UNIVERSITY OF ILLINOIS SPRINGFIELD

Approved December 1, 2004
Chancellor’s Cabinet meeting
Policy effective immediately for the University of Illinois Springfield

UIS Policy on Closed Circuit Television Surveillance and Recording of Public Areas for Safety and Security Purposes

I. Purpose

The purpose of this policy is to regulate the use of closed circuit television (CCTV) and Web cameras to observe and record public areas for the purposes of safety and security. The existence of this policy does not imply or guarantee that cameras will be monitored in real time 24 hours a day, seven days a week.

II. Scope

This policy applies to all personnel, departments, and colleges of the Campus in the use of CCTV and Web camera surveillance and recording. Legitimate academic uses of this technology are covered by University policies governing research with human subjects and are, therefore, excluded from this policy.

III. General Principles

1. The University of Illinois at Springfield is committed to enhancing the quality of life of the campus community by integrating the best practices of public and private policing with state-of-the-art technology. A critical component of a comprehensive security plan using state-of-the-art technology is closed circuit television (CCTV) and web cameras.
2. The purpose of CCTV and web camera surveillance of public areas is to deter crime and to assist the police in protecting the safety and property of the Campus community. Any diversion of security technologies and personnel for other purposes (e.g., surveillance of political or religious activities, or employee and/or student evaluations) would undermine the acceptability of these resources for critical safety goals and is therefore prohibited by this policy.
3. Video surveillance for security purposes will be conducted in a professional, ethical and legal manner. Personnel involved in video surveillance will be appropriately trained and supervised in the responsible use of this technology. Violations of the Code of Procedures [Section V below] for video surveillance referenced in this policy may result in disciplinary action consistent with the rules and regulations governing employees of the Campus.
4. Information obtained through video surveillance will only be released when authorized by the UIS Police Chief according to the procedures established in this policy.
5. Video surveillance of public areas for security purposes will be conducted in a manner consistent with all existing Campus policies, including the Non-Discrimination Policy and Sexual Harassment Policy. The Code of Procedures for video surveillance prohibits surveillance based on the characteristics and classifications contained in the Non-Discrimination Policy (e.g., race, gender, sexual orientation, national origin, disability, etc.).
6. Video Surveillance of public areas for security purposes at the Campus is limited to uses that do not violate the reasonable expectation to privacy as defined by law.

IV. Responsibilities

1. The UIS Police Department is the department authorized to oversee and coordinate the use of CCTV and Web camera surveillance for safety and security purposes at the Campus. All Campus units using CCTV and Web camera surveillance are responsible for implementing this policy in their respective operations. Campus Police has primary responsibility for disseminating the policy and assisting other units in implementing the policy and procedures.
2. The Chief of Police has the responsibility to authorize all CCTV and Web camera surveillance for safety and security purposes at the Campus. All new installations will follow this Campus Policy. The Vice Chancellor for Administrative Services and the Assistant Vice President for Human Resources at UIS will be notified of any and all camera surveillance operations.
3. The Campus Police will monitor new developments in the relevant law and in security industry practices to ensure that CCTV and Web camera surveillance at the Campus is consistent with the highest standards, protections, and compliant with all Federal, State, and local laws
   1. The Campus Police will accept input and recommendations on camera locations, and also review camera locations to ensure the perimeter of view of fixed location cameras conforms to this policy.The proposed location of permanent CCTV/Web cameras will be reviewed by the Chief of Police for approval before installation. The locations of temporary cameras to be used for special events will also be reviewed by the Chief of Police. (Note: “Temporary” does not include mobile video equipment or hidden surveillance cameras used for criminal investigations.)Included with the list of CCTV/Web camera locations will be a general description of the technology employed and the capabilities of the cameras.Students and staff entering certain sensitive locations on campus may have an increased concern for privacy or confidentiality. In order to prevent a possible chilling effect at these locations, concerned persons may petition the Chief of Police to forgo the installation of a proposed camera or for the removal of an existing camera. The Chief of Police will determine the appropriateness of an installation weighing the concerns of the person(s) making the requests and the safety and security of the entire community. In recognizing students may also have an enhanced expectation of privacy in the hallways and lounges of residence facilities, CCTV/Web camera surveillance for safety and security purposes will not be used in residential hallways and lounges unless the Chief of Police determines that a specific safety/security risk exists. The Campus Police Department will review complaints regarding camera locations and determine whether this CCTV/Web camera surveillance policy is being followed. The Chief of Police will determine whether the potential increment in community security outweighs any likely infringement of individual privacy. Any appeal of a decision by the Chief of Police will be reviewed by the Vice Chancellor for Administrative Services and render a decision. An appeal may be taken to the Chancellor to review the decision rendered by the Vice Chancellor for Administrative Services; the Chancellor’s decision is final.
   2. The Chief of Police will review all requests received by the Campus Police Department to release recordings obtained through CCTV/Web camera surveillance. No releases of CCTV/Web camera recordings will occur without authorization by the Chief of Police. Excluded from release are tapes directly related to a criminal investigation, arrest or subpoena.
   3. The Vice Chancellor for Administrative Services may audit any college or department’s CCTV/Web camera Surveillance operations, including videotape storage, at any time.

V. Code of Procedures

1. All operators and supervisors involved in video Surveillance of public areas will perform their duties in accordance with this policy.
2. Appropriate signage will be placed at all camera locations. Signage will state, “THIS AREA IS SUBJECT TO VIDEO SURVEILLANCE.”
3. The Campus Police Department 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.”
4. Surveillance centers will be configured to prevent camera operators tampering with or duplicating recorded information.
5. Recorded video may be stored for a period not to exceed 30 days and will then be erased, unless retained as part of a criminal investigation or court proceedings (criminal or civil), or other bona fide use as approved by the Chief of Police.
6. Video footage will be stored in a secure location with access by authorized personnel only.
7. Camera control operators who view recorded video footage must do so in the presence of a supervisor to maintain the integrity of that video footage.
8. Camera control operators will be trained in the technical, legal and ethical parameters of appropriate camera use. Camera control operators will receive a copy of this policy and provide written acknowledgement that they have read and understood its contents.
9. Camera control operators will not monitor individuals based on characteristics of race, gender, ethnicity, sexual orientation, disability, or other classifications protected by the Campus’s Non-Discrimination Policy. Camera control operators will monitor based on suspicious behavior, not individual characteristics.
10. Camera control operators will NOT view private rooms or areas through windows.
11. Portable hidden cameras with recording equipment will only be used for criminal investigation by the Campus Police with the approval of the Chief of Police.