The purpose of this procedure is to establish guidelines for the use of Central Wyoming College’s surveillance system and resulting recorded content.

 

The use of the surveillance system is intended to enhance the safety and security of   all persons on college property. The system may also help protect property from theft and/or vandalism and assist in investigations.  The surveillance system shall provide video only. There will be no audio capability.

 

The college will cooperate with law enforcement authorities, properly authorized by a court order if required, in investigations of alleged illegal conduct taking place on college property. 

 

II.  Procedure  

The Director - Campus Security may implement and maintain a video surveillance system on college property subject to the limitations of this procedure:

A.  No Audio:  The surveillance system will have no audio capability, either live monitoring or recording.

B.  No “Dummy” Cameras:  Intentionally inoperative, placebo, or “dummy” security cameras shall never be utilized.

C.  Retention of,  and Access to, Routine Video Recordings:  Video images may be routinely recorded and saved for a time period specified in the written process for this procedure, after which the recordings may be overwritten from the system.  The Director - Campus Security must authorize all access to the video system that contains these routine recordings, and will restrict access to the system to Campus Security personnel and those persons needed to maintain the video recording system.  Others may view specific video recordings only if copied and documented as noted in II. D below.

D.  Copies of Specific Video Recordings:  The Director - Campus Security may create copies of video recordings that are then attached as documentation to a college incident report.  Any such video copies must be entered into the incident reporting system of the CWC Campus Security Department and can be used in connection with disciplinary hearings or court proceedings.  These specific copies of video recordings are not time limited as required by II. C above.  

1.  Incident Reporting System:  The Director - Campus Security shall restrict access to this reporting system to only CWC employees needing such access as part of their defined job duties and to others as s/he deems appropriate.  

2.  Copies of Video Recording:  Viewing of any copied video recordings is limited to:

a.)  employees of the college performing specific job duties; or

b.)  others as deemed appropriate and authorized to do so by the Director - Campus Security.

E.  External Law Enforcement Use of Recordings:  Upon written, formal request and approval by the Director - Campus Security, such specific recordings germane to external, law enforcement agency investigations may also be copied and given to the appropriate law enforcement agency, subject to the agreement that the agency will in turn destroy the copy once they reasonably determine there is no law enforcement purpose in retaining the copy.

F.  Live Monitoring of the Video Surveillance System:  

1.  Only CWC employees authorized by the Director - Campus Security shall routinely monitor the live feed provided by the video surveillance system.  Such monitoring is typically limited to Campus Security personnel, and to Student Housing personnel for video stream(s) specific to CWC Housing areas.

2.  In an emergency situation that threatens life or property, and upon agreement with the responding law enforcement agency of appropriate  jurisdiction, the Director - Campus Security and the Chief Administrative Services Officer, the responding law enforcement personnel are authorized to monitor the appropriate live video stream(s).

G.  Camera Locations:  The Director - Campus Security may place cameras, in plain view, in any location on college property, except where the camera’s field of vision includes places where people would have a reasonable expectation of privacy.  Such excluded, private places explicitly include, but are not limited to: bathrooms, locker rooms, mental and physical health treatment spaces, and campus housing resident rooms and apartments. 

The Director - Campus Security may place covert (hidden) cameras:

 

III.  Implementing Process:  The procedure steward for this procedure will include in the associated implementing process:

A.  The length of time video recordings are routinely saved.

B.  Notification requirements of this procedure, including but not limited to:

1.  The Employee Handbook; and,

2.  The Student Handbook;  and,

3.  Exterior and interior signs on all college property upon which video surveillance equipment has been installed.