuit television, web cameras, real-time surveillance systems, computerized visual monitoring, and cell phones with cameras.

Surveillance Monitoring or Recording — The process of using a surveillance camera to observe, review, or store visual images for purposes of deterring crime and protecting safety and security.

University Facilities — All University space on University owned, leased or controlled property, both internal and external, and includes all buildings, offices, common spaces, labs grounds, and all other spaces.

Surveillance Review Panel (Panel) — A group comprised of delegates appointed by the directors of the following departments: Dean of Students Office, Human Resources, Information Technology Services, Risk Management, and Public Safety.

Responsibilities

Surveillance Review Panel (Panel) — Reviews:

• All requests for installation and/or placement of surveillance cameras.
• Complaints regarding surveillance camera locations and determines whether the policy is being appropriately followed. Considers all relevant factors including without limitation, whether the potential benefit in community security outweighs any possible infringement of individual privacy, and the benefits and implications of monitoring guests as well as University students, faculty and staff.
• Existing or new surveillance camera locations to ensure that the placement of fixed location surveillance cameras conforms to this policy.

Public Safety — Reviews the requests for installation and/or placement of surveillance cameras, makes a recommendation on the requests, and forwards the requests to the Panel. Provides a copy of this policy to camera operators and supervisors involved in surveillance monitoring and recording.

Supervisors of Operators Involved in Surveillance Monitoring and Recording — Provides a copy of this policy to camera operators and ensures camera operators are trained in the technical, legal, and ethical parameters of appropriate camera use.

Information Technology Services — Provides training to camera operators in the technical, legal, and ethical parameters of appropriate camera use.

All Operators Involved in Surveillance Monitoring and Recording — Receives a copy of this policy and provides written acknowledgment that they have read and understood its contents and will perform their duties in accordance with this policy. Monitors based on suspicious behavior, not individual characteristics.

Adoption Date

Revisions