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: Physics and Astronomy Camera System
1.2. System identifier: 61
1.3. Camera operator: UBC Campus Security, Vancouver Campus
1.4. Short description of system: This system consists of cameras located in the Hennings building; two cameras will be in the Student Machine Shop (room 224), and two are in the Engineering Physics Project Lab (room 115). These spaces have 24-hour student access via the UBC Secure Access (UBCcard) system.
1.5. Approval Date: August 21, 2023
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, and provide forensic evidence in the event of incidents requiring investigation.
2.2. The necessity for the use of cameras in this area: These workspaces have many hazards, requiring strict safety adherence and procedural compliance. Previous incidents of unauthorized personnel gaining entry and thefts have occurred, posing safety and security concerns. There have also been instances of tampering with and damaging equipment, rendering property and occupants vulnerable despite current safety measures. The cameras would form part of the systematic security approach to prevent unauthorized access and deter theft, vandalism, and potential conflict to enhance the safety and security.
2.3. What less privacy-intrusive alternatives to the use of cameras have been considered and why they have been rejected: The main entrance/exit sites at the Hennings building are card-access only after hours, and both rooms, 224 and 115, are card-access only. However, these measures are ineffective in preventing theft of tooling and equipment, do not discourage work-safety violations when 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 are located in the interior of the Hennings building, overlooking primary access doors and the whole of each room (224 and 115), with two cameras in each room.
3.2. How many cameras will be installed: 4
3.3. Whose activities will be viewed by these cameras (e.g. public, employees, students): Members of the public, employees, and students 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 will be placed so that they can only view activity within the room’s interior and immediate areas around entry points. The cameras will not be actively monitored and recorded, and the data will only be considered for incident investigation.
4.2. How individuals will be notified that they are entering an area that is being monitored: Signage will be posted on the entry doors to the two rooms. In addition, public notification will be provided through the Office of the University 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: The Camera Data will be recorded continuously.
5. Security of Camera Data
5.1. The place where Camera Data will be received and/or monitored: Vancouver 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. If no incidents have occurred, recorded data will be stored for 30 days.
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 M9 (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 after 30 days.
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 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 section 32(a) of the 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: Director, Campus Security
7.2. Mailing address: 2133 East Mall, Vancouver BC, V6T 1Z4
7.3. Telephone number: 604 822-2222
7.4. Email address: campus.security@ubc.ca