Posted on July 15, 2022
UNIVERSITY OF PRETORIA
Department of Security Services
Closed-circuit television (CCTV) surveillance policy
Document type: Policy Document number: Rt 320/18 (final)
Policy category: Security Services
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CONTENTS
4. DEFINITIONS/ABBREVIATIONS. 2
11. RESPONSIBILITY FOR IMPLEMENTATION. 5
The University of Pretoria is committed to providing a safe environment by integrating the best practices of security with state-of-the-art technology. A critical component of a comprehensive security plan is closed-circuit television (CCTV) technology that can remotely monitor and record activity on UP campuses.
The purpose of this policy is to provide guidelines for the use of CCTV on the University property in a way that enhances security, but also respects the expectation of reasonable privacy among members of the community.
This Policy applies to all students, staff, contractors and visitors to faculties and departments on any University campus.
The University is committed to maintaining a safe and secure environment that allows students and staff to study, teach, learn, conduct research, work and participate in sport, cultural and social activities with complete peace of mind. This includes, where necessary, the appropriate application of CCTV surveillance systems.
The primary security function of CCTV is to discourage and/or detect unlawful behaviour in and around University property, thereby enhancing the safety and security of all students, staff, visitors and contractors. Other applications and benefits of CCTV include traffic management, crime investigation and assisting some access control environments.
All security CCTV equipment shall be integrated into the University's wider electronic systems to enable effective monitoring by the Department of Security Services.
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Campus |
Any of the campuses of the University
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CCTV |
Close circuit television
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Operations Management Centre |
The centralised facility where all CCTV feeds are directed and displayed on television screens and recorded
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Operator |
Operators of the CCTV system from the control room
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Policy |
The CCTV policy that may be amended from time to time
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SAPS |
South African Police Services
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The University
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University of Pretoria |
5.1 The purpose of CCTV monitoring is to deter crime, to provide security and protect the property of the University. Safety and security purposes include, but are not limited to:
5.1.1 protection of individuals, including students, staff, contractors and visitors;
5.1.2 protection of University owned and/or operated property and buildings, including building perimeters, entrances and exits, lobbies and corridors, receiving docks, special storage areas, laboratories, and cashier locations;
5.1.3 verification of alarms and access control systems;
5.1.4 monitoring of common areas and areas accessible to the public, including transit stops, parking lots, public streets and pedestrian walks; and
5.1.5 investigation of criminal activity and serious disciplinary activity, in accordance with this policy.
5.2 Any use of security technologies, including CCTV, for purposes other than the safety and security purposes contemplated by this policy is prohibited.
6. LEGISLATION
The University will need to comply with the provisions of the Protection of Personal Information Act 4 of 2013 (POPIA) as CCTV systems invariably require the processing of personal information.
7.1 In order to derive maximum deterrent value, cameras are clearly visible in areas of coverage.
7.2 Signs are placed on main access routes into each area covered by CCTV cameras as well as in strategic locations in the designated area.
7.3 Any new cameras will be installed and positioned subject to the CCTV procedure.
8.1 Monitoring will be conducted in a manner consistent with all existing University policies and associated documents listed in paragraph 10.
8.2 Monitoring shall be limited to uses that do not violate the reasonable expectation of privacy. Students may have a greater expectation of privacy in their personal residential rooms/suites and in the hallways and lounges of residential facilities. Therefore, monitoring for safety and security purposes will not be used in residential hallways and lounges unless the Director: Security Services, in consultation with Director: Facilities Management, determines that a specific safety/security risk exists.
8.3 Monitoring of residential rooms is not permitted under this policy without authorisation from all residents of the suite or room.
8.4 The existence of this Policy does not imply or guarantee that cameras will be constantly monitored in real time.
9.1 The Director: Security Services, in consultation with the Chief Operating Officer (COO), is authorised to oversee the use of CCTV monitoring for safety and security purposes at the University. All University departments using CCTV monitoring are responsible for implementing this policy in their respective departments.
9.2 The Director: Security Services has the responsibility to authorise all long-term CCTV monitoring.
9.3 The Director: Facilities Management and the Director: Security Services have the responsibility to authorise any temporary installation as deemed necessary in connection with a criminal investigation, for enhanced security for special events or as otherwise deemed necessary to protect the safety and security of the University.
9.4 The Department of Security Services will manage and operate the system. The Department of Facilities Management will be the owner of the equipment and will be responsible for the maintenance of the equipment. Both departments will have the responsibility for compliance with this policy.
9.5 All Operators will be recruited in accordance with University policies and the utmost care will be taken in the recruitment process to ensure the integrity and efficiency of the Operations Management Centre and its Operators.
9.6 All Operators will receive appropriate training in the use of the equipment as well as their responsibilities relating to the efficient and ethical operation of the CCTV system.
11. RESPONSIBILITY FOR IMPLEMENTATION
The Director: Security Services is responsible for the implementation of this policy and related procedures.
The closed-circuit television (CCTV) surveillance policy should be reviewed every three years or sooner if deemed necessary. This policy remains in force until an amended policy is approved.
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Document number: |
Rt 320/18 (final) |
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Document version: |
Rt 320/18 (final) is the first approved version Reviewed in July 2022. No major changes. References to Information Governance policies and Chief Operating Officer (COO) included |
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Document approval authority: |
Executive |
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Document approval date: |
28 August 2018 |
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Document owner: |
Director: Security Services |
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Next review date: |
28 August 2026 |
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Visibility: Display on staff intranet Display on student intranet Display on public web |
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UNIVERSITY OF PRETORIA
Department of Security Services
CCTV system usage
Code of conduct
Document type: Code of Conduct Document number: Rt 321/18 (final)
Policy category: Security Services
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I, the undersigned (hereinafter ‘the Employee’) confirm the following:
1. The Employee will respect and promote the interests of the University.
2. The Employee accepts responsibility to follow all rules and regulations established by the University of Pretoria in performing his/her duties.
3. All images or copies thereof on the CCTV system shall be considered to be confidential information, including the images of persons.
4. The Employee shall receive and maintain the confidential information in the strictest confidence and shall not, without the prior written consent of the University, disclose the confidential information in any manner whatsoever, in whole or in part, to any third party and shall not use the confidential information directly or indirectly, or in any manner which may be detrimental to the interest of the University, or the person to whom such confidential information relates.
5. The confidential information is and shall remain the sole and exclusive property of the University.
6. The Employee shall not mechanically or electronically copy,reproduce, download, share or remove any of the confidential information. This includes allowing access to the confidential information to unauthorised people, and / or allowing the mechanical or electronic copying, reproducing, downloading or removal of the confidential information.
7. The Employee shall perform his/her duties in a manner that shall not infringe on the privacy and dignity of any person whose image forms part of the confidential information.
8. The CCTV system shall only be operated in line with the Policies and all relevant Privacy notices of the University and may not be used for any purpose other than of law enforcement, deterring crime and ensuring a safe and secure environment at the University.
9.The images of persons may be considered to be personal information in terms of the Protection of Personal Information Act 4 of 2013, and therefore the use of the CCTV system shall at all times be subject to the aforementioned Act. The confidential information may therefore only by used for the purpose as set out in this code of conduct and policy and may not be distributed to any third party without obtaining prior written authorisation from the University’s Information Officer.
10.Any use of confidential information by the University, installation of new CCTV cameras, or any access to the confidential information or the CCTV system is subject to written authorisation by the Director: Security Services.
11.The Employee confirms that he/she has read and understands the policy and procedures relating to the use of CCTV systems.
Acknowledgment
I………………………………….. hereby acknowledge that I have read and understood the content and stipulations of the Code of Conduct. I hereby bind myself to this code.
Signed on this ………………..day of ………………….. 20..
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Employee
Department of Security Services
Closed-circuit television (CCTV) surveillance procedure
Document type: Procedure Document number: Rt 322/18 (final)
Policy category: Security Services
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CONTENTS
4. ENQUIRIES AND COMPLAINTS. 3
1.1 The CCTV system will be controlled and monitored continuously from the Operations Management Centre situated on level 2 of the Main Administration Building on the Hatfield Campus.
1.2 The Department of Security Services will be responsible for the day-to-day management of the Operations Management Centre and the CCTV system with the support of its Administration Officers: Electronic Systems.
1.3 The Department of Security Services will be responsible for the introduction and implementation of this policy and for ensuring compliance therewith.
1.4 All CCTV system operators and Operational Management Centre operators involved in video surveillance will perform their duties in accordance with this procedure.
1.6 The CCTV system operators’ profiles will be configured in such a manner as to prevent tampering.
1.7 Recordings may be retained for a period of at least 14 working days and will then be overwritten, unless retained as part of a criminal investigation or court proceedings (criminal or civil), or other bona fide use as approved by the Director: Security Services.
1.8 Recordings will be retained in a secure location with access by authorised staff only.
1.9 CCTV system operators will monitor CCTV material in accordance with the CCTV Policy and Code of Conduct.
1.10 CCTV system operators will not monitor individuals based on characteristics of race, gender, ethnicity, sexual orientation, disability, or other classifications. CCTV system operators will only monitor based on suspicious behaviour, not individual characteristics.
1.11 No recording of sound will take place at any time and no ‘fake’ cameras will be used.
1.12 All relevant health and safety legislation and policies of the University will be complied with at all times.
1.13 In order to ensure the continuity and effectiveness of the CCTV system, Operational Management Centre operators will conduct regular inspections as set out in the Performance Output Agreements and defects will be reported and followed up with Facilities Management.
1.14 Defects in the CCTV system’s operation must be reported immediately by CCTV system operators to Facilities Management to ensure timeous remedial action, allowing the CCTV system to operate continuously as far as possible.
2.1 All new installations will follow this procedure. Departments wishing to install monitoring systems should submit a request in writing to the Director: Security Services.
2.2 The written request should include the following information:
(1) a description of the safety or security issue warranting the installation of CCTV monitoring systems;
(2) the number and proposed location of camera(s) to be installed; and
(3) whether the location of cameras involves the recording of activity by students, faculty, staff or the general public and to what extent.
2.3 The Director: Security Services will consider the request and, if approved, refer it to the Director: Facilities Management.
2.4 The Chief Operating Officer will make the final decision regarding the appropriateness of an installation, weighing the concerns of the department making the request, the safety and security of the entire community and the privacy interests of those whose activity may be recorded.
3.1 Information obtained through monitoring will only be released to third parties or the SAPS if approved by the Director: Security Services andthe Registrar, or any of their designees according to procedures established in this procedure.
3.2 The Director: Security Services , in consultation with the Registrar, will review and respond to subpoenas from third parties to release recordings obtained through CCTV monitoring.
3.3 Requests for CCTV recordings made in connection with internal investigations of University disciplinary matters will be forwarded to the Registrar. The Registrar will review such requests and make recommendations.
3.4 Each recording will be identified by the time sequence, date and other identifiable data contained in the recording.
3.5 There will be no public access to recorded material without prior written approval by the Registrar and the Director: Security Services.
3.6 If approved, the viewing of recorded material will only be permitted under strict supervision to ensure confidentiality, and all reasonable steps will be taken to protect the personal information of people identifiable in the recorded material.
3.7 Any recorded material that may contain evidence of criminal activity or records any incident that may be of significance to the University may be retained for as long as is necessary.
3.8 The necessary chain-of-evidence procedures will be followed at all times.
3.9 The copyright of all the recorded material remains vested in the University.
4.1 Students, staff, contractors and visitors entering certain sensitive locations on campus may have an increased concern for privacy or confidentiality. Concerned persons may request the Director: Security Services to forgo the installation of a proposed camera or to facilitate the removal of an existing camera.
4.2 The request should identify the location/proposed location of the subject cameras and should detail the basis for the request for removal. The Director: Security Services will consider the petition and make a recommendation, weighing the concerns of the person(s) making the requests and the safety and security of the entire community.
4.3 Any appeal against a decision of the Director: Security Services will be reviewed by the Chief Operating Officer, who will render a decision. The Chief Operating Officer’s decision will be final.
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