Statement of Policy
Miami University is committed to the enhancement of campus safety and security and the maintenance of an environment conducive to quality education, individual privacy, diversity, and freedom of expression. The University uses video surveillance technology to monitor and record activities in public, high-risk areas, and restricted access areas in order to deter crime and assist the Miami University Police Department (MUPD) in providing for the security and safety of individuals and property that are part of the University community.
Reason for Policy
The purpose of this policy is to provide guidelines for the use of video surveillance technology on University property in a way that enhances security, while at the same time respects the expectation of reasonable privacy among members of the community.
The existence of this policy does not imply or guarantee that cameras will be monitored in real time 24 hours a day, seven days a week.
Entities Affected by Policy
All faculty, staff, students of Miami University, as well as visitors to the University, are covered by this policy.
Definitions
These definitions apply to these terms as they are used in this policy:
Video Surveillance Technology: Any item, system, camera, technology device, communications device, or process, used along or in conjunction with a network, for the purpose of gathering, monitoring, recording, or storing an image or images of University facilities and/or people in University facilities. Images captured by video surveillance technology may be real-time or preserved for review at a later date.
Policy
Access and Monitoring
1.1 All video security recording and/or monitoring of activities of individuals or groups will be conducted in a manner consistent with University policies and all applicable state and federal laws.
1.2 All video security recording and/or monitoring will be conducted in a professional, ethical, and legal manner.
1.3 Video security cameras are not monitored continuously under normal operating conditions but may be monitored for legitimate safety and security purposes that include, but are not limited to: high-risk areas, restricted access areas/locations, in response to an alarm, special events, and specific investigations authorized by the Miami University Police Department or designee.
1.4 For property protection and personal safety, access to live video or recorded video from video security cameras shall be limited to persons authorized by the Miami University Police, Human Resources, Assistant VP for Security Compliance and Risk Management or designee.
Review of Recordings
2.1 Miami University Police, Human Resources, Assistant VP for Security Compliance and Risk Management and their specific designees may play back recorded video while conducting an official investigation or verifying operational status of the system. Other than Miami University Police, Assistant VP for Security Compliance and Risk Management and their specific designees, the only staff authorized to export recorded video are specific staff assigned to the ORL or Rinella Learning Center when searching for evidence of a recently reported incident.
2.2 The Chief of the Miami University Police or designee may authorize sworn law enforcement personnel from other agencies to review recorded video in the course of an official investigation. All other personnel outside of MUPD must be expressly authorized to review video by the Chief of the Miami University Police or designee.
2.2 The Director of Public and Environmental Safety or designee may authorize sworn law enforcement personnel from other agencies to review recorded video in the course of an official investigation. All other personnel outside of DPES must be expressly authorized to review video by the Director of Public and Environmental Safety or designee.
2.3 State or municipal law enforcement agencies that use video security may desire live access to university cameras that have views of public streets or properties. Requests for access shall be reviewed by the Miami University Police or the Assistant VP for Security Compliance and Risk Management.
2.4 Nothing in this section is intended to limit the authority of the Miami University Police in conducting law enforcement investigations and other related activities.
Storage and Retention of Recordings
3.1 No attempt shall be made to alter any part of any video security recording.
3.2 All video security records shall be stored in a secure University location for a period not exceeding 30 days and then will be erased or written over, unless retained as part of a criminal investigation or court proceedings (criminal or civil), or other approved use as designated by the Miami University Police, Human Resources, Assistant VP for Security Compliance and Risk Management.
Policy Administration
Next Review Date
Responsible Officer
- Vice President for Information Technology & Chief Information Officer
Contact
- Assistant VP for IT Services Security, Compliance, and Risk Management
Related Document
Approval(s) and Date(s)
- Version 1.0 Approval by: Information Security Officer on June 11, 2019
Revision History
- 13 April 2018: draft policy approved and published