2017-2018 Policy Library 
    
    Dec 14, 2019  
2017-2018 Policy Library [ARCHIVED CATALOG]

Security Camera Policy


CLAREMONT McKENNA COLLEGE

Security Camera Policy


Category:
Title: Security Camera Policy
Approved by: ECLC
Date Approved: August 17, 2015
History: Effective date: August 17, 2015
Additional References: MOU Between The Claremont Colleges and Campus Safety Regarding Use of Security Cameras for Augmented Patrol
Responsible Official: V.P. for Business and Administration



Policy Statement

The use of security cameras (“cameras”) is a critical component of a comprehensive public safety plan, although it is no guarantee of safety.  CMC’s use of cameras seeks to balance privacy concerns with its fundamental commitment to protect its community members and property.  Therefore, CMC installs cameras in public areas around campus and maintains the ability to change camera locations or add cameras to respond to future needs.  CMC does not install cameras in private areas or places in which community members have a reasonable expectation of privacy.  

CMC does not engage in real-time monitoring of cameras.  The cameras serve to act as a deterrent and to help identify responsible parties if a crime or policy violation occurs.  Campus Safety officials hired by the Claremont University Consortium have the potential to actively monitor CMC’s cameras.  The scope and limitations placed on Campus Safety regarding CMC’s cameras are covered by a Memorandum of Understanding between the two parties.

This policy does not apply to college-owned video cameras or webcams being used for legitimate academic purposes or for a purpose unrelated to security activity or to privately-owned cameras or video recorders.

 

Entities Covered by this Policy

All units of the College

The Claremont University Consortium

 

Contacts

Direct any questions about this policy to your department’s supervisor. Questions about specific issues may be addressed to:

Security Concerns: Information Systems and Network Services (909-607-8427)
Policy Clarification: V.P. for Business and Administration (909-607-2823)

 

Definitions

Security cameras: A video camera device that is capable of capturing images (not audio) viewable by the naked eye and transferring such images to a data storage system through closed circuit channels.  Image capture may use any technological format.  Cameras may be permanently mounted, temporarily placed, overtly or covertly displayed, and operated from either remote locations or by automated devices.

Data Storage System: A computer or electronic device dedicated to the purpose of storing data.

Public area: Areas open for public or group use where the expectation of privacy is not violated by what could normally be openly observed, such as quads, parking lots, walkways and streets, fields or other outdoor spaces, dining facilities, hallways (including in residence halls), classrooms, computer labs, laboratories, study rooms, lounges and the exterior of buildings and building lobbies.

Private area: Areas such as private offices, dorm rooms, bathrooms, showers, locker rooms, changing rooms (or other areas where a reasonable person might change clothing).  The only exceptions are cameras used narrowly to safeguard college money, documents or supplies from theft, destruction or tampering.

 

Principals

1. Access to Camera Footage

In addition to Campus Safety, the following CMC personnel have direct access to camera footage:

  • Information Systems and Network Services (ISNS) - Network and Systems Specialists (in support of managing/maintaining the camera systems);
  • The Deputy General Counsel;
  • Assistant Director of Student Technology Services (cameras covering only the student computer labs);
  • Facilities - Access System Manager and Access Assistant;
  • Emergency Manager; and
  • Director of Roberts Pavilion (access to Roberts Pavilion cameras only)

Requests for additional personnel to have direct access to camera footage must be made by Department Heads to the V.P. of Business and Administration, who will consult with the Assistant Director of Infrastructure Design and Data Center Operations on the requests.  The request must be accompanied by the form entitled “Security Camera System Access Request” (attached).

The following CMC personnel have a continuing ability to request access to camera footage from either ISNS or the Assistant Vice President for Investigations:

  • President;
  • Vice President for Administration/General Counsel;
  • Vice President for Business and Administration;
  • Vice President for Student Affairs;
  • Assistant Vice President for Student Affairs/Dean of Students; and
  • Title IX Coordinator & Chief Civil Rights Officer.

A student desiring access to camera footage must make this request to the Dean of Students, who has final authority to approve or deny the request.  If approved, the Dean of Students will request that the Assistant Director of Infrastructure Design and Data Center Operations or the Assistant Vice President for Investigations retrieve the footage.  The Dean of Students will either review the footage on the student’s behalf or share the footage with the student, at the Dean of Student’s election. 

Staff or faculty desiring access to camera footage must make this request to the Director of Human Resources, who will discuss the request with the V.P. for Business and Administration.  If approved, the V.P. for Business and Administration will request that the Assistant Director of Infrastructure Design and Data Center Operations or the Assistant Vice President for Investigations retrieve the footage.  The V.P. for Business and Administration will either review the footage on the staff or faculty’s behalf or share the footage with the staff or faculty, at the V.P. for Business and Administration’s election. 

2. Data Storage

Footage is maintained for 30 days. 

3. Requests for Additional Cameras

Written requests for a new camera can be made by Campus Safety or CMC Department Heads to the V.P. for Business and Administration.  Requests must specify the new location for the camera, the reason for the new camera, and whether the request is for a permanent placement or temporary coverage (and if temporary coverage, the length of time needed for coverage). 

Making a request does not guarantee purchase of a new camera.  Moreover, requests which violate reasonable expectations of privacy or which request coverage of private areas will be denied (i.e. no directing cameras or zooming cameras into the windows of residential buildings or specific offices). 

To make this request, the form entitled “Request to Add Camera” (attached) must be filled out and sent to the V.P. for Business and Administration.

4. Requests for Changing a Camera’s Location or View

Written requests to change a camera’s location or view can be made by Campus Safety or CMC Department Heads to the Assistant Director of Infrastructure Design and Data Center Operations, who will consult with the Office of Investigations before responding to requests.  Requests must specify the new location/view for the camera, the reason for the change, and the length of time camera coverage is requested for the new location/view.  

Making a request does not guarantee camera redeployment.  Requests which violate reasonable expectations of privacy or which request coverage of private areas will be denied (i.e. no directing cameras or zooming cameras into the windows of residential buildings or specific offices). 

To make this request, the form entitled “Request to Change Camera Location or View” (attached) must be filled out and sent to the Assistant Director of Infrastructure Design and Data Center Operations.

5. New Facilities or Major Renovations

For new construction projects or major renovations, the Assistant Vice President of Facilities and Campus Services must consult with the V.P. for Business and Administration, the Assistant Director of Infrastructure Design and Data Center Operations, the Dean of Students, and the Assistant Vice President for Investigations to discuss the desire for and location of any security cameras during the planning stage for such projects.

6. Guidelines for viewing footage

In viewing footage, all College employees and Campus Safety officials will perform their duties in a manner that is professional, ethical, legal and consistent with all College policies.  If policy violations are revealed, the person reviewing the footage will report the same to the Director of Human Resources (for policy violations by staff or faculty) or the Dean of Students (for policy violations by students).

No images or portions of camera footage may be printed, viewed or maintained by any CMC employee for non-professional purposes, including, but not limited to, advertising, entertainment or social media.  No images or portions of camera footage shall be posted on any website (including social media sites) without the prior approval of CMC’s General Counsel.  

College employees viewing footage will take reasonable security precautions to prevent unauthorized access to, use, or disclosure of data monitored or recorded by any College cameras.

Nothing in this policy prohibits employees of ISNS or the Assistant Vice President for Investigations from downloading footage or still images relevant to an investigation and sharing it with College officials or law enforcement involved in those investigations, or sharing with the public to help aid in the identification of a person of interest.

All personnel interacting with the system are strictly prohibited from editing or otherwise altering source video or still images.  A copy of the source video or still images may be edited to enhance quality for investigative purposes or to blur the face and identifying features of people not subject to an investigation but captured in relevant video or still images.

7. Search warrants for footage or court ordered surveillance

Nothing in this policy prevents the use of video monitoring or surveillance in connection with an active criminal investigation by a law enforcement agency or from providing footage to law enforcement pursuant to a specific court order. 

8. Destruction or tampering

Any person who attempts to or tampers with or destroys a camera or any part of the system (including the software and hardware used to maintain and view the footage) may be prosecuted in the criminal justice system as well as referred for internal College discipline.

9. Violations of policy

Any person who violates this policy is subject to sanction, up to and including dismissal or termination from the College. 
 

[1] Numbers refer to on-campus extensions.  When calling from an off-campus line, please dial (909) 62+extension for numbers beginning with a “1” and please dial (909) 60+ extension for numbers beginning with a “7.”