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Installation and Use of Video Surveillance Systems

Category: Operations
Number: OPS-050-015
Audience: All University employees
Issued: November 16, 2005
Revised: July 19, 2018
Owner(s): AVP (Facilities Management)
Approved by: VP (Administration)
Contact: Director, Security and Operations 306-585-4655

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.

Policy

Campus Security 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:

  1. To assist in efforts to maintain personal safety of students, faculty, staff, and members of the public on the University premises;
  2. To assist with the application of University policies with regard to University property and the property of others;
  3. To provide a visual deterrent to crime;
  4. To increase the likelihood of identification of person(s) who may breach University policies and/or commit crimes; and,
  5. To assist in protecting assets on campus.

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 may be removed at the expense of the department installing.  All equipment must be approved by Facilities Management 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

The Director of Security and Operations (or designate in Campus Security) will:

  •   Have access to all real-time and recorded images resulting from video surveillance installations;
  •   Track all access to recorded images on digital systems; and,
  •   Receive and approve the requests for CCTV installation, etc.

Senior Administrators (or designate) will:

  • Have access to view any video surveillance information available for that area only for the purposes which supported the initial installation;
  • Designate access to other individuals within their department as required on an as needed basis;
  • Maintain records of staff provided with access with reasoning for that access;
  • Ensure compliance with all rules and regulations (including the Criminal Code of Canada, the Local Authority Freedom of Information and Protection of Privacy Act, all applicable University of Regina policies and any other applicable acts or regulations);
  • Ensure confidentiality of information obtained; and,
  • Request (if necessary) to have video surveillance equipment installed.

Manager of Electrical Services will:

  • Review the request for CCTV form; 
  • 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 listed below; 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 (153 KB) pdf.  Such a breach could result in reputational and financial risk to the University and may lead to dismissal.

Processes

Before Implementing Video Surveillance

The Office of the Privacy Commissioner of Saskatchewan suggests the following considerations:

  • Is the use of video surveillance lawful?
  • Is the video surveillance necessary?
  • Are there any stakeholders who should be consulted?

Access to Video Surveillance Information

  1. A Senior Administrator who requires access to video surveillance information must make a request to the Director of Security and Operations to have access to video surveillance images.
  2. The Director of Security and Operations will review the request and decide if the request meets the purposes outlined in this policy before granting access.

Storage and Retention

All recorded digital video surveillance information will be stored and secured as follows:

Digital recordings

  • Digital information will be saved for a minimum of 7 days unless required for a continuing investigation, after which overwriting will occur. Any information saved on other CDs as per above, will be broken by Campus Security after completion of minimum 1 year or until 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

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.

Video Surveillance Installation Process

Camera requests will be submitted to Director of Security and Operations who will initiate the project. Cameras will only be installed in accordance with the purposes described in this policy. Whenever possible, less intrusive options will be considered.

Requests for camera installation may come from the following sources:

  1. Senior Administrators may request for permanent installation in the faculty or department managed area.  Costs for equipment will be shared between the Department and Facilities Management (the total cost of the installation including labour, equipment, infrastructure hook up and applicable taxes and fees will be shared Dept/Faculty 2/3 and Facilities Management 1/3). Faculties and Departments will be responsible for the cameras and the interface with Campus Security maintaining the infrastructure.  No installation will be made without consultation with the unit that manages the space.
  2. Campus Security may request approval of the Associate Vice-President (Facilities Management) for the permanent installation in public use areas.
  3. Campus Security may request approval of the Associate Vice-President (Facilities Management) for temporary installation for investigation of criminal complaints.

Camera requests will be submitted to the Director of Security and Operations by completion of the attached Request for CCTV Form (75 KB) pdf. This form will be reviewed by the Director of Security and Operations 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.

Related Information