Administrative Policy

Administrative Memorandum 49 - Use of Hidden Video Surveillance Equipment

Purpose

The purpose of this policy is to provide a description of the terms that will govern the use of video surveillance equipment on University property.

Policy

Unfortunately, there are times when incidents of criminal action or egregious violation of University policy occur. Every attempt should be made to resolve these incidents through conventional means such as personal observation, counseling, reminders of University policies, enhanced supervision, etc. In the rare instances when problems cannot be readily resolved through conventional means, the temporary use of video surveillance equipment may be appropriate.

Responsibility

The President shall be responsible for authorizing the use of this equipment. The Chief Administrative Officer shall be responsible for the installation, proper use, and removal of this equipment per the terms approved by the President.

Implementation/Guidelines

  1. Incidents of criminal activity should be immediately reported to Security. Every attempt should be made to resolve these issues using conventional investigative means. The Chief of Security will assist with resolving these issues.
  2. Incidents of, or evidence of, egregious violation of University policy should be immediately reported to the appropriate supervisor, manager, Commandant or Dean of Students. Every attempt should be made to resolve these issues using conventional means. The Director of Human Resources is available to assist with resolving these issues if an employee is suspected of violating University policy.
  3. In the event that these issues cannot be resolved using conventional means, the appropriate supervisor/manager may request that the use of video surveillance equipment be authorized. Such requests should be only to resolve issues of conduct that are a violation of laws or policies. The use of surveillance equipment will not be authorized for issues related to employee performance. Issues of employee performance are to be handled via guidelines published in the appropriate staff or faculty manuals. Requests to use surveillance equipment should be made in a meeting with the President. All requests for use of this equipment must explain, in detail, the extenuating circumstances that warrant the use of this equipment and verification that conventional means have been exhausted. The President may reject this request out of hand at this point.
  4. Should the President feel that the request to use surveillance equipment has merit, the Chief Administrative Officer, Chief of Security, Director of Human Resources (if an employee is suspected of egregious violations or criminal activity) and/or legal counsel shall be consulted and asked to render advice. The CAO or President will also consult with the Cabinet member responsible for the student group, area or department where the incidents occurred.
  5. Should the request to use surveillance equipment be approved, it shall be installed only in those areas where the criminal activity or violation of policy occurred. The equipment shall not be used in a random manner. The appropriate Cabinet member will be informed of approval of installation.
  6. If at all possible, and if it will not jeopardize the effectiveness of the investigation, people in an area being monitored will be notified.
  7. With presidential approval, this equipment can be installed in any area where criminal activity is suspected; however, under no circumstances will the equipment be installed in bathrooms, locker rooms, shower areas or areas where people may change clothing.
  8. The surveillance equipment shall be removed immediately after persons suspected of criminal activity or serious violation of University policy have been identified.
  9. As part of the approval process, the President is to specify a period during which the equipment may be operated. If suspects have not been identified within that period, the equipment shall be removed.
  10. If suspects have been conclusively identified, videotapes shall be kept as evidence and stored in a locked area within Security, Human Resources or local authorities as appropriate. If it is determined that a videotape does not contain evidence, it will be erased or destroyed within 24 hours of such determination.

Contact Offices

  • Chief Administrative Officer: Ext. 2148
  • Director of Human Resources: Ext. 2075
  • President: Ext. 2065