UIndy Campus Security Camera Policy

Responsible Offices: University of Indianapolis Police Department, Information Technology, General Counsel

Effective Date: December 9, 2025

PURPOSE

The University of Indianapolis (the “University”) may install Security Camera Systems for a number of purposes including public safety, security, public convenience, and operational effectiveness. These systems must be deployed and managed in accordance with applicable state laws and values of the University.

SCOPE

This policy applies to all Security Camera Systems that monitor or record University facilities and/or community members using those facilities, regardless of system ownership or the owner’s affiliation with the University. 


Electronic camera systems outside the scope of this policy:

  • Systems used for human subjects-based research (as "research" is defined in federal law and in University policy governing research; controlled instead by Institutional Review Board (IRB) on campus).
  • Systems deployed specifically for law enforcement purposes. The University of Indianapolis Police Department’s (UIPD) Chief of Police shall continue to oversee the operation and use of those systems. However, UIPD’s access or use of any camera systems and associated surveillance information within this policy's scope shall be covered by this policy.
  • Any Electronic Surveillance Systems deployed by and controlled by Information Technology (IT) which may log activity performed on University services, networks, servers, or computers.
  • Use of cellular phone recording devices.

 

In addition, this policy does not address video camera devices when used to:

  • deliver education
  • conduct teaching, non-human subjects-based research, or creative activity
  • conduct video conferencing
  • record public performances, events, or interviews
  • record practices or rehearsals
  • record news or press coverage
  • produce promotional materials
  • record meetings (e.g., interviews, hearings, etc.) for Student Conduct, Title IX, and other adjudication processes

POLICY STATEMENT

The University respects the privacy of individuals who are using University buildings or on University grounds. The approval, installation, operation, and use of all Security Camera Systems must comply with all applicable state and federal laws, and all institutional policies and standards, including but not limited to laws and policies that prohibit discrimination and harassment, support academic freedom, and honor an individual's reasonable expectation of privacy.


Approval, Installation, and Operation

Security Camera Systems shall only be installed and operated following prior review and written approval by the UIPD Chief of Police and only as outlined in this policy.


Exceptions to the prior review and written approval requirement may be made in the event of an emergency or an imminent threat to the safety and security of the University community, and only as outlined in this policy.


Security Camera Systems shall be listed and tracked in an inventory, maintained by UIPD. An inventory of Security Camera Systems shall be maintained within UIPD.


Access to all Security Camera Systems must be granted to UIPD. Security Camera Systems shall be installed, administered, and managed by IT or a third party approved by UIPD.


Security Camera Systems shall be operated by a limited number of authorized operators authorized by the UIPD who:

  1. demonstrate a legitimate need for such access consistent with the purposes of this policy; and
  2. are appropriately trained and supervised in the responsible use of these systems.

Security Camera Systems that exist at the time of this policy's approval shall be brought into compliance with this policy within twelve (12) months. All compliance efforts shall be to the satisfaction of and shall meet the system requirements of UIPD.


Security Camera Systems discovered after the implementation of this policy will be evaluated by IT and UIPD. Non-compliant or unlawful systems will be brought within compliance or removed immediately.


This policy does not address budgetary funding to remediate or replace non-compliant Security Camera Systems. Any budgetary impact of this policy will be managed in consultation with the Chief Financial Officer or CFO.


Appropriate and Prohibited Uses

At the University, Security Camera Systems are generally used in high traffic areas to help prevent or respond to criminal or suspected criminal activity. Additionally, Security Camera Systems may be used to monitor high value assets or high-risk areas.


Security Camera Systems shall not be installed in or used to monitor or record areas where there is a reasonable expectation of privacy. These areas include but are not limited to restrooms, locker rooms, individual residential rooms, and changing or dressing rooms.


Security Camera Systems shall not be installed in or used to monitor or record residential hallways or residential lounges unless specific safety or security risks have been demonstrated, and then only with prior explicit review and approval as outlined in this policy.


Security Camera Systems shall not be used to record audio unless prior approval is obtained from the Office of the General Counsel.


Security Camera Systems shall not be used to monitor or record sensitive institutional or personal information which may be found, for example, on an individual's workspace, computer, or other electronic display.


Information obtained through Security Camera Systems shall not be accessed, used, or disclosed except as outlined in this policy.


Reason for Policy

The University may install Security Camera Systems for a number of purposes including public safety, security, public convenience, and operational effectiveness. These Security Camera Systems must be deployed and managed in accordance with applicable state laws and values of the University.


Procedures


Approval and Installation

Security Camera Systems shall be installed and operated only following prior review and written approval by the UIPD Chief of Police.


Inventory and Documentation

UIPD shall maintain an authoritative inventory, including all associated documentation, of all existing and approved Security Camera Systems, equipment, and authorizations.


Management and Operation

Security Camera Systems installation, administration, and management will be centralized by IT along with UIPD. Exceptions to the centralized system(s) will be extremely rare, and only with prior approval of the UIPD Chief of Police.


Operators will be trained on the technical, legal, and ethical use of Security Camera Systems and will sign a document indicating that they will perform their duties in accordance with this policy.


Approval of Operator Access

The UIPD Chief of Police will review and approve requests for operator access to Security Camera Systems.


Storage and Retention of Video Information

Video information must be stored in a secure location and configured to prevent unauthorized access, modification, duplication, or destruction.


Video information will be kept for no longer than sixty (60) days unless requested by the Office of General Counsel or UIPD, and it shall be destroyed in a secure manner as soon as the retention period expires.


Preservation of Video Information

The Office of General Counsel or UIPD may request, to IT or UIPD, that video information be retained longer than sixty (60) days. IT shall receive, document, and store the written Preservation request and ensure the preservation occurs in an efficient and effective manner.


Release of Video Information

No operator shall release any video information to anyone under any circumstances without the approval of the Office of General Counsel. The University considers all video information to be proprietary and confidential, and footage may be subject to the Family Educational Rights and Privacy Act of 1974, as amended (FERPA). 


UIPD shall receive, document, and store each request for and approval of the release of video information, and ensure that such requests are managed in an efficient and effective manner.


Unauthorized access to, inadequate protection of, and inappropriate use, disclosure, and/or disposal of video information must be reported immediately to UIPD and the Office of General Counsel.


Use of Video Information

Video information may be accessed or otherwise used by authorized operators only as authorized and in accordance with this policy.


Notice

Signs may accompany Security Camera Systems. The UIPD Chief of Police will determine when signs are appropriate and statements to include in the signage. 


Consultation

UIPD and IT are available to provide consultation or advice related to use of Security Camera Systems. No cameras may be purchased or installed without the express permission of the UIPD Chief of Police.

GLOSSARY

Camera - A digital or analog device that captures a single image (still, snapshot, photograph), a number of single images shot per time period (stop action, time lapse), or multiple images (motion, video). "Cameras" cover all image-capturing devices, including but not limited to video cameras, cell phone cameras, webcams, and portable computing devices.


Facilities - Buildings, grounds, and physical property that are owned or controlled - via leases or other contractual arrangements - by the University, and whose operations are controlled by the University. This definition includes but is not limited to, offices, labs, building exteriors, hallways, parking lots and garages, vehicles, outdoor areas, and common areas. Greyhound Village, University Lofts, and College Crossing Apartments, buildings, grounds, or other properties in which the University has an ownership interest, but whose operations are under the control and operation of a third party, shall not be considered facilities under this policy.


Operators - Individuals who have been assigned responsibility by the UIPD Chief of Police for the installation, management, operation, and use of Security Camera Systems. This includes but is not limited to computer system administrators, camera software administrators, camera installation technicians, and those who have access to video information.


Preservation - The process of securely copying and/or storing video information to prevent destruction and loss of materials.

Security Camera Systems - Any Camera system deployed by the University, including its officers, administrators, employees, or agents, for purposes including, but not limited to, public safety, security, public convenience, or operational effectiveness purposes. "Systems" may monitor or record a specific location or activity.


Video Information - All information captured by an electronic camera system. This definition includes system logs, audio, stills, snapshots, stop action, and video images whether transient, displayed, or recorded.


Video - The process of monitoring or recording visual images via stop action, time lapse, or motion cameras.
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