Video Monitoring

OVERVIEW: Video Monitoring refers to the use of cameras and/or recording devices to collect and/or view live or recorded images and/or sounds from video, digital, electronic or other monitoring and recording systems. Video monitoring is used at the University of Alberta for the purposes of public safety; security of property, the maintenance of public order, deterrence, detection and prevention of crime, law enforcement, and law enforcement investigations.


VIDEO MONITORING PROCEDURE:  The University has published the UAPPOL Video Monitoring Procedure as a means to oversee and manage video monitoring systems at the University of Alberta. This procedure together with the Lands and Buildings Security Policy and the Access Control/Security Systems on Urban Campus Areas Procedure establishes a process for the review and approval of video monitoring systems to ensure its appropriate compliance for the collection, use, access and retention of video records.

 

The Video Monitoring Procedure applies to:

Video monitoring systems used for purposes related to the safety and security of individuals and to protect and manage University property and therefore includes uses such as:

  • monitoring building perimeters, entrances, exits, lobbies, corridors, receiving docks, storage areas, laboratories, areas where University-related activities, functions, performances and events are held and other high-risk areas
  • monitoring access control systems and restricted access areas
  • verifying security/fire/emergency or other alarms or alerts
  • conducting video patrols of public areas integrated with University property such as transit stops, parking lots, public streets
  • assisting criminal and other law enforcement investigations and proceedings and investigations and proceedings under the Fraud and Irregularity Policy and related procedures
  • assessing and analyzing data about the use of University property to aid in planning, developing or otherwise managing University property (e.g. monitoring pedestrian and vehicle traffic, etc.).

The Video Monitoring Procedure does NOT apply to:

  • financial institutions monitoring their ATMs on University property
  • third parties leasing or renting space within University property (e.g. HUB mall merchants, students living in residences)
  • attendees of public performances or events taking place on University property
  • student groups as it relates to their events approved under the Student Groups Procedure
  • members of the academic community as part of their teaching or research (members of the academic community who use video monitoring for teaching or research must request approval from Facilities and Operations in advance if the equipment is to be attached or affixed to University building infrastructure such as walls, ceilings, etc.)
  • by the University or third parties in other analogous circumstances

The procedure does not apply to public live streaming unless it is for the purpose of enhancing the safety and security of individuals and protecting and managing University property.

Video monitoring will not be used to monitor employee or student performance.

Even if the Video Monitoring Procedure is not applicable, other policies or laws may apply. If you have any questions email UAPS at uapsdirector@ualberta.ca or the Information & Privacy Office at foip@ualberta.ca 

 

COMPLIANCE: At a minimum, new and existing (legacy) video monitoring systems must:

  • be approved in writing by the UAPS Director and used for the purposes related to the safety and security of individuals and to protect and manage University property
  • meet the hardware, installation and maintenance requirements approved by Facilities and Operations
  • have approved signage posted in the monitored area, giving reasonable notice of that fact
  • if monitored, users accessing local video monitors must complete the Authorized Persons education
  • if recorded, recordings shall have an initial 30-day retention period, unless a longer retention period is authorized or required by law, University policy, or approved by the UAPS Director
  • if recorded, unit requests to view recordings must be reviewed and approved by the UAPS Director on a case by case basis.

 

TRANSITION OF UNAPPROVED LEGACY SYSTEMS: Any existing (legacy) systems will need to be approved for continued use by the UAPS Director. Systems not in compliance will need to be brought into compliance within a reasonable period of time as determined by the UAPS Director. In the event a legacy system is not approved for continued use, it shall be decommissioned by the relevant unit within a reasonable period of time as determined by the Director of UAPS.

 

ACCESS TO RECORDED VIDEO/IMAGES: As required by the FOIP Act, reasonable security arrangements must be made to ensure appropriate collection, use, disclosure, storage, retention and destruction of, and access to images transmitted or recorded by video monitoring.

 

Apart from disclosure to law enforcement agencies, requests from persons external to the University for disclosure of information collected by video monitoring must be directed to the University’s Information and Privacy Office.

Requests from persons internal to the University to use information collected by video monitoring for purposes other than those described in the procedure under “USES”, must complete a Video Access Request Form.

Requests to use information collected by video monitoring for the purpose of a research study or University study/survey will be decided in accordance with the Access to Personal Information for Research/Studies Procedure.


REQUEST FOR NEW OR REVIEW OF LEGACY VIDEO MONITORING: If you would like to request a new video monitoring system or would like a review of an existing system, please complete the online Video Monitor Request Form.