(1) Purpose - This procedure applies to the procurement, installation, monitoring, and use of closed circuit television and camera systems (CCTV) on the premises of Central Washington University. This does not include other non security camera systems. CCTV is used to deter crime and to assist the department of public safety and police services in providing for the security and safety of individuals and property of the university community.
(2) Process - The CCTV process varies according to the nature of the need. The initial steps however are similar for all installations. The first step in obtaining help is to contact the Facilities Management Department (FMD) to initiate a capital project request or a minor improvement project request (IPR). CCTV capital project request and minor improvement project request will be reviewed and approved by chief of police, AVPFM, AVPIT and AVPHR. Forms for capital project request and minor improvement project request are available on Facilities Management web site.
(3) Video Monitoring
(A) Video monitoring will be conducted in a professional, ethical and legal manner. Personnel involved in video monitoring will be appropriately trained and continuously supervised in the responsible use of this technology. Training in video monitoring will be overseen by campus police. Violations of this procedure will result in disciplinary action consistent with the rules and regulations governing employees of the University.
(B) Video monitoring of public areas for security purposes will be conducted in a manner consistent with all existing statutes, contracts, university policies, including non-discrimination, sexual harassment, and other relevant policies.
(C) All operators and supervisors involved in video monitoring will assure that this procedure and responsible and proper practices are followed.
(D) Camera positions and views of residential housing, dorms and apartments should be limited to open and public areas which will not violate the standard of "reasonable expectation of privacy." The only exception to this is when a law enforcement agency is conducting an investigation within the issuance of a court order authorized by a judge.
(E) Video monitoring of university premises is limited to use in areas other than those where someone would have a reasonable expectation of privacy, such as offices, restrooms and locker rooms. For the purpose of this procedure, the university premises include all university property, structures and buildings, including those areas occupied by businesses or other services.
(F) Mobile video equipment may be used in criminal investigations. Mobile video equipment will only be used in non-criminal investigations in specific instances creating significant risk to public safety, security, and property as authorized in writing by the chief of police or designee.
(G) University areas wishing to use CCTV monitoring are responsible for implementing this procedure in their respective operations in coordination with the chief of police or designee. Police Services will have primary responsibility for disseminating the procedure and assisting departments in implementing the procedure and procedures.
(H) Any diversion of security technologies for other purposes would undermine the acceptability of these resources for safety goals and is therefore prohibited.
(I) CCTV is not intended to monitor or supervise employees in their day to day operations.
(J) CCTV will be used to limit, prevent, deter, detect and investigate crimes and potential criminal behavior and/or acts. Emergency management may use this system to monitor areas for any and all potential hazards. This system may be used to monitor areas with a need of heightened security or areas with critical and/or valuable items or information.
(K) Any misuse of this system or materials produced as a consequence which is frivolous, or for private purposes, or is otherwise inconsistent with the objective and procedures as outlined may be deemed a violation of Central Washington University procedure.
(4) Responsibilities - No CCTV camera and recording systems will be purchased or installed on the Ellensburg campus without the review and approval of the chief of police (AVPBA), the assistant vice president for information technology (AVPITS), and the assistant vice president for facilities management (AVPFM), and consultation with the assistant vice president for human resources (AVPHR).
(A) Department of Public Safety and Police Services
1. The department of public safety and police services will monitor new developments in the relevant law and in security industry practices to ensure that CCTV monitoring at the university is consistent with the highest standards and protections.
2. The department of public safety and police services will have access to all live video monitoring and recorded footage of CCTV’s. Only those with a demonstrated need to chief of police will be permitted live video viewing or monitoring from the chief of police or designee. Those permitted may be given monitoring access in order to enhance security, crime prevention or crime recognition in the specific area to which they are assigned.
3. Access to all data collected in the use of this system will be limited to officers from the department of public safety and police services and to certain ITS personnel who are authorized to install, update or maintain the data or equipment. Still images and recorded footage of incidents not criminal in nature will only be released with the approval of the chief of police or designee. Still photographs and video footage of a criminal nature may be released as necessary to enhance the image, identify individuals or seek further information that may be relevant to the investigation. All requests for still and recorded images shall be made in writing to the campus police.
(B) Information Technology Services
1. The AVPITS will ensure that the proposed camera installation conforms with established policies and compatibility with existing hardware, software and equipment standards.
2. Routine maintenance, data storage of recorded images, and other daily activities associated with the operation of the CCTV system will be the responsibility of ITS.
3. The AVPITS will have overall responsibility for the installation, updates, data storage and maintenance of the CCTV system. ITS will establish a fee schedule for the installation, updates, data storage and maintenance of the CCTV system. Fee schedule will be posted on ITS web site.
4. ITS will ensure that CCTV data is stored in a secured area for a minimum of 30 days. Upon the request by the department of public safety and police services, specific data and/or footage may be retained or copied as needed or required.
(C) Facilities Management Department
1. The AVPFM has the responsibility to take the CCTV request through the capital project or minor improvement project processes.
1. Every camera will have an assigned owner and that owner will be responsible for all costs associated with the purchase, installation, operations and maintenance of the camera, as well as all related expenses. Examples of “owners” include:
a. Wildcat Shop – cameras designated for anti-theft and anti-vandalism
b. Museum of Culture and Environment– cameras designated for anti-theft and anti-vandalism.
c. Student Union and Recreation Center - general purpose cameras
2. The use of CWU campus wide, non-specified owner cameras must be justified to the chief of police, AVPFM, AVPITS, AVPHR. ITS will receive one-time and state base funding in accordance with normal cost structure to procure, install and maintain cameras that fall into this category.
3. User/Owner will designate and provide funding for any spare cameras or equipment that is required for the user/owners specific installation.
(E) Cost Structure. Costs associated with CCTV fall into three categories:
1. Camera related costs include, but are not limited to:
a. Cost of camera (end-user device units
b. Telecom labor for installation, aiming, focusing, cleaning, maintenance, setup and administration
c. Annual maintenance to head end equipment.
d. Network cable/installation if non-existing (switches, ports, etc.)
e. Licensing (initial and ongoing)
f. Ongoing costs for non-camera equipment support and/or replacement
2. Backend (server related costs):
a. One-time “owner” expenses related to infrastructure costs will include, but are not limited to share of server/storage hardware and share of the server operating system
b. Share of camera licensing for server and security management software and any special server software.
3. Recurring annual “owner” fees related to infrastructure costs will include, but are not limited to:
a. Three year server replacement costs, based on percent of server usage. For
example, if the owner’s camera is utilizing 50% of the server, that owner will be responsible for 50% of the server’s replacement cost every three years, divided by annual payments.
b. All hardware annual maintenance costs
c. Licensing renewal and maintenance fees
d. Hardware/Server maintenance and labor
e. Retrieval costs
f. Network bandwidth costs will be charged per camera
g. All other associated costs
h. Network bandwidth storage costs
4. Cost will be based on retention length and frames per second requested by “owner”. The minimum will equal a flat rate, per camera, per month, based on a reasonable and customary charge. The following will not be included in scope or billed:
a. Real time video monitoring
b. Access will be limited to “owner”, chief of polic
e or designee and IT camera system administration
c. Anything covered by the vendor in th
e RFP, etc., will not be billed by ITS
d. Special features “analytics”