Security Camera Policy

Policy Statement

SUNY Brockport reserves the right to place security cameras on campus where necessary. Security cameras will only be used in ways that do not violate any individual’s reasonable expectation of privacy.

SUNY Brockport respects the privacy of campus community members and is sensitive to balancing privacy with safety needs on campus. Cameras extend the protection of University Police, even when officers are not in an immediate area. Cameras are not a guarantee of safety but are a tool that assists University Police. Cameras protect campus community members from dangers by serving as deterrents and expediting investigations.

Purpose/Scope

The purpose of this policy is to provide guidance and establish parameters restricting the use of security cameras and the recording of public and restricted areas. In addition, this policy provides protocols for determining information technology needs, installation, data storage, camera specifications and standards, monitoring, retrieval, and access.

Applicability

This policy applies to all SUNY Brockport personnel in the establishment, installation, and use of university-authorized security cameras. This includes all departments, schools, organizations, or clubs on campus that request the installation of security cameras within their designated area. This policy does not apply to covert cameras used by University Police for criminal security as governed by New York State law.

Definitions

Public Area — A public area is any part of the facility or grounds that is open to the general public.

Reasonable Expectation of Privacy — The reasonable expectation of privacy is an element of privacy law that determines in which places and in which activities a person has a legal right to privacy. Sometimes referred to as the “right to be left alone,” a person’s reasonable expectation of privacy means that someone who unreasonably and seriously compromises another’s interest in keeping their affairs from being known can be held liable for that exposure or intrusion.

Restricted Area — A restricted area is any University building or space such as mechanical, electrical, telecommunications, elevator, custodial room, ceiling space, roof, chase/riser area, utility tunnel, or other area so designated on the Facilities Management Restricted Space List.

Security Camera — A security camera refers to a device that is part of the University’s security system and is used to monitor and record activities in a specific location. Security cameras may be installed in various locations and are commonly used for video monitoring or referencing occurrences. “Security Camera” does not refer to body-worn cameras.

Policy Procedures

1. Security Camera Acquisition
   
   
   1. Prior to the acquisition of any cameras, departments must notify University Police regarding their intention to pursue the acquisition of security cameras, the rationale for the security camera(s), and the point of contact (POC) for the department’s request.
   2. Following the initial contact with University Police, the department POC must meet with Brockport Information Technology Services (BITS) to discuss the camera type standards, camera installation locations, impacts upon the University’s network, development of network architectural drawings, and other criteria established by BITS. Following authorization and approval from BITS, the department POC must meet with Facilities Maintenance and Operations.
   3. The department POC will meet with a Facilities Maintenance and Operations representative to discuss the proposed location of the camera(s) installation to determine issues related to asbestos abatement (if necessary) or other structural issues, who will be conducting the camera installation (Facilities or contracted vendor), installation location related to IT closet, any other installation equipment support costs, and other criteria established by Facilities Maintenance and Operations.
   4. Each department that requests security cameras in their location will be responsible for all costs related to camera purchases (including upgrades and replacements), additional hardware, additional software, license(s), all applicable installation costs, and future repair or maintenance costs to their individual system(s). All purchases must be made in accordance with all University procurement rules and regulations.
   5. University Police will oversee the installation, support, maintenance, replacement, and decommissioning of all approved security camera systems with the assistance of the Vice President for Student Affairs, the Chief Information Officer, Facilities Maintenance and Operations, and external vendors, as appropriate.
       
2. Security Camera Placement and Identification
   
   

   The following guidelines apply to the placement of security cameras on campus:

   1. Camera installations will be determined in collaboration with University Police and Facilities Services, with final approval for locations by the division head or their designee.
   2. Security cameras may not be established in areas of the campus that are traditionally and generally considered to be private. These areas include private offices, rooms used for providing medical, physical, or mental health therapy or treatment, bathrooms, locker rooms, private living areas of residence halls (including Resident Director apartments), residence of the University President (Burlingame House), and hallways of the Hazen Center for Integrated Care. The only exceptions are security cameras used narrowly to protect money, documents, supplies, or pharmaceuticals from theft, destruction, or tampering.
   3. Security cameras shall not be directed into the windows of any private residential space or office. To the maximum extent possible, electronic shielding will be placed in relevant cameras so that they cannot look into or through windows.
   4. To the greatest extent possible given the location and intent of the security camera, all security cameras will be placed in easily visible locations or otherwise made identifiable through marking, coloring, or signage.
      
      
3. Security Camera Use and Non-Use Guidelines
   
   
   1. Security cameras shall be used exclusively for campus safety and security purposes. Review of recorded camera footage shall be conducted by the Chief of University Police or designee for these purposes.
   2. If an individual is concerned that a crime or incident may have occurred in the area monitored by cameras, they must report the suspected crime to University Police to initiate an investigation.
   3. SUNY Brockport University Police shall be responsible for evaluating and authorizing any release and use of the recordings by non-affiliated entities.
      
      
4. Access, Monitoring, and Retrieval of Security Camera Footage
   
   
   1. University security cameras are not monitored continuously under normal operating conditions but may be monitored for legitimate safety and security purposes that include, but are not limited to, the following: high-risk areas, restricted access areas or locations, in response to an alarm, special events, and specific investigations authorized by the Chief of Police or their designee. The central hub for all security cameras is in a secured location within the University Police Station. This centralized platform is where the recordings are stored and where monitoring of all security cameras can be obtained.
   2. For property protection, personal safety, and risk mitigation, access to live or recorded video will be authorized to a designee of the Office of Residential Life staff to review cameras specifically designated to the residence halls. This authorization will only permit access to the camera footage associated with the residence halls.
   3. For the purpose of maintaining the health and well-being of our campus environment, as well as adjudicating conduct cases, the Office of Student Conduct has access to monitoring live or recorded video footage. This footage may be saved to Student Conduct case files.
   4. For the purpose of Human Resources investigations, access to live or recorded video will be authorized to a designee of the Office of Human Resources staff to review camera footage.
   5. Any requests made to University Police to review video footage from a campus office will require a report to be filed in the University Police Record Management System (RMS) containing the name of the person requesting the information, along with the sum and substance of the request. Any video released will be approved by the University Police Chief or the Assistant Chief of Police. All recordings shared will be attached to the report filed.
   6. No students may be employed to monitor recordings or images, unless assisting in an investigation.
   7. If University Police, in conjunction with the SUNY Brockport President, deem it necessary to aid in an investigation or search, recordings or image stills may be released to the media or the public. Prior to releasing the recordings or images, the face and identifying features of all those persons not of interest to the investigation will be de-identified by face-pixelization or similar method.
      
      
5. Storage Media
   
   
   1. Recordings will be stored for a minimum of 30 days. After 30 days, recordings will be deleted from the storage server unless they have been flagged for investigative purposes or other University requirements, the latter being archived appropriately and secured.
   2. Recordings will be stored in a manner consistent with available technology and transported in a manner that preserves security and chain of custody.
   3. All cameras placed indoors will record at 1080p resolution and all cameras placed outdoors will record at 4K resolution.
   4. Release of any and all portions of recordings is subject to sections C and D above.
   5. Storage duration for recordings may be adjusted for changes in hardware requirements, as long as it continues to meet the needs of University Police (or other law enforcement agencies) for investigative purposes.
   6. Original recordings not released shall remain unedited. Editing or otherwise altering recordings or still images, except to enhance quality for investigative purposes or blur features as described above in section D, is not permitted.
      
      
6. Destruction or Tampering with Security Cameras
   
   
   1. Any person who intentionally tampers with or destroys a camera or any part of the electronic security system may be prosecuted in the criminal justice system and/or referred to the Student Conduct System for possible disciplinary action.
      
      
7. Appropriate Use and Confidentiality
   
   
   1. Security camera system users are prohibited from using or disseminating information acquired from University security cameras, except for official purposes. All information or observations made in the use of security cameras is considered confidential and can only be used for official University and law enforcement purposes.

Links to Related Procedures and Information

There are no links for this policy at this time.

Contact Information

Emergency Manager - (585) 395-5375

History (in descending order)

Approval

This policy was approved by President’s Cabinet on 2025-03-06