Terms of Use – Interprofessional Clinic Waiting Room 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: Interprofessional Clinic Waiting Room Camera System

1.2.  System identifier: 9

1.3.  System operator: Undergraduate Teaching Assistant / Receptionist in Administration Office / Campus Security, Okanagan Campus

1.4.  Short description of system: This system consists of four cameras located in the waiting rooms of the UBCO Interprofessional Clinic (two in each room). The cameras have been positioned so that they can only view activity in the waiting rooms. The system will record video images and will not be actively monitored except in an emergency.

1.5.  Approval Date: August 5, 2016

1.6.  Last Revision Date: December 1, 2018

2. Rationale

The purpose/objective for installing these cameras: The cameras are intended to act as a deterrent for misconduct, to provide awareness for staff and forensic value to incident investigation in the event of any incident. The cameras monitor what is going on in the waiting rooms. Given the increased possibility of mental illness among those attending the clinic and a recent episode of inappropriate behavior towards a member of staff, there is a possibility that a client may be in distress or behave inappropriately. It was felt that staff needed to be aware of what is going on in those rooms to protect any client in distress, other clients (which can include children) or members of staff.

2.1.  The necessity for the use of cameras in this area: Safety and security of clients as above.

2.2.  What less privacy-intrusive alternatives to the use of cameras have been considered and why they have been rejected: The provision of in place security staff was considered. However, this was seen as both prohibitively costly and possibly intimidating and inappropriate for setting the appropriate environment for successful assessment and treatment. The installation of cameras record activity but are not actively monitored except during an emergency; the cameras were 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: Two cameras are mounted in the waiting rooms of the UBCO Interprofessional Clinic, the location of which is shown on the following map:

3.2.  How many cameras will be installed: Two cameras in each of the two rooms.

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 as they all could be clients (or accompanying individuals) waiting for clinicians. Clinicians and supervisors (students, staff and faculty) will also be briefly observed when then connect with their clients.

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): 360 degree view

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 high in the corners of the interior of the room so that they can only view activity only within the room itself. Cameras are not actively monitored (except in emergencies) 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: There is a sign indicating that the space is video monitored.

4.3.  Whether and when the cameras will be monitored in real time: The cameras are not actively monitored, except during an emergency. They are occasionally viewed in real time by the person at the reception desk. However, they are not actively continuously monitored due the nature of the person’s responsibilities.

4.4.  Whether and when recording of Camera Data will occur: The Camera Data will be recorded. The cameras record for three hours continuously. The video is replaced when new recordings are made.

5. Security of Camera Data

5.1.  The place where Camera Data will be received and/or monitored: The monitors and storage device are in the administrative office of the Interprofessional Clinic.

5.2.  Arrangements in place to protect against unauthorized viewing of the Camera Data: The administrative office is secured and is only accessible to those with controlled SALTO access. This prevents any casual user observing the imagery.

5.3.  How and where any recorded Camera Data will be stored: The camera data is recorded on the unit itself in digital format in 3 hour periods which are continuously overwritten in a recording loop.

5.4.  The protocol for accessing and viewing any recorded Camera Data: The monitor is observed live during normal working times. Recorded data can only be accessed by Campus Security who hold the necessary password access and will do so only at the request of the Unit Director and for potential investigatory reasons in the event of an incident. Only specific and relevant footage may then be extracted and again only used for safety and security purposes.

5.5.  Technical and physical security arrangements in place to protect against unauthorized access or disclosure of any recorded Camera Data: The images are only on the recorder in the administration room, which is limited to those with SALTO access privileges. This is strictly controlled on a central and auditable basis by Campus Security. The system is equipped with password protection allowing only those authorized to view the data and is not connected to any external network.

5.6.  The protocol for logging access, use and disposal of any recorded Camera Data: As above, the access to both live imagery and recorded data is strictly limited by both Salto access and data passwords. In the event that there is a desire to access footage then permission will need to be sought and granted by Campus Security. In turn they will log all such access in the Campus Security D3 security logging software system. Any footage extracted from this will be treated as controlled evidence in line with investigation procedures and kept within the D3 Security software system.

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, Interprofessional Clinic

7.2.  Mailing address: 3187 University Way, Kelowna, BC V1V 1V7

7.3.  Telephone number: 604.807.9930

7.4.  Email address: