Installation and Use of Video Surveillance Systems
Introduction
This policy describes acceptable installation and use for video surveillance (real time and stored images) at the University of Regina. Cameras can provide a visual deterrent to crime, provide protection to people and property, assist in overall security and increase the likelihood of identification of person(s) who may breach University policies and/or commit crimes.
In some cases, cameras may also be used to alert staff of any health-related emergencies that may occur within an exam room (i.e. seizure, panic attack).
In all cases, the University seeks to limit the use of video surveillance to situations where its use is necessary to provide protection to people and property.
Policy
Protective Services is responsible for the administration and operation and Electrical Services is responsible for the installation and maintenance of all video surveillance systems on campus in accordance with the applicable laws and regulations governing video surveillance.
The video surveillance equipment at the University of Regina will be installed for the following purposes:
- To assist in efforts to maintain personal safety of students, faculty, staff, and members of the public on the University premises;
- To assist in protecting assets on campus;
- To assist with the application of University policies with regard to University property and the property of others;
- To provide a visual deterrent to crime; and
- To increase the likelihood of identification of person(s) who may breach University policies and/or commit crimes.
Personal information contained on the recordings shall not be used or disclosed for purposes other than described in this policy, except with the consent of the individual or as required by law. Any video surveillance equipment not installed under these conditions will be removed at the expense of the Faculty/Unit or individual installing. All equipment must be approved by Protective Services via the Video Surveillance Installation Process listed below.
Access to video surveillance and recordings will be only be provided for the purposes described in this policy.
Roles and Responsibilities
Senior Administrators (or designate) will:
- Request (if necessary) to have video surveillance equipment installed
The Director of Protective Services (or designate) will:
- Receive and approve the requests for CCTV installation in consultation with the Privacy Head
- Track all access to recorded images on digital systems
The Privacy Head will:
- Receive and approve the requests for CCTV installation in consultation with the Director of Protective Services
The Manager of Electrical Services will:
- Manage the work to have the CCTV installed;
- Provide authorized individuals with IDs and passwords;
- Post notices and signage as outlined in the policy when a video surveillance system is being installed, with the exception of temporary installations for investigation of criminal activity/complaints; and,
- Maintain all video surveillance systems on campus.
Consequences for Noncompliance
Video surveillance equipment is installed for the safety and security of those on campus. If video surveillance equipment is used for reasons other than the purposes outlined in this policy it could be a breach of the Criminal Code of Canada and/or The Local Authority Freedom of Information and Protection of Privacy Act that could result in reputational and financial risk to the University. Employees failing to comply with this policy may be subject to disciplinary action.Processes
Video Surveillance Installation Process
Video surveillance requests will be submitted to the Director of Protective Services who will initiate the project in consultation with the Privacy Head. Cameras will only be installed in accordance with the purposes described in this policy. Whenever possible, less intrusive options will be considered.- Senior Administrators may request permanent installation in the Faculty- or Unit-managed area. Costs for equipment will be shared between the Faculty/Unit and Facilities Management (the total cost of the installation including labour, equipment, infrastructure hook-up and applicable taxes and fees). Faculties/Units will be responsible for the cameras and the interface with Protective Services maintaining the infrastructure. No installation will be made without consultation with the senior administrator that manages the space.
- Protective Services will consult with the Associate Vice-President (Student Affairs) for permanent installations in public use areas.
- Protective Services will consult with the Associate Vice-President (Student Affairs) for temporary installation for investigation of criminal activity/complaints.
Camera requests will be submitted to the Director of Protective Services by completion of the Request for CCTV Form. This form will be reviewed by the Director of Protective Services and the Privacy Head to ensure the request meets the purposes outlined in this policy, and to explore other options if possible. Upon completion, the form will be reviewed by the Manager of Electrical Services for installation.
Access to Video Surveillance Information
- A Senior Administrator who requires access to video surveillance information must make a request to the Director of Protective Services (or designate).
- The Director of Protective Services (or designate) will review the request and consult the Privacy Head to decide if the request meets the purposes outlined in this policy before granting access.
- Protective Services may also provide access to video surveillance information to law enforcement (e.g. RCMP, Regina Police Service) to facilitate criminal investigations.
- Protective Services may also provide access to video surveillance information as part of an access to information request under LAFOIP.
Storage and Retention
All recorded digital video surveillance information will be stored and secured as follows:
Digital recordings
- Digital information will be saved for seven days, after which overwriting will occur, unless required for a continuing investigation. Any information saved on other technology will be destroyed by Protective Services after the conclusion of any investigations and proceedings related to the recorded event.
- Digital servers will be located in secured areas where access is minimal and restricted to authorized staff.
Notification
Unless otherwise defined by a collective agreement, notices indicating a camera installation will be posted at the entrance to the area under surveillance or in close proximity to the camera installation site. Temporary installations will also be posted. The one exception to the posting of signage is when a temporary camera installation is required specifically to capture inappropriate and/or unlawful behaviour arising from a history of such behaviour at that site.
