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Category: Facilities, Transportation, & the Environment
Title: Security Camera Policy
Approved by: ECLC
Date Approved: August 17, 2015
History: Effective date: August 17, 2015; Revised August 22, 2018; Revised September 1, 2023
Additional References: MOU Between The Claremont Colleges and Campus Safety Regarding Use of Security Cameras for Augmented Patrol
Responsible Official: Executive Director of Public Safety and Emergency Management
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. TCC Campus Safety officials hired by the Claremont University Consortium have the potential to actively monitor CMC’s cameras. The scope and limitations placed on TCC 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 web cams 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 the Executive Director of Public Safety and Emergency Management.
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 Ste Systemorag: 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 Technology Services (ITS) - the IoT and Infrastructure Resources Manager and the Infrastructure and Data Center Engineer;
- The Executive Vice President and Chief Operating Officer;
- The Vice President for Student Affairs;
- Associate Director Accessibility Services (cameras covering academic testing offices only);
- Dean of Students;
- CMC’s Director of Public Safety;
- Roberts Pavilion Manager (for Roberts Pavilion cameras only);
- Assistant Director of Student Technology Services (cameras covering only the student computer labs); and
- Facilities - Access System Manager and Access Assistant.
Additionally, the Vice President for Student Affairs and the Assistant Vice President for Facilities and Campus Services have the ability to directly access footage from their subordinates with direct access.
Requests for additional personnel to have direct access to camera footage must be made by Department Heads to the Executive Vice President and Chief Operating Officer.
The following CMC personnel have a continuing ability to request access to camera footage from any employee who has direct access to the footage:
- President;
- General Counsel;
- Executive Vice President and Chief Operating Officer;
- Emergency Manager;
- Vice President for Student Affairs;
- Dean of Students; and
- Title IX Coordinator & Chief Civil Rights Officer.
A student desiring a review of camera footage must make the request to the Vice President for Student Affairs, who has final authority to approve or deny the request. If approved, the Vice President for Student Affairs can request any employee who has direct access to supply or review the footage. The Vice President for Student Affairs may, but is not required to, share the footage directly with the student.
Staff or faculty desiring a review of camera footage must make the request to the Vice President for Human Relations, who has final authority to approve or deny the request. If approved, the Vice President for Human Relations can request any employee with direct access to supply or review the footage. The Vice President for Human Relations may, but is not required to, share the footage directly with the staff or faculty member.
In general, the Vice President for Student Affairs and the Vice President for Human Relations will grant requests for review of footage for incidents in which violations of College policies are suspected. Requests made for other purposes (research, private disputes/concerns) will generally be denied.
2. Data Storage
Footage is maintained for 30 days.
3. Requests for Additional Cameras
Written requests for a new camera can be made by CMC Public Safety, TCC Campus Safety, or CMC Department Heads to the Executive Vice President and Chief Operating Officer. 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).
4. Requests for Changing a Camera’s Location or View
Written requests to change a camera’s location or view can be made by CMC Public Safety, TCC Campus Safety, or CMC Department Heads to the IoT and Infrastructure Resources Manager or the Infrastructure and Data Center Engineer, who will consult with CMC’s Director of Public Safety 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).
5. New Facilities or Major Renovations
For new construction projects or major renovations, the Vice President of Campus Planning and Capital Projects must consult with the Executive Vice President and Chief Operating Officer, the IoT and Infrastructure Resources Manager or the Infrastructure and Data Center Engineer, and CMC’s Director of Public Safety 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, the CMC Director of Public Safety, and TCC 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 Vice President for Human Relations (for policy violations by staff or faculty) or the Vice President for Student Affairs (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 Executive Vice President and Chief Operating Officer.
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 ITS, the CMC Director of Public Safety, or the General Counsel 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.
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