Terms of Use – Campus Security 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: Campus Security Camera System

1.2.  System identifier: 13

1.3.  System operator: UBC Campus Security, Vancouver Campus

1.4.  Short description of system: This system consists of closed circuit cameras located in non-public areas of the Bookstore building and is managed by Campus Security.

1.5.  Approval Date: August 15, 2016

2. Rationale

2.1.  The purpose/objective for installing these cameras: The cameras are to provide forensic value as part of investigations into security and safety incidents.

2.2.  The necessity for the use of cameras in this area: The Campus Security offices and the bookstore warehouse immediately adjacent to campus security share a number of security requirements. These spaces are considered high security with no admittance for public or unescorted visitors. All doors into these areas are locked and require card reader access. Theft from the warehouse area and security of the loading docks is also an ongoing concern. Campus security front desk area is freely accessible from the outside and staff need to routinely interact with individuals in crisis.

2.3.  What less privacy-intrusive alternatives to the use of cameras have been considered and why they have been rejected: The camera system is part of a holistic security program. Measures such as audible exit alarms have been placed on exit doors, along with intrusion detection systems and card access. Non-public areas of the building are locked 24/7, visitors are required to be escorted though the sensitive areas.

3. Scope

3.1.  Description of area(s) to be monitored and placement of cameras, including diagrams where feasible: Cameras are located in the Bookstore loading bay, warehouse area and corridors entering into the warehouse. Cameras are also located at the entry/exit points into the Campus Security offices, front desk and area immediately in front of the Campus Security entrance door. The building in question is shown on the following map:

3.2.  How many cameras will be installed: 8

3.3.  Whose activities will be viewed by these cameras (e.g. public, employees, students): Members of the public and employees 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 so that they can only view activity within the protected space, and not the exterior of the building. No general office areas are covered.

4.2.  How individuals will be notified that they are entering an area that is being monitored: Signage will be placed on entrances on the perimeter of the building and areas covered by the cameras. In addition, public notification will be provided through the University’s website.

4.3.  Whether and when the cameras will be monitored in real time: Cameras are not monitored in real-time.

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

5. Security of Camera Data

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

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 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 dedicated recording computer within the Campus Security office.

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: Digital recording machine is located in a secure space within the building only accessible to select staff. The system is a closed circuit system and cannot be accessed remotely. The room where the recorder is located is locked and protected by an intrusion alarm.

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: 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