These Terms of Use have been approved by the Director, Campus Security and the University Counsel under section 3 of Policy SC16 (Video Cameras Policy).
1. Overview
1.1. System name: School of Biomedical Engineering Makerspace Camera System
1.2. System identifier: 57
1.3. Camera operator: UBC Campus Security, Vancouver Campus
1.4. Short description of system: This system consists of 2 cameras located in the Wesbrook building (rooms 315/317), which is a 24-hours accessible makerspace and project design area at the School of Biomedical Engineering (SBME).
1.5. Approval Date: November 16, 2021
2. Rationale
2.1. The purpose/objective for installing these cameras: The camera system is intended to increase the level of safety of individuals, deter theft or damage to assets and property, as well as provide forensic evidence in the event of incidents requiring investigation.
2.2. The necessity for the use of cameras in this area: The 24-hour accessible SBME makerspace have similar challenges as other undergrad laboratories on campus as it contains valuable equipment, 24-hour access, and is situated in a highly accessible building. The cameras would form part of the holistic security approach to prevent unauthorized access, as well as to deter theft, vandalism, and potential conflict, to enhance the Safety and Security for the users of the space.
2.3. What less privacy-intrusive alternatives to the use of cameras have been considered and why they have been rejected: The cameras will form part for the holistic security measure in addition to the strategies that are already implemented. The main entrance/exit sites at the Wesbrook building are card-access only after hours, and pre-booking the space using an internal booking system is required before they can drop in, so identities of users are kept on file. However, these measures are ineffective in preventing theft of makerspace tooling and equipment, and not inadequate in protecting users against after-hours harassment or potential conflicts when they are working without supervision after hours.
3. Scope
3.1. Description of area(s) to be monitored and placement of cameras, including diagrams where feasible: The cameras will be located within rooms 315 and 317 of the Wesbrook Building.
3.2. How many cameras will be installed: 2
3.3. Whose activities will be viewed by these cameras (e.g. public, employees, students): Students, faculty and staff may all be potentially viewed with these cameras.
3.4. What types of Camera Data will be captured (i.e. video, audio or both): Video only
3.5. Any special capabilities of the system (e.g. zoom, facial recognition or night vision features): None
4. Privacy
4.1. How the cameras have been positioned or configured to collect the minimum amount of personally identifiable information necessary to achieve the purpose of the collection: The cameras have been positioned to monitor activity within the makerspace only. The doors to the makerspace are meant to be closed under normal operations, so areas outside the makerspace should not be in view. The cameras will not be actively monitored and recorded Camera Data will only be viewed for incident investigation purposes.
4.2. How individuals will be notified that they are entering an area that is being monitored: Signage will be posted in the makerspace areas and outside of both entrances. This will also be covered in the training sessions that are mandatory prior to makerspace use, and all training materials (including notification of cameras on the premise) will be made available on the SBME website. In addition, public notification will be provided through the University’s Counsel website.
4.3. Whether and when the cameras will be monitored in real time: Cameras will not be monitored in real time.
4.4. Whether and when recording of Camera Data will occur: Camera data will be activated upon motion activation.
5. Security of Camera Data
5.1. The place where Camera Data will be received and/or monitored: Campus Security Office (2133 East Mall).
5.2. Arrangements in place to protect against unauthorized viewing of the Camera Data: Only authorized individuals in Campus Security are able to access camera data. All software and camera equipment controls are password protected.
5.3. How and where any recorded Camera Data will be stored: Camera data are stored and archived on UBC servers, which are located in secure UBC datacentres.
5.4. The protocol for accessing and viewing any recorded Camera Data: Recorded images can only be accessed by individuals authorized by Campus Security, and would only be viewed and/or extracted in response to incident investigation.
5.5. Technical and physical security arrangements in place to protect against unauthorized access or disclosure of any recorded Camera Data: Recorded images are password-protected and accessed only through specific machines in the Campus Security office area. Servers are located in University datacentres, which are protected in accordance with Information Security Standard #18 (Physical Security of UBC Datacentres).
5.6. The protocol for logging access, use and disposal of any recorded Camera Data: The Video Management Software used by the Camera Operator audits all usage. The software deletes recorded images automatically.
6. Legal Authority for Use of Camera System
6.1. Authority under FIPPA: The University is authorized to collect personal information using this Camera System under the authority of section 26(c) of the British Columbia Freedom of Information and Protection of Privacy Act (“FIPPA”), i.e. the information relates directly to and is necessary for a program or activity of the University. The University is authorized to use this personal information under the authority of section 32(a) of the British Columbia Freedom of Information and Protection of Privacy Act (“FIPPA”), i.e. for one of the purposes set out in Policy SC16, or for a use consistent with one of those purposes.
6.2. Other legal authority: n/a
7. Who to Contact for More Information
7.1. Title: Manager, SBME Undergraduate Teaching Labs
7.2. Mailing address: 2222 Health Sciences Mall, Vancouver BC V6T 1Z3
7.3. Telephone number: 647-330-7944
7.4. Email address: yu.jessica@ubc.ca