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18.08 / Electronic Door Locks, Security Cameras and Video Technology

I.  Purpose

The purpose of this statement is to set forth University policy with regard to the installation and use of centrally managed electronic door locks, security cameras and related video technology on University property. 

II.  Preamble
 
Door locks, security cameras and related video technology are strategically utilized on Wichita State University's property to assist University officials in the performance of their responsibilities regarding University operations and public safety. This policy is written to provide guidance on the installation and use of security cameras and related video technology (hereinafter "video technology") by the University on property owned or leased by the University. 

III.  Policy Statement:

A.  Installation and use of centrally managed electronic exterior and interior door locks are intended to comply with the weapons policies found in K.S.A 75-7c20; Kansas Board of Regents Policy, Chapter II, Section E, Item 14; and WSU Policy Manual Section 11.19, Weapons on University Property. These measures also enhance campus security and provide security measures for the protection of persons and University property.

1.  Installation: The Chief of Police must approve, in consultation with Physical Plant, the installation of centrally managed electronic door locks for exterior and interior building and room doors.

2.  Door Access:

a.  Emergency personnel must have access to all buildings and rooms including lists of authorized lock users.

b.  List of authorized lock users will be maintained by the University Police Department. Building coordinators will be responsible for managing authorized user list and notifying University Police of personnel that should be removed from authorized access. Subject to the weapons policies mentioned above, building coordinators are responsible for being available to emergency personnel if required.

c.  Information Technology Services (ITS) will be responsible for configuring electronic locks for use on the university network and maintaining the electronic database and technology systems for the centrally managed electronic locks.

B.  Installation and use of video technology is intended to enhance campus safety and provide security measures for the protection of persons and University property in public areas where and expectation of privacy is not reasonably present, including but not limited to, campus walkways and outdoor areas, parking lots, hallways, classrooms libraries study rooms, computer labs, elevators, and residence hall common areas. Privacy rights of individuals, including rights protected by K.S.A. 21-6101, must be considered in the placement of video technology.

1.  Installation:  The Chief of Police, in consultation with the appropriate Vice President and General Counsel, must approve the installation of video technology.  Signage that "security camera is in use" will be posted prominently in areas where video technology is installed and utilized. 

2.  Access to Security Camera Video Recordings:

a.  Requests from federal, state, or local law enforcement agencies for images captured by video technology (hereinafter "video recordings") shall be directed to the University's Chief of Police.

b.  Requests for video recordings for purposes unrelated to law enforcement will be addressed as follows:

i.  Requests by University employees or students for video recordings for use related to University operations will be directed to the Chief of Police who will determine if security camera video recordings are available and will be furnished. The University's Chief of Police may consult with the General Counsel regarding such request.

ii.  Requests for video recordings by University employees or by students for purposes unrelated to University operations will be directed to the General Counsel. The General Counsel, in consultation with the Chief of Police and the Chief Information Officer, will determine if a video recording is available and will be furnished.

iii.  Requests for video recordings by members of the general public will be directed to the General Counsel. The General Counsel, in consultation with the Chief of Police, will determine if a security camera video recording is available and will be furnished.

c.  The University may use available video recordings to determine whether a violation of federal or state law or University policy has occurred.

d.  All open records requests and subpoenas for production of video recordings should be directed to the General Counsel.

3.  Only authorized personnel who have been appropriately trained will be permitted to retrieve, or download video recordings in accordance with this policy. Student employees will not be permitted to access video recordings unless written approval is received from the Chief of Police.

4.  Video recordings will typically be retained for no more than thirty (30) calendar days, but retention for any length of time cannot be guaranteed.

5.  The Chief Information Officer is principally responsible for protecting the integrity of video technology and ensuring that storage of video recordings is in a secure location with access by authorized personnel only.

6.  Installed video technology may or may not be in use 24 hours a day or monitored in real-time by the University.
C.  Funding for centrally managed electronic locks and security cameras:

1.  For all new construction or authorized remodeling projects, funding for approved electronic door locks and security cameras will be the responsibility of University administration.

2.  For all additions onto existing structures, funding will be the responsibility of the unit making the request unless otherwise noted.

Effective Date:
April 1, 2014

Revision Date:
June 5, 2017

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