Video Surveillance Policy Print this Document Adopted January 2025 I. General Information & Guidelines Within educational facilities, there is a need to balance the accessibility and use of facilities with the need to provide a safe and secure environment. Physical security describes measures that prevent or deter access to a facility. Video monitoring is one of the multiple layers of physical security that has both preventive and investigative value. Prevention comes into play when there is knowledge that a camera exists, thus potential vandals or thieves will re-evaluate their actions. The investigative value helps to solve crimes as well as improve areas for safety. This will enhance the quality of life of the campus community by integrating the best practices of public and private security with state-of-the-art technology. The primary purpose of video technology is to deter crime and to assist GCC Police in protecting the safety and property of the college community. All video monitoring will be conducted in a professional, ethical and legal manner and will not invade anyone’s personal privacy. (72.8.2)(1a) Personnel involved in the use of video equipment will be appropriately trained and supervised in the responsible use of this technology. Any information obtained through video recording and/or monitoring may be used for public safety and law enforcement purposes and for compliance with GCC policy. Information obtained through video recording/monitoring will only be released when authorized by the Chief of Police. Video monitoring of areas for public safety purposes at Greenfield Community College is limited to locations that do not violate the reasonable expectation of privacy as defined by law. All video camera installations will be visible. Sound will not be recorded as it is currently against state law to audio record without the consent of two parties. As for responsibility, the Greenfield Community College Police Department is the department authorized to oversee and coordinate the use of video equipment for safety and security purposes at the college. The Chief of Police has the responsibility to authorize the use of video equipment, subject to impact bargaining and college administrative approval. The GCC Police Department will monitor new developments in the relevant law and practices to ensure that video monitoring at Greenfield Community College is consistent with the highest standards and protections. II. Policy It is the policy of this department to regulate the use of video cameras to monitor and record Greenfield Community College property. III. PROCEDURES Responsibility All operators and supervisors involved in the use of the video equipment and systems will perform their duties in accordance with policy developed by the Greenfield Community College Police Department and Greenfield Community College. All members of the GCC Police Department shall be considered to be CCTV system operators. Personnel are prohibited from using or disseminating any of the information acquired from the video equipment except for official purposes. All information and/or observations made in the use of CCTV (Closed Circuit Television) equipment are considered confidential and can only be used for official College and law enforcement business upon the approval of the Chief of Police. The following is a list of the use of CCTV: Property and building protection Enhancing public safety Crime prevention and deterrence Reducing or removing the fear of crime Alarm verification Video monitoring of public areas Criminal investigations Identifying suspects Gathering evidence Monitoring of access control systems. The following is a list of what the CCTV is NOT used for: Profiling Facial recognition Random targeting of individuals Running license plates for registration status checks (e.g., expired, non-Renewable) Peering into buildings, classrooms, private office spaces, restroom facilities, locker rooms or other areas where there is an expectation of privacy, except for legitimate campus safety and security purposes, such as criminal investigations. Real-time monitoring under non-emergency situations Random scanning for possible policy violations. Camera locations are determined by the Chief of Police before installation takes place. Subject to notification to Bargaining Units and College Council. Recorded events are stored for a period of thirty (30) calendar days on a secured cloud based platform, unless retained as part of a criminal or Title IX investigation or court proceeding (criminal or civil), or other bona fide use as approved. Cameras are NOT monitored under normal operating conditions, but may be monitored periodically for legitimate safety and security purposes that include the following: high risk areas, restricted access areas/locations, in response to an alarm, at times and locations that have previously experienced violations, special events, and specific investigations upon reasonable suspicion. Should monitoring reveal activity that violates laws or policies, an investigation will be initiated. An incident report will include a statement depicting what was observed from the employee monitoring the CCTV cameras. Camera operators will receive a copy of this policy and provide signature acknowledgment that they have read and understood its contents. Camera operators will conduct video observation of areas only in public areas. GCC respects the privacy of college community members. Any video security or monitoring conducted upon GCC property pursuant to this policy shall occur in public areas. Public areas include, but are not limited to, parking lots, bus stops, sidewalks, bike paths, building entrances and lobbies, staircases and stairwells, hallways and corridors, ATMs and point of sale/monetary transaction areas. Private areas such as the following shall not be subject to video security:, bathrooms, shower areas, lockers and changing rooms, areas where a reasonable person might change clothes, and private offices such as faculty offices. Additionally, rooms for medical, physical, or mental therapy or treatment are private. Where video cameras are permitted in other non-public areas, they will to the maximum extent possible be used narrowly to protect money, real or personal property, documents, supplies, equipment, or pharmaceuticals from theft, destruction, or tampering. At all times, GCC shall adhere to all applicable state or federal privacy laws. Signs shall be conspicuously displayed in all areas under video security. The minimum text for these signs must state "This area is subject to video security and may or may not be monitored. For liability and safety purposes, the Director of Facilities will use cameras to monitor construction projects. These cameras will only be surveilling the project area where no unit members will be allowed. Access to the digital recording will be limited to the Director of Facilities and the Vice President of Administration and Finance. Management Access to digital recording equipment is limited to: The Chief of Police The Vice President of Administration and Finance when the Chief of Police is unavailable Others may be designated by the GCC Chief of Police Information Technology employees when supervised or directed by the GCC Chief of Police Limiting access to digital recordings or CCTV equipment: The Chief of Police has the authority to limit access to digital recordings and CCTV equipment by installing passwords on the computerized system or through implementation of rules and regulations, such as this procedure. Under no circumstances will anyone other than GCC Police be permitted access to the CCTV system and shall not be permitted to monitor CCTV cameras or digital recordings, without prior knowledge and permission from the shift supervisor or senior officer on duty as well as the Chief of Police. Review and disseminations of information: Only the Chief of Police, or specific designee is permitted to review, copy, or remove digital recordings from the CCTV system. The Chief of Police should assist other GCC Police officers with any needs related to digital recordings. Concerned citizens, victims, news media, and other non-public safety employees will not be allowed access to digital recordings unless approved by the Chief of Police in connection with a formal public records request under state law. Officers investigating crimes or other incidents must seek the Chief of Police’s assistance in reviewing digital recordings for suspect or other valuable information. If necessary the Chief of Police or specific designee will "burn" a digital recording onto a memory storage for evidence purposes. This memory storage device will be handled as evidence and disseminated to proper authorities as required. Equipment Maintenance Under no circumstances shall anyone, except professionally trained technicians, the Chief of Police or qualified members of Information Technologies, attempt to service, repair, or tamper with any of the video security equipment. If any CCTV system equipment fails, the Chief of Police should be notified as soon as possible. The Chief of Police or specific designee will be responsible for notifying Information Technologies and/or the factory representative for repairs and for shutting down the affected equipment during failure.