Terms of Use – UBC Okanagan Campus Security Camera System

These Terms of Use have been approved by the Associate Director, Risk Management and Security Services and the University Counsel under section 3 of Policy SC16 (Video Cameras Policy).

1. Overview

1.1.  System name: UBC Okanagan Campus Security Camera System

1.2.  System identifier: 10

1.3.  System operator: Campus Security, Okanagan Campus

1.4.  Short description of system: This system consists of cameras located across the entire Okanagan Campus. The cameras have been positioned to provide protective security, reassurance and community safety to all campus users in common outdoor spaces, door entrances and sensitive areas. The system will record video images and some cameras will be actively monitored while others will not be actively monitored except in an emergency.

1.5.  Approval Date: August 8, 2016

1.6.  Last Revision Date: February 12, 2021

2. Rationale

2.1.  The purpose/objective for installing these cameras: The cameras are intended to act as a deterrent for misconduct and to provide evidence for incident investigation and parking meter ticket disputes.

2.1.  The necessity for the use of cameras in this area: Cameras are needed to provide a key element of protective security, reassurance and community safety for the institution and all members of the campus community.

2.2.  What less privacy-intrusive alternatives to the use of cameras have been considered and why they have been rejected: Alternative measures to provide security, reassurance and safety include the provision of centrally programmed building access control and the 24-hour presence of security guards. However the camera system permits much enhanced levels of security for building entry and overall campus safety and security without the need for a significant increase in the number of guards. Providing a greater number of guards was rejected on the grounds of cost and also the difficulty in recruiting and retaining adequate numbers of high quality security staff in a relatively limited employment pool. The installation of cameras which record activity but not all of which are always actively monitored was determined to be the least intrusive method of ensuring coverage.

3. Scope

3.1.  Description of area(s) to be monitored and placement of cameras, including diagrams where feasible: Cameras are mounted in the entrances and on the outside of the majority of buildings allowing security and safety monitoring to occur in the public spaces across campus. In addition, highly sensitive areas have cameras in the corridors and facilities. Most of the campus is covered, as shown in the following map:

3.2.  How many cameras will be installed: 235

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): Okanagan Campus cameras are primarily wide-angle, area viewing colour video cameras. They all have a night mode which provides black and white images but with a slightly enhanced contrast for night use but none have night vision capabilities. 43 are also equipped with the ability to Pan/Tilt/Zoom allowing more detailed monitoring of any incident if required.

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 focus on entrances, communal indoor spaces and outdoor areas of greatest security concern to alert security staff to events of concern or allow subsequent incident investigation for security purposes or to assist in the investigation of parking meter ticket disputes. Cameras are set up in wide fields of view to allow staff the situational awareness to react to any incident occurring but without the immediate fidelity to identify individuals; only cameras in areas of significant security concern are capable of zooming to identify individuals, and this will only be done in emergencies. Pre-defined cameras and coverage patterns have been designed to ensure that only those areas of significant security concern are actively monitored (except in emergencies) and recorded Camera Data is only viewed for incident investigation purposes. Staff are trained and aware of their responsibilities with respect to safeguarding personal privacy.

4.2.  How individuals will be notified that they are entering an area that is being monitored: Signage is widely placed around campus and specific signs will be placed on entry points to the campus.

4.3.  Whether and when the cameras will be monitored in real time: Some cameras are actively monitored, though the majority are not except during an emergency.

4.4.  Whether and when recording of Camera Data will occur: The Camera Data will be recorded.

5. Security of Camera Data

5.1.  The place where Camera Data will be received and/or monitored: Okanagan Campus Security Dispatch.

5.2.  Arrangements in place to protect against unauthorized viewing of the Camera Data: Only specific computers assigned to authorized individuals authorized by Campus Security are granted access to camera imagery. The Video Management Software and cameras are password protected. All video monitoring screens are shaded to prevent inadvertent viewing by unauthorized persons.

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 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. 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 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: Associate Director, Risk Management and Security Services, UBC Okanagan Campus

7.2.  Mailing address: 3333 University Way, Kelowna, BC, Canada, V1V 1V7

7.3.  Telephone number: 250.807.9182

7.4.  Email address: security.ubco@ubc.ca