Security Camera Installation and Use Policy

Policy Number: 1.11.3.4
Category: Information Privacy
Effective: February 12, 2021
Revision History: Originally effective January 16, 2013; updated July 12, 2017
Review Date: February 11, 2024

1. PURPOSE AND SCOPE

   1. The purpose of this Policy is to regulate the use of Security Cameras at West Virginia University, West Virginia Institute of Technology, and Potomac State College of West Virginia University (collectively the “University”) to:
      1. Achieve a safe and secure campus environment and protect University property;
      2. Support the mission and charge of the University Police Department;
      3. Provide transparency in the use of Security Camera technology; and,
      4. Ensure the protection of individual privacy rights in accordance with applicable laws and the University’s Information Privacy Policy.
   2. This Policy applies to all Authorized Individuals who are doing work on behalf of the University that use Security Cameras on property owned and/or utilized by the University for safety and security.
      

2. SECURITY CAMERA USE AT THE UNIVERSITY

   1. All Security Cameras must be integrated into the University Police Department’s video management system in Morgantown.
   2. Existing security equipment may be used only until the manufacturers’ announced end of service or end of life cycle or replacement.
   3. Audio recording is not permitted unless consent has been given by one party to the conversation or otherwise in accordance with applicable laws.
   4. The use of non-functional ("dummy") Security Cameras is prohibited.
   5. Security Cameras may not be placed in areas where there is a reasonable expectation of privacy. This includes any area in which a person may be totally or partially nude, and areas that exist specifically for the health or comfort of employees, including, but not limited to, places designated for the safeguarding of employee possessions, restrooms, shower rooms, locker rooms, dressing rooms and employee lounges.
   6. All University Facilities are subject to Security Camera coverage, either in fixed or temporary mounts, in accordance with this Policy, other University policies, and all other applicable laws.
   7. University Police must be consulted before the installation of any Security Camera and/or monitoring device on any University property. University Police will determine if installation is warranted and/or meets appropriate laws and University standards and policies.
   8. Security Cameras will be mounted and signage posted according to applicable laws.
   9. Digital and/or analog recordings will be stored for review for a minimum of twenty-five (25) days or for such a period as may be governed by applicable laws, or in accordance with evidentiary requirements.
   10. Security Camera recordings will be protected from Unauthorized Access in accordance with applicable laws and University policies and/or standards.

3. DEFINITIONS

   1. “Authorized Individual” means faculty, staff, students, and other who have assigned WVU Login credentials which provides them access to University Facilities (e.g., retirees, consultants, presenters, camp attendees, vendors).
   2. "Security camera" means a camera used for monitoring or recording public areas to enhance public safety, monitor restricted areas or equipment, discourage theft and other criminal activities and to prevent, investigate and resolve incidents.
   3. “Unauthorized Access” means access to a University Security Camera recording that has not been approved.
   4. “University Facilities” means any facility and/or grounds owned or maintained by the University. These include but are not limited to: dining halls, University-owned or controlled buildings, library and athletic facilities, and any other facility so deemed by the University.

4. ENFORCEMENT & INTERPRETATION

   1. Any employee who violates this Policy will be subject to appropriate disciplinary action.
   2. Any student who violates this Policy will be subject to appropriate disciplinary action in accordance with the Student Code of Conduct.
   3. Any individual affiliated with the University who has been granted access to a University Facility and violates this Policy will be subject to appropriate corrective action, including, but not limited to, termination of the individual’s relationship with the University.
   4. The University’s Chief Information Officer, supported by the Executive Director for Enterprise Support, will coordinate with appropriate University entities on the implementation and enforcement of this Policy.
   5. Responsibility for interpretation of this Policy rests with the Chief Information Officer.

5. AUTHORITY & REFERENCES

   1. BOG Governance Rule 1.11 – Information Technology Resources and Governance
   2. All other University policies are also applicable to the electronic environment. Relevant institutional policies include, but are not limited to:
      1. University Police Department mission
      2. Information Privacy Policy
      3. Faculty Handbook
      4. Code of Student Rights and Responsibilities
      5. WVU Talent and Culture Policies