6-12: Surveillance Cameras – Procedures

1. Requests to Install Security Cameras
   1. Direct requests to the Facilities and Operations Office.
   2. Feasibility will be determined by a team consisting of a designated representative from the Facilities and Operations Office, Campus Safety and Security, Human Resources, the President and the Office of Information and Technology.
   3. This team will have final approval on all aspects of the installation of any security cameras on College property.
2. Requests to View Recorded Footage
   1. Requests must start with director/supervisor of Campus Safety and Security, who will inform the Vice President of Finance/Chief Financial Officer and the President.
   2. Together, they will decide the proper course of action.
   3. Requestors shall not be permitted to view footage alone. Footage may be viewed with the supervisor of Campus Safety and Security along with the appropriate level of personnel from the requesting department:
      1. Requests to view student footage would involve the Vice President for Academic and Student Affairs, Associate Vice President of Student Affairs and/or the Director of the Testing Center.
      2. Requests to view employee activity would involve the Chief Human Resources Officer.
      3. All requests from the public to view security footage must be submitted to the Chief Communications Officer/Executive Director of Marketing and Public Relations (SFCC Policy 8-3 Inspection of Public Records) and other federal and state laws and legal processes addressing the disclosure of SFCC’s records.
   4. Live feeds in the Campus Safety and Security Office and the Testing areas are monitored periodically.
3. Storage and Retention
   1. Recorded surveillance camera data will be retained for a minimum of seven days to a maximum of 90 days, unless required for a continuing investigation of an incident.
   2. All recorded data will be stored on designated secured network video storage with secured and restricted access.
   3. Recorded data retained for investigation purposes will be strictly managed with limited access by the Campus Safety and Security Supervisor/Director.
   4. The Campus Safety and Security Director will determine and track the schedule for erasing or destroying camera footage.
4. Training
   1. The Campus Safety and Security Office is responsible for coordinating the training necessary to operate and monitor the surveillance system.
5. Body-Worn Surveillance Cameras
   1. Training
      1. Employees must complete the Body-Worn Cameras training program before being issued or using a Body-Worn Camera.
      2. Ongoing training will be provided as determined by the supervisor or director.
   2. Inventory Control of Body-Worn Cameras
      1. The Security Supervisor will manage the department’s inventory of Body-Worn Camera devices.
      2. The Security Supervisor will account for Body-Worn Cameras assigned to Security Officers.
   3. Issuance of Body-Worn Cameras
      1. As determined by the Director of Security, Body-Worn Cameras will be issued to all Security Officers.
   4. Operating and Utilizing Body-Worn Cameras
      1. Body-Worn Camera Use by Officers
         1. Body-Worn Cameras will be managed in accordance with the manufacturer’s instruction and training.
         2. Officers must use the device according to Policy 6-12 and these Procedures, and as trained.
         3. Body-Worn Cameras must only be used for their intended operational objectives.
         4. Officers may not interfere with the proper functioning of the Body-Worn Camera.
         5. Officers who have been issued a Body-Worn Camera and have been trained in its use are required to wear the Body-Worn Camera as outlined in these Procedures.
         6. Only College-issued and maintained Body-Worn Cameras may be used by officers.
         7. Officers must wear their Body-Worn Camera as part of the uniform when working on-duty (regular, overtime, special events) and wearing the uniform of the day as defined.
         8. Officers will not use a Body-Worn Camera assigned to another officer.
      2. Mounts and Wearing of Body-Worn Cameras
         Mounts
         1. Officers shall wear the Body-Worn Cameras using one of the mounts provided by the department or the officer can purchase a mount in the same standard.
         2. Mounts that have been damaged during the course of duty will be replaced by the department.
         3. The department will keep extra stock of mounts for damages sustained.
         4. Wearing Body-Worn Cameras
         5. Officers must wear the Body-Worn Camera above the midline of their torso, facing forward on the outer-most clothing or jacket.
         6. Officers shall not intentionally obscure the view of their Body-Worn Camera.
         7. Officers shall not mute their Body-Worn Camera.
         8. Officers will mount the camera in accordance with their training, with the camera facing forward to replicate the direction and view of the torso-mounted cameras.
      3. Testing and Malfunctions
         Testing of Body-Worn Cameras
         1. Officers wearing a Body-Worn Camera must test the functioning of the unit in accordance with their training at the beginning of each shift.
         2. Officers may not wear a Body-Worn Camera that fails the daily test.
      4. Body-Worn Camera Malfunctions
         1. If an officer becomes aware of a Body-Worn Camera malfunction during their shift, they must exchange the unit as soon as practically possible.
         2. Regardless of whether a malfunctioning Body-Worn Camera is believed to contain evidence, all units requiring repair must be treated as if they contain evidence.
         3. Malfunctioning Body-Worn Cameras will be turned into the Security Supervisor.
         4. Officers with a malfunctioning Body-Worn Camera will:
            1. Make a radio call advising of the malfunction. This is to make other officers aware of the issue.
            2. Notify a supervisor immediately via SFCC email.
            3. Obtain a spare Body-Worn Camera from the Campus Safety and Security Office.
            4. The malfunctioning Body-Worn Camera will remain assigned to the officer until all data has been uploaded from the unit.
            5. Officer will generate and complete an incident report that includes:
               1. The date and time of the incident,
               2. The Body-Worn Camera serial number,
               3. A brief description of the malfunction, and
               4. Whether the Body-Worn Camera is known or believed to have any data.
      5. Mandatory Recording
         1. Officers must activate their Body-Worn Camera at their earliest opportunity and before arriving on scene when recording is required by this policy.
         2. Officers must activate their Body-Worn Camera when responding to any call or incident, and before arriving on scene in the following circumstances and conditions:
            1. When an officer initiates a response to, receives a call to, or is investigating any type of incident.
            2. When an officer is assisting another officer at a call or incident.
            3. When an officer is participating in any of the following actions:
               1. Any vehicle approach,
               2. Any calls for unlocks,
               3. Any investigations or interviews,
               4. Any searches, including the request to search and consent,
               5. Any foot or vehicle pursuit,
               6. When any situation becomes adversarial, including situations which are either verbally or physically adversarial,
               7. When directed by a supervisor, and
               8. When operating a vehicle while responding to a call for service.
         3. If an officer is at a location or in any situation where an event occurs or develops where this policy mandates recording and their Body-Worn Camera is not already activated, and the officer is unable to begin recording with the unit due to circumstances making it unsafe, impossible, or impractical to do so, officers should begin recording with the Body-Worn Camera at the first reasonable opportunity to do so.
         4. Officers should document, in writing, the circumstances preventing them from activating the Body-Worn Camera and provide that documentation to their supervisor.
      6. Discretionary Recording
         1. Beyond the mandated scenarios described above, an officer may activate the Body-Worn Camera when they believe it should be activated based on their training, experience, and judgement, except when recording is prohibited under this policy.
         2. If an officer is involved in a situation and they are unsure if the activation is mandatory, discretionary or prohibited, they should activate the Body-Worn Camera.
      7. Recording is prohibited under the following:
         1. Interactions when not actively responding to, investigating, or assigned to a call or incident.
         2. Within areas of a facility restricted to personnel-only access, including Security camera rooms, locker rooms, and break rooms, except during an active incident. Body-Worn Cameras should only record citizen contacts inside a facility restricted to personnel-only access if relevant to an investigation or to comply with the Mandatory Recording situations described in this policy.
         3. At any location where a reasonable expectation of privacy exists, such as a bathroom or locker room, unless necessary for a security investigation or to comply with the Mandatory Recording situations described above.
         4. If directed to deactivate or not to record by a supervisor, unless the officer believes the order to be illegal, unethical, or in conflict with SFCC policy. If unclear, officers should seek clarification from the supervisor as to the reason for deactivation. Officers will record the name and position of the supervisor in their statement before deactivation.
         5. During discussions/briefs regarding operational tactics and/or strategies.
         6. Conversations with fellow employees or supervisors during routine activities not related to Mandatory Recording incidents or events.
         7. Officers will not be required to activate Body-Worn Cameras when engaged in conversations with individuals with whom the officer is in a privileged relationship (e.g., spouse, attorney, labor representative, minister, etc.).
         8. Supervisory counseling or other supervisor/employee conversations that occur outside the scope of a law enforcement activity.
      8. Failure to Record
         1. If an officer pre-maturely deactivates a recording, is unable to record, or fails to record a Mandatory Recording incident, the officer will report the facts surrounding the pre-mature deactivation, inability or failure to record to a supervisor, and generate and complete an incident report providing information about the situation and any pre-mature deactivation, failure to record, or delayed activations.
         2. If an officer is unable or fails to record a Mandatory Recording incident, any stated reason for the failure to record will be investigated by security supervision.
         3. Any Mandatory Recording incident not recorded can result in disciplinary actions against the officer (SFCC Policy 4-2 Employee Corrective Action and Disciplinary Action).
      9. When a Recording May Be Deactivated
         1. Once activated, the Body-Worn Camera must remain recording until the incident has concluded; meaning it is reasonable to believe that all interviews and incidents are completed, unless:
            1. The incident or event is of such duration that recording is deactivated to conserve power or storage capacity and the officer is not directly involved in activity relating to the incident or event.
            2. The officer’s supervisor has approved and ordered deactivation, unless the officer believes the order to be illegal, unethical, or in conflict with SFCC policy. If unclear, officers should seek clarification from the supervisor as to the reason for deactivation. Officers will record the name and position of the supervisor in their statement before deactivation.
            3. Deactivation is reasonable and necessary to protect the safety of the officers or others.
            4. Body-Worn Cameras may be deactivated during non-enforcement activities, such as waiting for a tow truck or protecting accident scenes.
         2. Upon conclusion of the incident involving circumstances giving rise to recording, the officer will record a short statement that the incident has concluded, and then deactivate the recording. If, after deactivation, the Body-Worn Cameras is reactivated, upon reactivation of the unit, the officer will state that the recording will resume.
         3. Notwithstanding the Mandatory Recording requirements above, when victims, witnesses, or other individuals wish to make a statement or share information, but refuse to do so while being recorded, or request that the camera be turned off, officers should turn off the Body-Worn Camera in order to obtain the statement or information. Prior to deactivating, the officer shall verbally document the person’s refusal to be recorded.
         4. Notwithstanding the Mandatory Recording requirements above, prior to recording an interview of a sexual assault or trauma victim, officers must request and obtain consent before recording and document the consent on the recording. Prior to deactivating, the officer shall verbally document the if the victim declined consent to be recorded.
         5. An officer’s decision to deactivate recording in a situation that would otherwise be recorded under Policy 6-12 must be documented verbally on the camera before deactivation. That decision must also be noted in an incident report, or if no incident report is otherwise required the decision must be documented in the Daily Activity Report. The report or Daily Activity Report must include factors considered in the decision to deactivate the Body-Worn Camera.
   5. Duty to Notify Persons of Body-Worn Camera Recording
      1. If an individual asks an officer if a Body-Worn Camera is on or recording, officers shall tell people that they are being recorded, unless the officer believes that disclosure would result in a safety issue for the officer or public.
   6. Data Retention
      1. All data on Body-Worn Cameras from an incident that requires officers to complete an incident report shall be uploaded and categorized in the same file as the incident report. The footage will then be uploaded into the SFCC Maxient system along with the incident report.
      2. Recorded Body-Worn Camera data will be retained for a minimum of 90 days unless required for a continuing investigation of an incident, after which the recorded data will be erased or destroyed.
      3. Body-Worn Camera recordings may be retained for as long as reasonably necessary for possible evidentiary or exculpatory use related to the incident with respect to which the data were collected.
   7. Access To and Viewing of Body-Worn Cameras Data by Individuals Who Are Not Authorized Personnel
      1. Requests for Body-Worn Camera information made by a law enforcement agency shall be presented to the Campus Safety and Security Director who will determine the proper course of action.
      2. All other requests for information acquired by Body-Worn Cameras shall be presented by the requestor to Campus Safety and Security, who will inform the Vice President of Finance/Chief Financial Officer and the President; together, they will decide the proper course of action.
      3. Requestors shall not be permitted to view footage alone. Footage may be viewed with the supervisor of Campus Safety and Security along with the appropriate level of personnel from the requesting department:
         1. Requests to view student footage would involve the Vice President for Academic and Student Affairs, Associate Vice President of Student Affairs and/or the Director of the Testing Center.
         2. Requests to view employee activity would involve the Chief Human Resources Officer.
         3. All requests from the public to view security footage must be submitted to the Chief Communications Officer/Executive Director of Marketing and Public Relations or designee (SFCC Policy 8-3 Inspection of Public Records Act) and other federal and state laws and legal processes addressing the disclosure of SFCC’s records.
   8. Access To and Viewing of Body-Worn Camera Data by Authorized Personnel
      1. All access to Body-Worn Camera footage shall be logged, and shall document the following:
         1. Which footage was accessed,
         2. Who accessed the footage,
         3. The date and time the footage was accessed,
         4. The reason the footage was accessed, and
         5. Any copying or editing of the footage.
      2. Officers shall not edit, alter, erase, duplicate, copy, share, or otherwise distribute in any manner Body-Worn Camera recordings without prior written approval from the Security Supervisor.
      3. Officers are authorized to access Body-Worn Camera data for legitimate security purposes, including but not limited to report writing, preparing to give a statement, preparing for court testimony, or to respond to allegations of substandard performance or misconduct.
      4. Permitted Use of Body-Worn Camera Data includes:
         1. Case investigation – An investigator assigned to a related investigation may review Body-Worn Camera data relevant to the investigation.
         2. Incident and Performance Reviews – Body-Worn Camera data may be accessed by a supervisor and department personnel upon obtaining supervisor approval for the purpose of reviewing officer responses to incidents, training, and for the purpose of reviewing, coaching, and providing feedback to the department or individual officers so as to improve procedures and performance.
         3. Disclosure to Courts or SFCC investigators – Body-Worn Camera data relating to a criminal or policy matter will be disclosed to the appropriate legal counsel, prosecuting authority, or investigator.
         4. Training – Officers who become aware of Body-Worn Camera data that may contain training value should notify their supervisor. The data may be shown to staff for public safety training purposes.
         5. Evaluation of alleged misconduct – Nothing in this policy limits or prohibits the use of Body-Worn Camera Data by the department to evaluate alleged misconduct or as a basis for discipline.
         6. Body-Worn Camera data may be accessed by SFCC investigators or any supervisor investigating a complaint of misconduct.
         7. A complaint of misconduct may include any allegation of improper procedures or misconduct, from an informal allegation or question to a formalized complaint.
         8. Informal allegations or questions should be handled within the department consistent with the chain of command.

Contact:          Chris Gettler, Supervisor
Campus Safety and Security
505-428-1136, chris.gettler@sfcc.edu

Nick Telles, Vice President of Finance/Chief Financial Officer
505-428-1161, nick.telles@sfcc.edu

Updated:         3/15/2024