St. Cloud State University Policies & Procedures

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Current Status: Approved

Policy Type: All University

Department/Division: University

Effective Date: 10/28/2019

Last Updated: 04/04/2021

Applies To: Students, Faculty, Staff, Visitors, Contractors, Vendors

Responsible University Officer: Vice President for Finance and Administration

Policy Owner: Campus Security Supervisor

Policy Contact: Campus Security Supervisor

Rationale

The University is committed to implementing and maintaining a comprehensive security plan that incorporates the use of video technology. Security cameras may deter crime, assist in the protection of persons and property, and help in the collection of evidence.  They may also be beneficial for management and operation of the University.

Policy

This policy applies to use of cameras for St. Cloud State University (SCSU) security operations, including construction. While such video uses are permitted, this policy does not pertain to video cameras:

  • used for instructional purposes, including research with human subjects or animal subjects.
  • used to obtain footage of public spaces, such as for university marketing, athletic events, employee training, or general non-security related observations.
  • used for temporary investigative work by outside law enforcement agencies.

Video Cameras for Safety and Security

It is the responsibility of administrators, department heads, and SCSU Public Safety, to make recommendations about the level of security required on campus.  Decisions to install cameras as a component of a comprehensive safety and security plan may be reached through consultation and deliberation with various campus, system and state departments, outside vendors or contractors or law enforcement officials as needed.

Video cameras may be used on campus to enhance and assist in safety and security.  These may include, but are not limited to:

  • placement of cameras to deter and/or detect prohibited conduct or criminal activity,
  • surveillance of controlled access points or alarms,
  • tracking of activities with or around valuable, hazardous, and/or sensitive information or materials, and
  • investigation into reported or suspected incidents.

St. Cloud State University allows employees with a legitimate work purpose and others as allowable by law to view and/or record video images.  The existence of this policy does not imply or guarantee that cameras will be monitored in real time, continuously or otherwise, except as circumstances and resources permit.

Video Footage

Recordings may be retained for a period not to exceed 30 days and will be held in a secure location with access by authorized personnel only. After 30 days, they will be erased, unless retained as part of any known investigation or court proceeding (criminal or civil), or other bona fide purpose as approved by the Director of Public Safety or the Director of Emergency Preparedness & Transportation Services or Special Advisor to the President.

Security system user accounts will be configured to prevent camera operators from tampering with or duplicating recorded information. Public Safety personnel who export video footage must also do so in the presence of a supervisor to maintain the integrity of the recording.

Video Monitoring and Inspection

Electronic video security monitoring and inspection at St. Cloud State University will be conducted in a professional, ethical and legal manner. Personnel involved in monitoring will be appropriately trained and supervised in privacy practices and the responsible use of security technology. Procedure violations may result in disciplinary action consistent with the rules and regulations governing employees of the University.  The following also apply to monitoring and inspection:

  • Information obtained through monitoring or inspection will only be released when approved by the Director of Emergency Preparedness & Transportation Services, the Director of Public Safety, the Vice President of Finance and Administration, or the Special Advisor to the President according to procedures established in this policy.
  • Video monitoring and inspection will be conducted in a manner consistent with all existing SCSU and Minnesota State System policies, including, but not limited to policies about non-discrimination, harassment, and retaliation.
  • Video monitoring and inspection shall be performed in a manner that does not violate the reasonable expectation of privacy.
  • The SCSU Public Safety Department will limit camera positions and views of residential housing accordingly. Students have a greater expectation of privacy in their personal residential rooms/apartments and in the hallways and lounges of residential facilities. Therefore, monitoring for safety and security purposes will not be used in residential hallways and lounges unless a specific safety/security risk exists that requires such action.

Responsibilities

The SCSU Public Safety Department, in consultation with the Vice President of Finance and Administration and the CIO; is authorized to oversee the purchase, use, set up, installation, maintenance, administration, and removal of electronic video security systems. Attempts to use, set up, install, administer, or remove electronic video security systems without direction from Public Safety or in a manner inconsistent with this policy and procedure is prohibited. All University areas using security cameras or any of the integrated systems are responsible for collaborating with Public Safety in implementing this policy and associated procedures in their respective departments.

Procedure

Requests for long-term security video monitoring, or for the installation or removal of a camera must be made in writing or by email to the Director of Emergency Preparedness & Transportation Services.  They will be considered in light of the objectives of this policy and if feasible and appropriate will be integrated into the operational plan for Public Safety, Emergency Preparedness & Transportation.

Requests for temporary camera installation for investigations, for enhanced security at special events, or as needed to protect the safety and security of the University must be made to the Director of Public Safety or Director of Emergency Preparedness & Transportation Services.  The Directors will consult with their supervisor and, at times with other Cabinet members with responsibility over the operations of interest. 

Requests for video footage as part of a data request or court ordered legal process must be directed to the Special Advisor to the President.

Related St. Cloud State University Policies

Supporting URLs

Websites, Related External Documents, Statutes

Contacts

Responsible University Officer
   Ries, Tressa
   Vice President for Finance and Administration
 
tressa.ries@stcloudstate.edu
320-308-2286
Owner
   Schnettler, David J.
   Campus Security Supervisor
 
dschnettler@stcloudstate.edu
320-308-4060
Contact
   Schnettler, David J.
   Campus Security Supervisor
 
dschnettler@stcloudstate.edu
320-308-4060

To make a comment or suggest changes to this policy:

St. Cloud State University Users: Login
Non-St. Cloud State Users: Email comments to policy@stcloudstate.edu