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: University Commons Camera System
1.2. System identifier: 54
1.3. Camera operator: Campus Security, Vancouver Campus
1.4. Short description of system: This system consists of cameras located at University Commons, one mounted on a utility pole on East Mall, second will be mounted west side of Robert H. Lee Alumni Centre in the UBC Point Grey Campus and a third will be mounted on a utility by the West of the UBC Life Building. The cameras have been positioned so that they can only view activity within the university commons area, not within the adjacent buildings.
1.5. Approval Date: November 16, 2020
1.6. Last Revision Date: October 27, 2022
2. Rationale
2.1. The purpose/objective for installing these cameras: The cameras are intended to provide forensic value to incident investigation. Also, the ability to actively monitor these cameras during an incident and or emergency significantly increases Campus Security’s situational awareness in those situations.
2.2. The necessity for the use of cameras in this area: The camera system will increase the situational awareness of events and/or incidents taking place at the University Commons. This area has extremely high foot traffic as well as a place of gathering and activity for events and or demonstrations. The use of safety and security cameras at this location will aid incident investigations and as deterrent for theft and damage of university assets.
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 in the University Commons area was implemented, but foot patrols alone cannot provide adequate coverage. The installation of recorded cameras that are not actively monitored except during an emergency and or safety related incident 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 on a utility poles on East Mall and on the west side of Robert H. Lee Alumni Centre in the areas shown on the following map:
3.2. How many cameras will be installed: 2
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): Pan, Tilt and Zoom.
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 university commons area, not within adjacent buildings. The cameras are not actively monitored (except in emergencies or safety related incidents) 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 placed on utility poles around the perimeter of the area covered by the cameras. In addition, public notification will be provided through the University Counsel’s website.
4.3. Whether and when the cameras will be monitored in real time: The cameras are not actively monitored (except in emergencies or safety related incidents) and recorded Camera Data will only be viewed for incident investigation purposes.
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: 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 authorized individuals 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 datacentres.
5.4. The protocol for accessing and viewing any recorded Camera Data: Recorded images can only be accessed by authorized individuals with password protection. Recorded images would only be viewed and/or extracted in response to incident investigation. Requests received to review the images are documented.
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 by authorized individuals. 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 logs all usage. The software deletes recorded images automatically after no more than 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 VZ4
7.3. Telephone number: 604 822 2222
7.4. Email address: campus.security@ubc.ca