UNC Asheville Security Camera Policy

Effective Date: 8/8/2025
Responsible Office: Public Safety
Approval Authority: Chancellor
Last Reviewed: 8/8/2025

1. Purpose:
   1. This Policy provides guidelines for the authorization, installation, and use of Security Cameras on property owned, operated, or controlled by the University of North Carolina Asheville. It is intended to ensure that video monitoring is conducted in a manner that supports the University’s goals of promoting safety and protecting institutional assets, while also respecting individual privacy and complying with applicable laws and regulations.
2. Scope:
   1. This Policy applies to:
      1. All Security Cameras and video surveillance systems installed or operated on UNC Asheville property;
      2. All University departments, personnel, and affiliates involved in video surveillance for security purposes;
      3. Any third-party vendor or contractor conducting video monitoring on behalf of the University.
   2. Exemptions: This Policy does not apply to:
      1. Cameras used for instructional, research, artistic, or journalistic purposes, marketing, recruitment, athletic, construction purposes, or public event documentation;
      2. Body-worn, vehicle-mounted, or fixed Police & Public Safety cameras, which are governed by separate policies and legal requirements; The Security Camera Coordinator maintains responsibility for oversight of cameras in Police and Public Safety offices and patrol vehicles, and body-worn cameras. However, these cameras are subject to unique technical, administrative, and regulatory requirements addressed by state law and Police and Public Safety directives, and are therefore not subject to this Policy.
      3. Personally owned and operated recording devices;
      4. Cameras authorized for short-term law enforcement use or other purposes as explicitly exempted by the Security Camera Coordinator.
3. Policy Statement
   1. It is the policy of the University of North Carolina Asheville to place Security Cameras on its property where necessary and appropriate to:
      1. Protect the safety and well-being of the campus community;
      2. Safeguard institutional facilities, property, and assets;
      3. Deter and assist in the investigation of criminal activity;
      4. Support operational and emergency response capabilities.
   2. All video monitoring must be conducted in accordance with federal and state laws, University policies, and best practices. The University is committed to balancing its duty to foster a safe and secure environment with the reasonable expectation of privacy held by students, faculty, staff, and visitors. Camera placements will be limited to public areas where monitoring does not violate individual privacy rights.
4. Definitions
   1. Security Cameras University-authorized video monitoring devices used to enhance safety and protect institutional property on UNC Asheville-owned or -operated property. Security Cameras do not include those cameras identified in Section III of this Policy.
   2. Security Camera Equipment Operators: UNC Asheville designated, Trained and authorized individuals with access to security camera controls and video.
   3. Security Camera Coordinator: Designated by the Chief of Police to oversee policy compliance, training, and camera placement. The Coordinator has the responsibilities set forth in Section V.B.
   4. Security Camera System Administrators: Designated by the CIO to manage centralized recording and data systems and has the responsibilities set forth in Section V.C.
   5. Non-Security Camera System Administrators: Authorized staff managing systems outside the centralized platform and have the responsibilities set forth in Section V.D.
5. Roles and Responsibilities
   1. Security Camera Equipment Operators must:
      1. Be trained on the technical, legal, and ethical use of camera systems;
      2. Follow University policies and privacy standards;
      3. Only access or share footage within their authorized scope, including refraining from recording, duplicating, or permitting unauthorized access
      4. Acknowledge, in writing, their understanding of this Policy.
   2. Security Camera Coordinator (or designee) is responsible for:
      1. The Security Cameras Coordinator reports through the Chief of Police and is the authority for security cameras on campus.
      2. Monitoring compliance and functionality of camera systems in accordance with university policy and all applicable laws;
      3. Identifying appropriate camera locations;
      4. Reviewing and approving Security Camera Installation Requests;
      5. Training and authorizing equipment operators;
      6. Ensuring secure and private viewing environments.
      7. Review and maintain and regularly audit the camera infrastructure and all appropriate systems to ensure the system is accurately labeled and functioning at full effectiveness and efficiency and to ensure administrative sustainability.
   3. Security Camera System Administrators must:
      1. Provide continuous monitoring to ensure the system remains fully functional at all times;
      2. Immediately notifies the Security Camera Coordinator of any outages, or planned updates that could cause feed disruptions;
      3. Engages in solution oriented approach to system concerns and failures to provide proactive solutions and immediate support.
      4. Maintain centralized system security;
      5. Monitor application health and apply updates;
      6. Ensure compliance with ITS security standard and policies
   4. Non-Security Camera Admins Security System Administrators must:
      1. Manage non-central systems per University IT standards and policies;
      2. Coordinate with the Security Camera Coordinator.
   5. Vice Chancellors (or designees) must:
      1. Recommend camera needs in their areas of oversight;
      2. Review and submit installation and operator authorization requests;
      3. Identify initial, repair and upgrade funding sources;
      4. Coordinate with the Security Camera Coordinator as needed.
      5. Request Security Camera Equipment Operators via authorization form to the Security Camera Coordinator via the request form.
6. Camera Placement and Installation
   1. Requests to install Security Cameras must include:
      1. Proposed location and justification;
      2. Equipment specifications and funding source;
      3. Cost estimates for purchase and maintenance.
   2. Process:
      1. Requestors submit the Security Camera Installation Request Form
      2. The Security Camera Coordinator reviews and consults with relevant offices.
         1. In making their decision as to whether to recommend approval of a request, the Security Camera Coordinator will consider whether: (a) installation of the requested Security Cameras is necessary and appropriate to protect public safety or institutional property and to detect, deter, and/or assist in the investigation of criminal activity; and (b) the proposed location of, as well as advancements in technologies related to the Security Cameras respect the reasonable expectations of privacy held among members of the University community. The Security Camera Coordinator will consult with representatives of other offices, as needed.
         2. Appropriate signage may be required by the Security Camera Coordinator to provide notice of the Security Cameras and enhance the crime prevention value of the Cameras.
         3. All Security Cameras must connect to the University’s Centralized Video Recording Retention Center (CVRRC), in accordance with University product, installation, maintenance, and support standards.
         4. The Security Camera Coordinator will oversee the installation of all Security Cameras in coordination with Facilities Management and the Office of Information and Technology Services. Security Camera views will be limited to public areas and may not include bathrooms, changing rooms, individual residence hall rooms or other areas where there is a reasonable expectation of privacy.
         5. All costs associated with the purchase, installation, and maintenance of the Security Cameras will be the responsibility of the requesting unit.
         6. The use of false/misleading signage or dummy/placebo cameras is prohibited.
      3. Final approval is granted by the Chief of Police.
   3. Additional Requirements for consideration in budgeting, planning and approval:
      1. Signage may be required for transparency and deterrence;
      2. Cameras must connect to the University’s CVRRC system;
      3. Installation must not occur in areas with a reasonable expectation of privacy (e.g., restrooms, residence hall rooms);
      4. Fake or “dummy” cameras are prohibited;
      5. All installation must follow UNC Asheville product, installation, and maintenance standards;
      6. Installation must be coordinated with the Security Coordinator and appropriate University entities.
7. Video Storage and Access
   1. All recorded video is stored in the secure CVRRC system;
   2. Access is restricted to authorized personnel approved by the Chief of Police;
   3. Video is considered a criminal intelligence record and retained in accordance with University Policy 904;
   4. Video alteration is prohibited except for:
      1. Enhancing image quality for investigations;
      2. Blurring personal features to protect privacy;
   5. Requests for external video release must be submitted via the Security Camera Video Review/Release Request Form and reviewed by the Chief of Police in consultation with Legal Affairs.
8. Non-Compliant Video Security Cameras
   1. Cameras installed in violation of this Policy are subject to immediate removal. Units and/or individuals that install unauthorized systems may also be subject to disciplinary or administrative action.
   2. The Security Camera Coordinator in consultation with the Chief of Police will make final determinations on installation violations and removals.
9. Applicable Standards and Forms
   1. Security Camera Installation Request Form
   2. Security Camera Video Review/Release Request Form

Authority: Chancellor

Responsible Office: Police & Public Safety

Related Resources:

• N.C. Gen. Stat. Sec. 132-1 (Public records)
• N.C. Gen. Stat. Sec. 132-1.4 (Criminal investigations; intelligence information records; Innocence Inquiry Commission records.)
• N.C. Gen Stat. Sec. 132-1.4A (Law enforcement agency recordings)