- Surveillance Camera – Procedures
This policy provides guidelines regarding the use of surveillance camera systems and the placement of surveillance cameras located at Santa Fe Community College (SFCC or College) facilities, including both Closed Circuit Television and internet-enabled cameras. The policy outlines the conditions under which stored images or video are to be used and when and how surveillance cameras are to be installed as part of crime deterrence, promotion of health, safety, and academic integrity, and to safeguard and monitor SFCC physical property.
Scope and Applicability
- This policy applies to students, faculty, staff and others who are employed or enrolled at all College campuses, sites and locations. It also applies to contractors, service providers, and visitors. It applies to all SFCC facilities where surveillance cameras are installed.
- SFCC will use cameras in specific situations, to support behavior as defined in SFCC Policy 2-1 Student Code of Conduct, including testing; and Policy 4-1 Workplace Ethics and Code of Conduct, including, standards of conduct.
- Authorized financial institutions utilizing security cameras to monitor bank locations and ATMs located on SFCC’s facilities are exempt from this policy.
Through this policy SFCC commits to enhancing the quality of life of the campus community by integrating the best practices of safety and security. It acknowledges the use of video surveillance technology is a part of a comprehensive security plan. To ensure the protection of individual privacy rights of those working, attending or visiting SFCC, this policy formalizes the process of using video surveillance equipment on college property.
- Academic Integrity is a fundamental principle which is important to the College. Students are responsible for ensuring they are honest in their academic pursuits. Academic dishonesty means any behavior that misrepresents or falsifies the student’s knowledge, skills or ability with the goal of unjustified or illegitimate evaluation or gain and includes cheating, plagiarism and falsification of records.
- Images (see the definition of Video, below)
- IPRA is the New Mexico Inspection of Public Records Act, NMSA 1978 § 14-201 et seq (Inspection of new Mexico Inspection of Public Records Act, NMSA 1978, Chapter 14, Article 2) .
- Privacy Areas are areas such as bathrooms, lactation rooms, shower areas, and changing rooms, and private offices; where student and staff will have a reasonable expectation of privacy.
- Surveillance Camera is any item, system, camera, technology device, and communications device used alone or in conjunction with a network for the purpose of gathering, monitoring, recording or storing an image or images of College facilities and/or people in College facilities. Image capture may use any technological format.
- Surveillance Monitoring or Recording is using a camera or other related technology to observe, review, report or store visual images for the purpose of determining crime and protecting the safety and security of SFCC.
- Video is the comprehensive term for all recorded (still or action) images that are addressed as part of this policy. It is visual only (no audio); it can include, but is not limited to, data, footage, images, recordings and information.
- Viewing is observing the live camera feed as it occurs.
A. Installation Procedures and Locations
1. The use of surveillance cameras is limited to uses that do not violate a person’s “reasonable expectation of privacy,” as that term is defined by law.
a. Accordingly, surveillance cameras are not and may not be installed in any privacy areas, with the exception of private offices, in which case surveillance cameras may only be installed or removed at the request of the occupant(s) with the prior written consent of the person(s) with reasonable expectations of privacy in that private office.
b. Surveillance cameras will only be installed with the advance approval of the Safety and Security Supervisor, Vice President of Finance/Chief Financial Officer, the Executive Director of Human Resources and the College President or designee.
2. The College’s use of surveillance cameras for monitoring or recording must be used in a professional, ethical and legal manner consistent with all existing College policies. SFCC’s surveillance cameras record video images only—audio signals are not monitored or recorded through SFCC’s surveillance system.
3. Tampering with surveillance cameras or unauthorized access to or duplication of recorded video is strictly prohibited. Surveillance cameras will be installed and configured to prevent tampering with or unauthorized duplication of recorded video.
4. All new installations of surveillance cameras must be approved by the Executive Director of Plant Operations and Maintenance, Safety and Security Supervisor, Vice President of Finance/Chief Financial Officer, Executive Director of Human Resources and the President or designee and coordinated with the Office of Information Technology.
- Only authorized personnel, as determined by the Safety and Security Supervisor, Executive Director of Plant Operations Management, Executive Director of Human Resources, Vice President for Academic and Student Affairs, Associate Vice President for Enrollment Management and Student Success, and the President or designee, will be involved in, or have access to, surveillance monitoring.
- The existence of this policy does not imply or guarantee that cameras will be monitored in real time 24 hours a day, seven days a week; however, the College reserves the right to do so.
- The surveillance camera system does not guarantee that someone on College property is safe from crime or injury. Surveillance cameras are not monitored 24 hours, seven days a week; therefore, there is no guarantee that Campus Safety and Security is going to observe and respond to a crime in progress. Victims of crime should dial 911, or contact Campus Safety and Security at 428-1224.
- Testing staff and student employees will monitor testing rooms for the purpose of proctoring exams.
C. Storage and Retention
- 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, after which the recorded data will be erased or destroyed.
- All recorded data will be stored on designated secured network video storage with secured and restricted access. Recorded data retained for investigation purposes will be strictly managed with limited access.
D. Release of Information
- Information regarding student conduct may be requested from Campus Safety and Security or the Testing Center by the Vice President for Academic and Student Affairs, the Associate Vice President for Enrollment Management and Student Success, or designee.
- College personnel are prohibited from using or disseminating information acquired from surveillance cameras except as approved by the Executive Director of Marketing and Public Relations. All requests for the release of information obtained through surveillance monitoring or recording must be submitted to the Marketing and Public Relations Department.
- TheMarketing and Public Relations Department will process such requests in accordance with IPRA and other federal and state laws and legal processes addressing the disclosure of SFCC’s records.
- Any release of recorded data will be reflected on a written log with a report from Campus Safety and Security.
E. Employee violation of this policy will be subject to discipline up to and including termination, according to SFCC Policy 4-2 Employee Corrective Action and Disciplinary Action.
Statement of Accountability and Responsibility
The President, through the Vice President of Finance/Chief Financial Officer, the Finance Office and Campus Safety and Security, shall be responsible for enforcing surveillance camera policies and procedures. The Finance Office and Campus Safety and Security shall work with the different departments and offices to comply with this policy and develop procedures that will enforce this policy regarding awareness, prevention, and remediation.
SFCC Governing Board approved: 9/15/15
Revised and SFCC Governing Board approved: 9/25/15
Revised and SFCC Governing Board approved: 12/2/15