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: Faculty of Applied Science – Dean’s Office Kaiser 5000 Level
1.2. System identifier: 55
1.3. Camera operator: Campus Security, Vancouver Campus
1.4. Short description of system: This system consists of one camera located in the 5000-level common lobby area of the Fred Kaiser Building (KAIS) which is adjacent to the Faculty of Applied Sciences – Dean’s Office. The areas monitored includes the Dean’s office entry door and portion of the lobby area which has 24-hour staff access via electronic card (UBC card) access system.
1.5. Approval Date: December 11, 2020
2. Rationale
2.1. The purpose/objective for installing these cameras: The camera is intended to monitor and provide a deterrence for anti-social incidents, and prevent theft and damage to Dean’s office area which contains high-value electronic equipment. The cameras will also provide forensic value for any incident or security investigations undertaken by the RCMP or Campus Security. The Dean’s office area is temporarily being routed as an emergency exit route 24/7 in the event of a building emergency, such a fire alarm activation, requiring evacuation. The Dean’s office access card system is temporarily being disabled to provide ease of passage during the Macleod building renovation project.
2.2. The necessity for the use of cameras in this area: The Dean’s office area is temporarily being routed as an emergency exit route 24/7 in the event of a building emergency, such a fire alarm activation, requiring evacuation. The Dean’s office card access control is temporarily disabled to provide ease of passage during the Macleod building renovation project. The camera is intended to monitor and provide a deterrence for (1) anti-social incidents, (2) prevent damage and (3) prevent theft of high-value electronic equipment in the Dean’s office area. The camera will also provide forensic value for any incident or security investigations undertaken by the RCMP or Campus Security.
2.3. What less privacy-intrusive alternatives to the use of cameras have been considered and why they have been rejected: The Dean’s office door to this office area would be kept unlocked 24/7 allowing for ease of passage during a building emergency requiring an evacuation. All building users requires unrestricted access, without the need of a UBC access card, to this space in case of an emergency. The exterior building doors are currently locked 24/7 and all users of the building must use their UBC access card for entry. An alarm system is installed, and armed 24/7, in the Dean’s office to trigger an alarm to alert Campus Security of unauthorized access. Campus Security have conducted regular patrols of the building. This camera system is necessary to deter theft or mischief as other measures have proved insufficient to prevent such incidents.
3. Scope
3.1. Description of area(s) to be monitored and placement of cameras, including diagrams where feasible: The 5000-level common lobby area and entry door to the Faculty of Applied Science – Dean’s office. The camera would be mounted in a corner of the lobby providing overall coverage of the space as well as the entry exit points.
3.2. How many cameras will be installed: 1
3.3. Whose activities will be viewed by these cameras (e.g. public, employees, students): Only those who access the Faculty of Applied Science Dean’s office will be viewed by this camera. This includes students, instructional staff and regular staff. Members of the public only have access to the building and area if on a guided tour, and they will 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 to capture any persons accessing the Faculty of Applied Science – Dean’s office space and 5000-level common lobby area. No areas inside the Dean’s office are viewable. The camera 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: The cameras are not actively monitored, 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: 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 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: 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 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 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 1Z4
7.3. Telephone number: 604-822-2222
7.4. Email address: campus.security@ubc.ca