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Video Technologies for Safety and Security Purposes, Policy on Implementation and Use of

Policy
Purpose: 

The purpose of this policy is to establish parameters for the authorized implementation and use of video technology on University premises to enhance safety and security. The existence of this policy does not imply or guarantee that video technologies will be monitored in real time 24 hours a day, seven days a week.

Applies to: 

This policy applies to all University of Kansas, Lawrence and Edwards campus units regardless of the source of funding used to purchase and/or install the equipment and technology.

Campus: 
Lawrence
Edwards
Policy Statement: 
  1. General Principles
    1. The University of Kansas Lawrence and Edwards campuses employ video technologies such as closed circuit television (CCTV) and cameras to deter crime, to enhance personal safety, to protect property, and to assist the police in carrying out their public safety functions.
    2. Use of video technology for security purposes will be conducted in a professional, ethical, and legal manner consistent with Federal, State, and local laws and University policy.
    3. Use of such technology on campus is prohibited unless authorized by the Office of the Provost and Executive Vice Chancellor (Provost Office).
    4. Personnel involved in video security will be appropriately trained and supervised in the responsible use of this technology. Violations of this policy may result in disciplinary action consistent with the rules and regulations governing employees of the University or the affiliated corporations.
    5. Public and non-University requests for video recordings will be directed to the Provost Office. Requests from law enforcement agencies will be handled in accordance with section II.D.10 of this policy.
  2. Responsibilities
    1. The Provost Office is responsible for authorizing and coordinating use of video technologies for safety and security purposes at the University. All University entities and affiliated corporations using video technologies (existing and new installations) for this purpose will adhere to this policy and the associated procedures. The Provost Office will assist University entities and affiliated corporations in implementing the policy and procedures.
    2. The Vice Provost for Administration and Finance or designee is responsible for convening representatives of appropriate University units and affiliated corporations to develop campus-wide standards for video technology equipment, network design, and installation.
    3. The Public Safety Office, in consultation with the Office of the General Counsel and the Provost Office, will monitor developments in relevant laws and in security industry practices to ensure that use of video technologies at the University is consistent and compliant with Federal, State, and local laws.
      1. The Public Safety Office will conduct security assessments for University entities and affiliated corporations that are interested in using video technology for security in their facilities. These assessments will be reviewed by the Chief of Police or designee and forwarded to the Provost Office for review and decision.
      2. Individual departments are responsible for all purchase, installation, maintenance, and replacement costs for their equipment.
      3. All installations/connections to the University infrastructure/network will be completed by the University Purchasing-contracted vendor(s) or by University/affiliate employees to established standards and in consultation with Information Technology.
      4. Only authorized personnel who have been appropriately trained in the use of video technologies and instructed on this policy will be involved in using video technologies.
      5. Signage notifying individuals that video technology is in use in an area will be posted consistent with the procedures adopted pursuant to this policy.
      6. When video security equipment is installed in the vicinity of residential facilities, the equipment will be set up to restrict views of windows by applying blocking technology to ensure the privacy of occupants.
      7. Video equipment will be configured to prevent unauthorized tampering or unauthorized duplication of recorded information. The Public Safety Office in consultation with Information Technology is authorized to review any equipment installed on the system to ensure network integrity and compliance with University policy.
      8. The Public Safety Office and Information Technology will oversee installation and operation of new equipment to ensure network integrity and compliance with this policy.
      9. Units are responsible for retaining recorded video for no fewer than 14 calendar days and for ensuring that video technology images are stored in a secured location with access by authorized personnel only.
      10. Other law enforcement agencies that request a copy of KU video recordings as part of a criminal or other official investigation shall make the request in writing on department letterhead to the Provost Office. The Provost Office, in consultation with the Office of the General Counsel, will determine the appropriate response.
Exclusions or Special Circumstances: 

Nothing in this policy is intended to limit or prevent the Public Safety Office from employing video security equipment in carrying out its duties and responsibilities as determined by the Chief of Police and Director of Public Safety.

Consequences: 

Employees who violate this policy will be subject to disciplinary action.

Contact: 

Policy Office, a division of the Office of the Provost and Executive Vice Chancellor
785-864-9600
policy@ku.edu

Approved by: 
Provost and Executive Vice Chancellor
Approved on: 
Monday, February 21, 2011
Effective on: 
Monday, March 28, 2011
Review Cycle: 
Annual (As Needed)
Keywords: 
Video technology, closed circuit television, CCTV, web cameras
Review, Approval & Change History: 

12/11/2014: Updated Review, Approval & Change History.

11/20/2014: Added Request for On-Site Security Assessment form.

11/03/2014: Corrected e-mail address in Contact field.

03/31/2014: Policy formatting cleanup (e.g., bolding, spacing).

02/21/2011: Approved by Provost and Executive Vice Chancellor Jeffrey S. Vitter.

Operational Categories: 
Facilities

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