Terms of Use – Emergency Blue Phone Camera System

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: Emergency Blue Phone Camera System

1.2.  System identifier: 1

1.3.  Camera operator: Vancouver Campus Security

1.4.  Short description of system: This system consists of cameras mounted on approximately 84 Emergency Blue Phone pedestals located around Vancouver campus. The Blue Phones are used for emergencies, directions and assistance and are available 24/7. Users who push the button will be connected to the Campus Security dispatcher. Normally, the cameras only activate when the button is pressed. However, during emergencies Campus Security can activate them temporarily for safety and security purposes. During the Coronavirus (COVID-19) emergency, the phones will be continuously activated.

1.5.  Approval Date: March 6, 2016

1.6.  Last Revision Date: October 27, 2022

2. Rationale

2.1.  The purpose/objective for installing these cameras: The cameras are intended to increase the level of safety of individuals on campus. Adding a camera capability to the Blue Phones makes it much easier for Campus Security staff to assess the level of seriousness of each call. Also, the ability to turn these cameras on during an emergency significantly increases Campus Security’s situational awareness in those situations.

2.2.  The necessity for the use of cameras in this area: In response to a series of sexual assaults on the Vancouver campus in 2013, the University formed a Campus Safety Working Group to examine the issues of campus safety from a strategic standpoint. After consultation with the University community, the Working Group recommended the expansion of the blue emergency phone system on campus, and the equipping of these phones with cameras, subject to a requirement to develop a Policy to govern the use of safety and security cameras on campus.

2.3.  What less privacy-intrusive alternatives to the use of cameras have been considered and why they have been rejected: Increasing Campus Security foot patrols was considered but was rejected due to the significant expense of providing adequate coverage of the campus.  The installation of “always-on” cameras was also considered but in this case, it was considered needlessly intrusive. The installation of user-activated cameras at each Blue Phone location was determined to be the most effective method of ensuring situational awareness and promoting safety and security across campus with the minimal intrusion on personal privacy. As mentioned above, the cameras have been activated because the depopulation of the campus during the Coronavirus emergency have resulted in a substantially higher risk of property crimes and threats to worker safety. Monitoring and recording will assist in addressing these risks when they occur, and also assist in investigations and the implementation of corrective actions.

3. Scope

3.1.  Description of area(s) to be monitored and placement of cameras, including diagrams where feasible: Cameras are mounted on each Blue Phone pedestal in the locations on the following map:

3.2.  How many cameras will be installed: Approximately 89

3.3.  Whose activities will be viewed by these cameras (e.g. public, employees, students):  Members of the public, employees, and students may all potentially be viewed by 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): 360-degree view with tilt and zoom on select cameras.

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 are positioned so that they cannot view activity within adjacent buildings. The cameras normally activate only when the emergency button is pressed. Otherwise, they will only be activated by Campus Security staff to assist in an emergency. Compared to an actively monitored system, this dramatically reduces the amount of personal information being collected. During the Coronavirus emergency, the phones will be continuously activated.

4.2.  How individuals will be notified that they are entering an area that is being monitored: Due to the placement of the Blue Phones, it is not feasible to place signage around the perimeter of each phone. Signs have instead been placed on all Blue Phone pedestals, which are visible throughout the monitored areas. In addition, public notification will be provided through the University’s website, the University Calendar, and communications targeted at students, faculty, staff and residents.

4.3.  Whether and when the cameras will be monitored in real time: The cameras will only be monitored in real time when they are activated.

4.4.  Whether and when recording of Camera Data will occur: When the cameras are activated, the Camera Data will be recorded.

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 specific computers assigned to individuals authorized by Campus Security are granted access to camera imagery. The Video Management Software and cameras are password protected.

5.3.  How and where any recorded Camera Data will be stored: Camera Data is recorded and archived on UBC servers, which are located in secure UBC datacenters.

5.4.  The protocol for accessing and viewing any recorded Camera Data: Recorded images can only be accessed by individuals authorized by Campus Security. Recorded images 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 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