Security Surveillance Camera and Acceptable Institutional Use Policy

Policy Number: #200

Responsible Executive(s):

  • Provost

Responsible Office(s):

  • Campus Safety

Date Adopted: 06-24-2024

Date Revised: 06-15-2026

A. Purpose:

This policy applies exclusively to security surveillance cameras, recording systems, and related infrastructure that are owned, operated, or managed by the Department of Campus Safety and maintained on Campus Safety video management servers.

This policy does not govern the installation, operation, or use of cameras or video recording systems administered by other university departments for purposes unrelated to campus safety or security, nor does it apply to systems that are not connected to or managed through the Campus Safety surveillance infrastructure.

Examples of excluded systems include, but are not limited to, cameras used for counseling and training purposes, academic or scientific research, laboratory monitoring, instructional activities, athletic events, student conduct or disciplinary processes, and other department-specific operational needs.

Such systems shall be governed by applicable university policies, legal and regulatory requirements, and departmental procedures.

Regis University is committed to fostering the safest campus environment possible by integrating the use of technology into its safety and security programs. A key component is the deployment of electronic security cameras and their recordings.

This policy regulates the procurement, placement, installation, and use of security surveillance cameras to record areas of Regis University property, including the handling, viewing, retention, dissemination, and destruction of video surveillance records. The University uses security cameras to enhance and support campus safety and physical facility security. Video capture provides information that may be used as evidence in the event that an individual is the subject of harm or crime or in the case of lost, stolen, or damaged property, and for the purpose of investigations into criminal activity. Information obtained from security cameras is defined as institutional data and considered the property of Regis University.

When economies of scale and operational efficiencies can be achieved, university security surveillance camera systems may be utilized for purposes beyond campus safety and criminal investigations. With appropriate privacy safeguards, legal review, access controls, and compliance with applicable university policies, security camera systems may support academic, operational, emergency management, facilities, weather-monitoring, and other legitimate university functions. Under such circumstances, the Director of Campus Safety shall determine whether the proposed use is appropriate and shall establish any necessary access protocols, operational procedures, retention requirements, and supplemental policies governing the use of the camera system and associated recordings.

B. Scope

This policy applies to the use of security cameras on property owned or controlled by lease or a formal written agreement used by Regis University to include the Interprofessional Health Site in Thornton and to all members of the University community, including administrators, faculty, staff, students, visitors, vendors and contractors. This policy does not apply to the use of cameras for reasons unrelated to security surveillance activity.

C. The Policy

  1. The use and monitoring of cameras must conform to all applicable federal and state laws and Regis University policies. Monitoring individuals based on characteristics of race, gender, ethnicity, sexual orientation, disability, or other protected classification is prohibited. Cameras shall not be used in areas where there are reasonable expectations of personal privacy. Examples of such areas include, but are not limited to, the following:
    1. The interior of residence hall rooms
    2. Restrooms
    3. Locker rooms, shower areas, or other areas where persons change clothes
    4. Private Offices
    5. Any office or area used to provide mental or physical health care.
  2. Standards, Roles and Responsibilities
    1. The decision to deploy security cameras and their specific placement falls under the authority of the Regis Campus Safety Director. Regular (annually, or as needed) security surveys and risk analyses are conducted to develop and revise the strategic plan for camera installation and placement.
    2. While live monitoring is not the intended use of the security camera system, this policy does not prohibit, nor does it imply or promise, real-time viewing. Security cameras and their recorded images will not be used in performance evaluations.
    3. When security surveillance cameras are used for purposes beyond campus safety, security, and asset protection, the Director of Campus Safety shall determine whether a separate policy, procedure, or access restriction is required. Such uses may include, but are not limited to, supporting academic integrity through remote exam proctoring, weather and environmental monitoring, facilities management, operational planning, or other authorized university functions. Access to camera systems and recorded footage for these purposes shall be limited to authorized personnel and must comply with all applicable privacy, records of retention, and university policies. Weather and environmental monitoring may include providing Facilities personnel with real-time visual confirmation of roadway, parking lots, sidewalk, snow, ice, flooding, or other conditions affecting campus operations and safety.
    4. The director of Campus Safety, in consultation with the Chief Legal Officer, as appropriate, may approve a written request by vice presidents and associate vice presidents and Student Conduct a review video, provided that the director determines that the request is for a purpose authorized by this policy. The director, or their designee, will conduct the review and provide findings for the requesting party. Requests by law enforcement agencies will be approved as pertaining to ongoing investigations where Regis is not a named party or if subpoenaed. Approval of a request to review footage does not authorize the requesting party to directly view, receive, or otherwise access the video recordings.
    5. Direct access to or release of video recordings will be provided only as required by subpoena, court order, or other applicable legal process, or to law enforcement agencies in connection with a documented incident or ongoing criminal investigation. When appropriate, footage may be shared with law enforcement through a secure and protected means. Requests from law enforcement agencies will generally be approved when related to an active investigation and consistent with applicable law and university policy.
    6. Requests for video footage or recordings from external parties, including insurance carriers, third-party administrators, or attorneys in connection with workers' compensation, liability, or other claims, will not be granted absent a valid subpoena, court order, or other legal requirement. However, the university may review, preserve, and utilize surveillance footage as necessary to investigate incidents, defend against claims, support litigation, or protect the legal interests of the University.
    7. Video footage will be stored in accordance with the university’s Information Technology Services (ITS) cybersecurity standards and applicable records management requirements. Security camera footage will be retained for no more than thirty (30) days, after which it may be automatically overwritten or deleted in the normal course of system operation.
    8. The retention period may be extended at the direction of the Director of Campus Safety, the Chief Legal Officer, or as otherwise required by law, litigation hold, investigation, audit, or other legitimate university purposes.
    9. Any video footage associated with a reported Clery Act crime that becomes part of an incident report, investigation, disciplinary proceeding, or other official university record shall be retained in accordance with applicable federal law and university records retention requirements. When retained as part of a Clery Act-related case file, such records shall be maintained for a minimum of seven (7) years from the date the record is created, consistent with Clery Act record retention requirements.
    10. If concerns arise regarding camera placement or use, the Security Systems Manager will review any complaints in consultation with the Chief Legal Officer. Absent violations of law or institutional policy, the director of Campus Safety will decide the merits of any complaint while weighing the potential benefits in community safety against the impact of the concern raised.
    11. Video review will be conducted by Campus Safety Officers only. Other people available to review the video will be approved by the Chief Legal Officer, VPs, AVPs, and Student Conduct.
  3. Authority for camera oversight
    1. No unit or department shall purchase, install, attempt to install, or contract a vendor to install security cameras or recording equipment on the Campus Safety surveillance camera infrastructure independent of this policy.
    2. Campus Safety Director or designee, in conjunction with Physical Plant (AVP or designee), ITS security manager, and the Chief Legal Officer, will review requests for the installation of security cameras.
    3. Campus Safety oversees the scheduling installation and functionality of security cameras in conjunction with Physical Plant, ITS, and contracted vendors.
    4. Tampering with, disconnecting, or altering any part of the security camera system is a violation of the Security Surveillance Camera and Acceptable Institutional Use policy.
    5. Cases involving University employees and contractors/vendors will be referred to Human Resources, and those involving students will be referred to Community Standards and Care.
    6. All personnel with access to Campus Safety's security cameras (a) will be instructed in the technical, legal and ethical parameters of appropriate camera use; and (b) will receive a copy of this policy and provide a written acknowledgment that they have read and understood its contents. Access should only be for real-time viewing and manipulating the camera view. Video recall and review is to be conducted by Campus Safety.
    7. Violations of this policy: Tampering with, disconnecting, or altering any part of the security camera system is a violation of the Security Camera Acceptable Use policy. Cases involving University employees, contractors and vendors, will be referred to Human Resources, and those involving students will be referred to Community Standards and Care.

D. Definitions

  1. Security Surveillance Camera: a device used to record public areas for the purposes of enhancing public safety, discouraging criminal activities, and investigating safety and crime-related incidents.
  2. Security Camera Monitoring: the viewing of security camera images in real-time by authorized Regis University personnel.

E. Related Policies, Procedures, Forms, and Other Resources

  1. The Jeanne Clery Campus Safety Act

F. End Notes

Regis reserves the right to update this policy with or without notice. The policy is updated as of the date of the passage of revisions per our policy approval process.