Chapter 5 - Administration
5.25 Security Cameras
Part 1. Policy
Minnesota West Community & Technical College uses security cameras as one resource
to enhance safety and security of persons and property. Additionally, security cameras
may provide beneficial information for management and operations of [College/University].
All security camera installations must be approved in advance by designated Minnesota
West Community & Technical College personnel, as described in this policy, except
in the case of an emergency that makes such consultation impractical. Placement and
use of security cameras must conform to applicable state and federal laws in addition
to system and campus policies. Security cameras must not have audio monitoring or
audio recording capabilities enabled. Video monitoring of public areas for security
purposes must be limited to uses that do not violate the reasonable expectations of
privacy of employees, students and visitors, as defined by law.
Part 2. Scope
This policy applies to all personnel, students, and departments of Minnesota West
Community & Technical College in the use of its equipment for video surveillance,
monitoring, and recording on [College/University]-owned, leased or controlled properties;
this policy does not apply to the use of video applications for academic, research,
or educational purposes of [College/University], or to security cameras installed
by authorized financial institutions to monitor ATM machine usage on campus.
Part 3. Management and Use of Security Cameras
The primary purpose of security cameras is to assist in the daily operations of campus
security and safety in providing a safe and secure environment to the Minnesota West
Community & Technical College community including students, employees, and visitors.
Information obtained through video monitoring will be primarily used for security
and law enforcement purposes. Information obtained through authorized surveillance
may be used in support of disciplinary proceedings against Minnesota West Community
& Technical College personnel or students, or by Minnesota West Community & Technical
College for other appropriate management and operations decisions and related purposes
such as litigation.
The installation and monitoring of security cameras and equipment must be administered by the Minnesota State employee designated by the president in a manner consistent with this policy. The designee may authorize the use of video surveillance in a temporary location upon request of a college official if a specific safety or security risk exists; if the request concerns the investigation of individuals, the designee shall consult with the Office of General Counsel and/or human resources office of Labor Relations in the system office prior to approval. The designee shall consult with system legal counsel if requested by law enforcement to install video surveillance for a criminal investigation.
In public areas, signage giving notice of the use of security cameras shall be posted as deemed appropriate by the designee.
If concern over camera placement should arise, concerned persons may submit a petition to the designee for the removal or relocation of an existing camera. The designee will review petitions regarding camera location(s) and determine whether the policy is being followed. The designee will determine the appropriateness of an installation by weighing the concerns of the person(s) making the request and the safety and security of the entire community. The designee will weigh whether the potential increment in community security outweighs any likely infringement of individual privacy.
Part 4. Principles
The following principles shall apply regarding the use of security cameras at Minnesota
West Community & Technical College under this policy:
- All recording or monitoring of activities of individuals or groups by authorized Minnesota West Community & Technical College security cameras will be conducted in a manner consistent with applicable system and Minnesota West Community & Technical College policies, and will not be based on an individual’s race, gender, ethnicity, sex, disability, or other personal characteristics that are protected by Board Policy 1.B.1.
- All recording or monitoring of video records will be conducted in a professional, ethical, and legal manner. Campus security and other personnel with authorized access to video recordings must receive a copy of this policy and will receive training on the effective, legal, and ethical use of the monitoring equipment upon assuming their role and at least annually thereafter.
- All recording or monitoring for security and safety purposes will be conducted only in areas where the public does not have a reasonable expectation of privacy. (e.g., not living spaces).
- Recorded images made by security cameras will be securely maintained by the Minnesota West Community & Technical College pursuant to its records retention schedule. The alteration of video images is strictly prohibited.
Part 5. Limiting Use, Disclosure, and Retention of Recordings
The designee is responsible for controlling access to the security cameras monitors
and recordings consistent with applicable privacy laws. Security camera data maintained
by Minnesota West Community & Technical College may be nonpublic or private data on
individuals under the Minnesota Government Data Practices Act and the Family Educational
Rights and Privacy Act (FERPA). (Video surveillance data may be nonpublic or private
“security information” as defined by Minn. Stat. § 13.37 Subd. 1 (a) or private personnel
or educational data pursuant to Minn. Stat. §§13.43, Subd. 4 and 13.32, Subd. 3, and
FERPA, 20 USC 1232g, which may be accessed, used, and disclosed to third parties only
as consistent with those laws.)
Nothing in this policy shall prevent reporting to law enforcement real-time observations of conduct that appears to constitute criminal activity.
Recorded images will be stored in a secure location with access by authorized personnel only. A log must be created by the designee and maintained by authorized designee(s) of all instances of access to or use of surveillance records. The log must include the date and identification of the person or persons to whom access was granted.
Security camera data shall be maintained with appropriate security in accordance with the Minnesota West Community & Technical College records retention schedule, and will then be destroyed in a secure manner, unless retained as part of a Minnesota West Community & Technical College proceeding, a criminal investigation, a court proceeding (criminal or civil), grievance or arbitration proceedings or other use as approved by the designee or designee(s).
The designee is responsible for securely retaining any surveillance data, including a video recording, which may be required for evidentiary purposes. If a copy of a recording is required for evidentiary purposes, campus personnel shall consult with the Minnesota State Office of General Counsel or the Attorney General’s Office on protocols that may be required for authentication or other purposes and shall use a permanent storage device such as a CD, DVD, or USB drive and physically label the device with the date, time, and location of the recorded incident. No video footage segments or individual image copies, other than those required for system backup or evidentiary purposes, may be made, shared, or distributed without specific authorization/approval as stated above.
Part 6. Violations
Any individual who has concerns about the possible violation of this policy may discuss
the matter with the designee. Any individual found to have violated this policy may
be referred for discipline under the applicable personnel or student conduct process.
Individuals who are believed to have tampered with or destroyed security camera equipment or recordings, or individuals who have accessed security camera records without authorization, may be subject to discipline under the applicable personnel or student conduct process and criminal prosecution, as appropriate.
Approved by: Terry Gaalswyk, President
Date: August 2018
History & Revision: