Current through all regulations passed and filed through December 16, 2024
(A)
Purpose. Kent
state university is committed to enhancing the quality of life of the campus
community by implementing and integrating the best practices in safety and
security technology. Video surveillance and electronic systems are an integral
component of any safety and security plan and this policy is intended to
regulate the use of such technology on campus with regard to those purposes.
This policy is established to formalize procedures for the installation and use
of video surveillance and electronic systems for safety and security on
university property.
(B)
Scope. The purpose of this policy is to regulate the
use of video surveillance and electronic systems used in any area for the
purposes of safety and security on university property. This policy does not
apply to:
(1)
Video surveillance and electronic systems used strictly for
academic purposes or the use of webcams that have no significant secondary
security function. Such exceptions include systems used to deliver education,
conduct research, conduct video conferencing, record public performances,
record practices or rehearsals, record news or press coverage, produce
promotional materials, or record construction progress.
(2)
Automated teller
machines (ATMs) that may utilize cameras and are the property and
responsibility of the specific vendor.
(3)
The use of mobile
or hidden video surveillance and electronic systems used in criminal
investigations by police services.
(C)
Definition. For
the purposes of this policy:
(1)
"Video surveillance and electronic system" refers to
any system that monitors, records or regulates access to a specific location or
activity through processes, technology, and equipment including but not limited
to microphones, cameras, images, audio, video, snapshots, intrusion systems,
panic button systems, public address systems, configurations settings, logs,
software, and hardware.
(2)
"University property" refers to all university owned,
operated, or leased property.
(3)
"Monitoring"
means watching and observing a remote live view from a security camera as a
primary task or function.
(D)
Implementation.
Video surveillance and electronic system installation, administration, and
management will be coordinated by the department of public safety. Exceptions
will be extremely rare and require prior approval of the director of public
safety.
(1)
All university offices and
university personnel must seek and receive express, written permission from the
department of public safety prior to the installation of a new video
surveillance and electronic system, or the re-activation or upgrade of an
existing system, on university property.
(2)
Recordings and other records created from video
surveillance and electronic systems shall be stored in a secure location
determined by the department of public safety (in coordination with the
division of information services when applicable) and configured to prevent
unauthorized access, modification, duplication, or destruction.
(3)
Access to monitor or view recordings on video
surveillance and electronic systems shall be limited to authorized personnel by
the department requesting permission, and police services, and other personnel
as determined by the director of the department of public safety or
designee.
(4)
Standards for access
rights to video surveillance and electronic systems, storage standards and
retention, and camera nomenclature shall be determined by the director of the
department of public safety or designee.
(5)
The copying or retransmission of live or recorded video
from a video surveillance or electronic system shall be limited to persons
authorized by the director of public safety or designee.
(6)
Recordings and other files created from video
surveillance must be retained no less than.
thirty days. After that
time, the files can be in overwritten in conjunction with university approved
storage models, unless otherwise approved by the director of public safety or
designee. Recordings and other files related to ongoing investigations or legal
filings are exempt.
(7)
Recordings and other records created from video
surveillance and electronic systems under this policy are considered security
records. Personnel are prohibited from using or disseminating information
acquired from such systems, except for official purposes. All information and
observations made in the use of security cameras are considered confidential
and can only be used for official university and law enforcement
purposes.
(8)
Signs may accompany video
surveillance systems. Any signage posted shall include a statement indicating
that the surveillance is not actively monitored.
(9)
Video surveillance and electronic systems in university
facilities shall be maintained by the individual facility or department
purchasing or utilizing the system and shall be kept in working order at all
times as determined by the director of the department of public safety or
designee.
(E)
Oversight and enforcement.
The department of public safety, by and through its director, is responsible
for the administration of this rule. The department of public safety is further
responsible for providing a security assessment determining need, hardware
requirements, camera placement and access rights associated with any video
surveillance or electronic systems located on campus buildings or
grounds.