Purpose
- Hendrix College is committed to enhancing the quality of life of the campus community by integrating the best practices of safety and security with technology. We have added security cameras to a portion of our campus to assist in making our campus as safe as possible. These cameras are used in public areas to enhance campus safety and security. The deployment of cameras is subject to administrative approval based on safety and security assessments. Designated College administrators oversee camera placement to ensure compliance with this policy and applicable laws. Cameras will never be installed in places where there is a reasonable expectation of privacy (dorm rooms, bathrooms, etc.); footage is retained for approximately 20 days.
- These cameras are not actively monitored as they are intended to deter crime and assist in investigation of crimes and recovery. This policy addresses the College’s safety and security needs while respecting and preserving individual privacy.
- To ensure the protection of individual privacy rights in accordance with the College’s values, and state and federal laws, this policy is adopted to formalize procedures for the installation of surveillance equipment and the handling, viewing, retention, dissemination, and destruction of surveillance records. The purpose of this policy is to regulate the use of camera systems used to observe and record public areas for the purposes of safety and security.
Policy
- All video footage will be secured and managed by the Department of Public Safety with technical support provided by the Technology Services department and designated state licensed security vendor. Any request to view camera footage will be considered by Public Safety leadership whose decisions will be informed, in part, by best practice and legal obligations.
- The Public Safety office shall monitor developments in the law and in security industry practices and technology to ensure that camera surveillance is consistent with best practice and complies with all federal and state laws.
- Designated Hendrix administrators will review proposals and recommendations for camera installations and review specific camera locations to determine that placement is in compliance with state and federal law.
- The Student Affairs leadership will review any complaints regarding the utilization of surveillance camera systems and determine whether this policy is being followed. They will also review all external requests to release records obtained through security camera surveillance prior to the release of any records outside of the College. The College will seek consultation and advice from General Counsel as needed related to these requests. Video surveillance records will generally not be released to the public, students, general employees, parents or law enforcement agencies. The content of the video is a student and College record subject to administrative regulations regarding confidential student records. While College personnel will typically review the footage, the College reserves the right to allow non-personnel individuals to view video footage if it is deemed necessary action as part of an investigation of a crime, code of conduct violation, significant campus safety concern or campus policy violation.
General Principles
- Cameras are not actively monitored. They are viewed only upon reports of a crime or violation.
- Information obtained from the cameras shall be used exclusively for campus policy enforcement, safety and crime education, or to assist local law enforcement conducting criminal investigations. Information must be handled with an appropriate level of security to protect against unauthorized access, alteration, or disclosure.
- All appropriate measures must be taken to protect an individual’s right to privacy and hold College information securely through its creation, storage, transmission, use, and deletion.
- All camera installations are subject to federal and state laws.
Placement of Cameras
- Cameras will be located so that personal privacy is protected. No audio will be recorded. Camera positions and views of or in residential housing will not violate the standard of a reasonable expectation of privacy.
- All video camera installations should be visible. The exact location, number, and function of all cameras will generally be considered confidential for security purposes and not be released to the general public, guests or employees. The College reserves the right to place cameras in areas that are not open to the campus or general public (such as closed buildings or secure areas).
- Anyone who tampers with video equipment will be subject to disciplinary action.
Access and Monitoring
- All recording or monitoring of activities of individuals or groups by college security cameras will be conducted in a manner consistent with college policies, state and federal laws, and will not be based on the subjects’ personal characteristics, including age, color, disability, gender, national origin, race, religion, sexual orientation, or other protected characteristics. Furthermore, all recording or monitoring will be conducted in a professional, ethical, and legal manner. All personnel with access to college security cameras will be trained in the effective, legal, and ethical use of monitoring equipment.
- When an incident is reported, the personnel responsible for the area in question may request the Department of Public Safety to review the images from the camera. As circumstances require, the Director of Public Safety may authorize others to review images. A log will be kept of all instances of access to, and use of, recorded material. This log will be discarded at the end of each academic year.
Appropriate Use and Confidentiality
- Personnel are prohibited from using or disseminating information acquired from campus security cameras, except for official purposes. All information and/or observations made in the use of security cameras are considered confidential and can only be used for official college and law enforcement purposes upon the approval of the Director of Public Safety or designee. Personnel are expected to know and follow this policy.
Use of Cameras for Criminal Investigations
- Video equipment may be used in criminal investigations on behalf of the College. Individuals or agencies from outside of the College must request access to view materials in accordance with Hendrix College policies governing student records.
Exceptions
- This policy does not apply to cameras used for academic purposes. Cameras that are used for research, communications, class projects or department organizations are governed by other policies involving human subjects and are, therefore, excluded from this policy.
Safety and Security Camera Acceptable Use Policy
- This policy does not address the use of student/employee personal cameras, Webcams, videotaping events, live streaming or for general use by the college. This policy also does not apply to the use of video equipment for the recording of public performances or events, interviews, or other use for broadcast or educational purposes. Examples of such excluded activities would include videotaping of athletic events for post-game review, videotaping of concerts, plays, and lectures, live stream activity or videotaped interviews. Automated teller machines (ATMs), which may utilize cameras, are also exempt from this policy.
Procedures
- Departments requesting security cameras will be required to follow the procedures outlined in this policy.
Training
- Camera control operators shall be trained in the technical, legal, and ethical parameters of appropriate camera use. Camera control operators shall receive a copy of this policy and provide written acknowledgment that they have read and understood its contents.
Operation
- Video surveillance will be conducted in a manner consistent with all existing university policies. Camera control operators shall monitor based on suspicious behavior, not individual characteristics. Camera control operators shall not view private rooms or areas through windows. All operators and supervisors involved in video surveillance will perform their duties in accordance with this policy. Abuse of standard operation policies or inappropriate camera control operations will result in disciplinary action.
Storage and Retention of Recordings
- No attempt shall be made to alter any part of any surveillance recording. Surveillance centers and monitors will be configured to prevent camera operators from tampering with or duplicating recorded information.
- All surveillance records shall be stored in a secure location for a period of approximately 20 days and will then be overwritten unless retained as part of a criminal investigation or court proceedings (criminal or civil), or other bona fide use as approved by the Director of Public Safety. Individual departments shall not store video surveillance recordings.
- A log shall be maintained of all instances of access to or use of surveillance records. The log shall include the date and identification of the person or persons to whom access was granted.