VIDEO SURVEILLANCE SYSTEMS

THE HURON-PERTH CATHOLIC DISTRICT SCHOOL BOARD
SUBJECT:
VIDEO SURVEILLANCE SYSTEMS 3D:15
POLICY STATEMENT:
The Huron-Perth Catholic District School Board is committed to maintaining safe and orderly
Christ-centered learning environments. This is accomplished primarily through teaching,
modeling, and encouraging mutually-respectful relationships. Video surveillance systems are an
additional resource used at schools within the board’s jurisdiction to further promote the safety of
students, staff and community members.
Video surveillance involves the collection, retention, use and disclosure of personal information.
Under the authority of the Director of Education, the principal or designated vice-principal will
maintain control of and responsibility for the video surveillance system at all times.
PROCEDURE:
1. Notification of the Installation of Video Surveillance Equipment
1.1 Approval for video surveillance shall be granted by the Superintendent responsible for
Secondary Schools.
1.2 Before video surveillance takes effect in any location under the board’s jurisdiction, the
following communication procedures will be carried out:
1.2.1 Consultation with School Council will occur.
1.2.2 The principal will issue an explanatory newsletter to parents and guardians.
1.2.3 The principal or vice principal will explain their use to all staff members and to
students in class or grade-level meetings.
1.2.4 Explanatory notification will be included annually in the student handbook.
1.2.5 Signs will be prominently displayed at all entrances of buildings having video
security surveillance systems. This signage will inform individuals of the legal
authority for the collection of personal information; the principle purposes(s) for
which the personal information is intended to be used; and to whom questions
about this collection can be directed.
Signage shall be:
continued
THE USE OF VIDEO SURVEILLANCE IS IN EFFECT
Under the authority of the Education Act, video surveillance will be used to
reduce/prevent property vandalism, theft and violence and to ensure the safety
of students. Questions about this collection of information should be directed
to the principal of the school.
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2. Design, Installation and Operation of Video Surveillance Equipment
In designing, installing and operating a video security surveillance system, consideration shall
be given to the following:
2.1 Reception equipment will only be installed in and monitor specified public areas,
approved by the Superintendent responsible for Secondary Schools, where video
surveillance is necessary to increase the safety of staff, students and school property.
The equipment will operate up to 24 hours/seven days a week, within the limitations of
system capabilities, power disruptions and serviceability/maintenance.
2.2 Equipment will not be installed in areas where the students, staff and the public have a
higher expectation of privacy (e.g. change rooms and washrooms).
2.3 Reception equipment will be accessible only by authorized personnel (the principal or
designate).
3. Disclosure, Retention, Security and Disposal of Video Surveillance Records
3.1 Any information obtained by way of video surveillance systems may only be viewed
and subsequently used for the purpose of ensuring the on-going safety of students,
promoting a safe environment, controlling vandalism and theft of school property.
3.2 Video security surveillance systems create a record by recording personal information.
To ensure proper security for this information the following processes will be followed:
3.2.1 All video files or other storage devices that are not in use will be stored in a
locked and secure location.
3.2.2 The use of any video file or storage device by authorized school personnel will
be recorded. The Use of Video Files Log (Appendix A) will be used to record all
instances of access to, and use of, recorded material. Only the principal and a
delegated alternate (designated by name and position e.g. vice-principal or
another principal) may review the information. Circumstances, which would
warrant review, will be limited to an incident that has been reported or observed.
The principal shall delegate “real time” viewing of monitors to a very limited
number of individuals.
3.2.3 The retention period for information that has not been viewed for law
enforcement, school or public safety purposes shall be fourteen calendar days.
Recorded information that has not been used in this fashion is to be routinely
erased every fourteen days in a manner in which it cannot be reconstructed or
retrieved.
3.2.4 The retention period for information that has been viewed for law enforcement
or student safety purposes will be 1 year from the date of viewing or one year
from the date of resolution of the incident. If personal information is used for
this purpose, section 5(1) of Ontario Regulation 460 under the Municipal
Freedom of Information and Protection of Privacy Act requires the recorded
information to be retained for one year. Video files that have been viewed will
be transferred to CD, appropriately labeled and stored in a secure location.
continued
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3.2.5 The school will store and retain video files required for evidentiary purposes
until the law enforcement authorities request them. The Storage Device Release
Log (Appendix B) will be completed before any storage device is disclosed to
appropriate authorities. This form will indicate who took the device, under what
authority, when this occurred, and if it will be returned or destroyed after use.
3.2.6 Once the one-year retention of previously viewed media files has ended, those
media files must be securely disposed of in such a way that the personal
information cannot be reconstructed or retrieved. Disposal methods could
include shredding, burning or magnetically erasing the personal information.
3.2.7 Vendors and/or service providers of HPCDBS’s video surveillance equipment
shall not have access to recorded information without special permission. Any
agreements between the board and service providers shall state that the records
dealt with or created while delivering a video surveillance program are under the
board’s control.
3.2.8 An individual whose personal information has been collected by a video
surveillance system has the right of access to his or her personal information
under section 36 of the Municipal Freedom of Information and Protection of
Privacy Act, unless an exemption applies under Section 38 of said Act. Access
to an individual's own personal information in these circumstances may depend
upon whether any exempt information can be reasonably severed from the
record. (i.e. other individuals in the video would have to be severed from the
record).
3.2.9 Any inadvertent disclosures of personal information shall be reported
immediately to the Superintendent Responsible for Secondary Schools.
4. Training
4.1 The Superintendent responsible for Secondary Schools will ensure that the procedures
of this policy will be addressed through a training session to principals whose schools
will implement video surveillance systems. Principals will ensure that training which
addresses staff obligations shall be conducted as necessary.
5. Evaluating the Use of a Video Surveillance System
5.1 The Superintendent responsible for Secondary Schools will regularly review and
evaluate the video surveillance procedure to ascertain whether it is still justified.
BOARD APPROVAL:
August 27, 2007
EFFECTIVE DATE:
August 28, 2007
APPENDIX A
USE OF VIDEO FILES LOG
This form is to be used to record all instances of access to, and use of, information which has been recorded through the school’s video
surveillance system by authorized school personnel (except “real time viewing, which is delegated by the principal to a very limited
number of individuals). Only the principal and a delegated alternate (designated by name and position e.g. vice-principal or another
principal) may review the information. Circumstances which would warrant review will be limited to an incident that has been reported
or observed.
School _____________________________ School Year _____________ Page ___ of ___
Date Section of video viewed Viewed by: Reason for viewing
Principal /
VP’s initials
APPENDIX B
STORAGE DEVICE RELEASE LOG
This form is to be completed before any stored video surveillance information is released to appropriate authorities (eg: police,
Childrens’ Aid Society).
School _____________________________ School Year _____________ Page ___ of ___
Date Section of video
released:
Released to: Reason for release: This evidence will be:
(X)
Principal /
VP’s initials
Returned to school by date:
Or
Destroyed by authorities
Returned to school by date:
Or
Destroyed by authorities
Returned to school by date:
Or
Destroyed by authorities
Returned to school by date:
Or
Destroyed by authorities
Returned to school by date:
Or
Destroyed by authorities