Terms of Use – Mechanical Engineering Undergraduate Computer Labs 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: Mechanical Engineering Undergraduate Computer Labs Camera System

1.2.  System identifier: 44

1.3.  Camera operator: Campus Security, Vancouver Campus

1.4.  Short description of system:
This system consists of one camera each within the rooms of RH 123 and ICICS X060, of the Civil and Mechanical Engineering Laboratories (Rusty Hut) and the Institute for Computing, Information and Cognitive Systems, which both are undergraduate computer labs. The laboratory has 24 hour student access via the UBC Secure Access (UBCcard) system.

1.5.  Approval Date: April 25, 2019

2. Rationale

2.1.  The purpose/objective for installing these cameras:
The cameras are intended to help deter theft, damage and loss to high-value, computer equipment. Students will have 24 hour access to this space for project work during the term.

The cameras will also provide forensic value for any incident or security investigations undertaken by the RCMP or Campus Security.

2.2.  The necessity for the use of cameras in this area:
This room will be available for use after hours, with 24 hour, 7 days per week access to mechanical engineering undergraduate students, which contains high-value computer lab equipment. The cameras will mainly be used to deter theft, damage and loss of equipment in labs and the camera will be deployed to watch those areas.

2.3.  What less privacy-intrusive alternatives to the use of cameras have been considered and why they have been rejected:
The door to this space is kept locked at all times, and all users entering the premises must use a UBC Secure Access token (UBCcard) to enter the room, with the exception of a small number of trusted staff. The exterior building doors are locked at early hours on weekdays and always locked on weekends, and all users entering the building must use their UBCcard to enter. Door knob brackets have been installed on the doors. An alarm system is in place for times when students do not have 24 hour access (summer term), but arming the facility during term is not practical due to the number of users (>150). These measures have proved insufficient to prevent theft. Foot patrols have also not curbed theft incidents.

3. Scope

3.1.  Description of area(s) to be monitored and placement of cameras, including diagrams where feasible: The interior of RH123 and ICICS X060, which are shown on the following map. Cameras will be mounted at the front door of each lab providing general surveillance of the area of lab and entry way.

3.2.  How many cameras will be installed: 2 (one in each lab)

3.3.  Whose activities will be viewed by these cameras (e.g. public, employees, students):
Only those with access to RH123 and ICICS X060 will be viewed by these cameras. This includes students, instructional staff and regular staff. Members of the public only have access to the laboratory if on a guided tour, and they can be alerted to the presence of a camera system.

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:
Cameras will be positioned in the front corner of the rooms to provide oversight of the lab. No areas outside the room are viewable.
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 on the entry door and on the Office of the University Counsel website.

4.3.  Whether and when the cameras will be monitored in real time: No one will actively monitor the camera feed.

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

5. Security of Camera Data

5.1.  The place where Camera Data will be received and/or monitored: UBC Campus Security or RCMP only in an event of a security breach or safety incident.

5.2.  Arrangements in place to protect against unauthorized viewing of the Camera Data:
Only specific computers assigned to authorized individuals authorized by UBC Campus Security Administrators 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:
If no incidents have occurred, recorded data will be stored for 30 days by UBC Campus Security on UBC-based secure servers.

5.4.  The protocol for accessing and viewing any recorded Camera Data:
Recorded images can only be accessed by UBC 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 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: Manager, Facilities & Special Projects

7.2.  Mailing address: 2054-6250 Applied Science Lane, Vancouver, BC. V6T 1Z4

7.3.  Telephone number: 604-827-4090

7.4.  Email address: jennifer.pelletier@ubc.ca