2.10.3 Security Cameras, Surveillance and Recording
A. Purpose
To provide guidelines regarding the use of security cameras, including CCTV and web cameras at the university excluding mobile video equipment operated by law enforcement personnel.
B. Persons Affected
All University of Texas at Tyler and University of Texas Health Science Center at Tyler (collectively, the "University") employees, faculty, staff, students and other personnel and departments (excluding any legitimate academic uses covered by university policy governing research with human subjects).
C. Definitions
N/A
D. Policy
The University utilizes security cameras to monitor public areas to deter crime and to assist the University Police Department (UPD) in providing for security and safety of individuals and property of the University. Video monitoring of public areas for security purposes at the University is limited to uses that do not violate the reasonable expectation of privacy.
Video monitoring for security purposes will be conducted in a professional, ethical, and legal manner. Monitoring individuals based on characteristics of race, gender, ethnicity, sexual orientation, disability, or other protected classification is prohibited.
All requests for installing or utilizing security cameras on university property must be routed to UPD for approval, through the respective offices and must outline in detail why such a unit is needed in the location being requested.
UPD will conduct a security assessment and forward the results for camera location and other security recommendations to the requesting department and the respective campus Chief of Police for final review and approvals.
Legitimate safety and security purposes for camera monitoring include, but are not limited to:
- Protection of individuals, property and buildings--building perimeter, entrances and exits, lobbies and corridors, receiving docks, special storage areas, laboratories, cashier locations, etc.
- Monitoring of Access Control systems--monitoring and recording restricted access transactions at entrances to buildings and other areas
- Confirmation of alarms--intrusion alarms, exit door controls, hold-up alarms
- Patrol of public areas--transit stops, parking lots/garages, public/campus streets, shopping areas, etc.
- Investigation of criminal activity--robbery, burglary, theft surveillance, etc.
- Protection of pedestrians--monitoring of pedestrian and vehicle traffic activity
- Hazardous material response.
Any department wishing to request the ability to view cameras will be required to go through the proper channels established by each campus police department.
- Departments of The University of Texas Health Science Center Tyler should request installation and access to security through the UPD Access Control Office. If authorized, they will be provided a fixed panel setup, and the department will not have network access to the system, to ensure system integrity and security.
- Departments of The University of Texas at Tyler will be required to submit their requests for security camera installation and viewing access through the appropriate DocuSign routing form. If authorized by the Chief of Police, they will be given view access only to the cameras specific to their department.
UPD will oversee and coordinate the use and installation of security cameras on the University's campus. Each campus’ respective Chief of Police or their designee must authorize all security camera monitoring on the campus.
Information obtained through video monitoring will be used exclusively for safety, security, and law enforcement purposes. Recorded information will be stored in a secure location with access by authorized staff only.
All information gathered through the security camera monitoring system will be exclusively for security and law enforcement purposes. All information collected through recordings will only be released per university open records policy.
UPD staff involved in video monitoring will be appropriately trained and supervised in the responsible use of this technology. No staff other than those approved and trained in the use of security camera systems will operate cameras at any time.
The Communications Supervisor will assure responsible and proper camera monitoring practices by personnel. The Chief of Police or his designee may appoint a person to audit the monitoring of the operations, including image storage.
UPD employees and/or contractors under the direction of UPD are responsible for the daily operation of the cameras. All university policies, procedures, and guidelines will be followed in the monitoring of security cameras.
Network security will be the responsibility of the University's Office of Information Technology and Office of Information Security, working in conjunction with UPD.
UPD will:
- Conduct video observation of public areas that are in plain view.
- Be trained in the technical, legal, and ethical parameters of appropriate camera use.
- Monitor based on suspicious behavior, NOT group characteristics.
The UPD Access Control Office and communications supervisor will provide ongoing oversight of security camera operator activities and performance. Periodically and without prior notice, supervisors will have communications operators demonstrate their knowledge and understanding of relevant policies, procedures, and technical skills.
The UPD Access Control Office, in conjunction with UPD, will conduct periodic, unscheduled reviews of the cameras, network, and hardware associated with the security camera system.
Each incident that is supported or initiated by the security camera system will be documented. In the record of the incident, the reporting officer will enter:
- Security camera system was used in the incident
- The specific camera used; and
- Any pertinent information gathered by the security camera system.