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Administrative Procedure

AP-505 — Electronic Surveillance

Section Five: Support Services
Effective Date: November 28, 2016 Last Reviewed: November 28, 2016

GUIDELINES

The use of Electronic Surveillance shall be permitted, within defined parameters, to promote the safety and security of students, to deter and prevent criminal activities, to enhance the ability to enforce school rules and to protect Board, student and staff property.

DEFINITION

Electronic Surveillance is a term that refers to video-audio-digital components of multi-media surveillance.

PROCEDURES

1. VIDEO MONITORING ON SCHOOL PROPERTY

  1. Camera Location, Operation and Control:
    1. School division buildings and grounds may be equipped with video monitoring devices.
    2. Video surveillance may be placed in areas where surveillance has proven to be necessary as a result of threats, prior property damages or security incidents.
    3. Cameras placed outside shall be positioned only where it is necessary to protect external assets or to provide for the personal safety of individuals on school grounds or premises.
    4. Surveillance cameras located internally shall not be directed to look through windows to areas outside the building unless necessary to protect external assets or to ensure personal safety of patrons or employees.
    5. Cameras shall not be used to monitor inside change rooms and washrooms.
    6. The school principal shall be the one responsible to manage and audit the use and security of monitoring cameras; monitors; recordings; computers used to store images; and all other video records.
    7. Only the principal and vice principal shall have access to video monitors, or be permitted to operate the controls.
    8. Remote access to video monitoring will only be provided to individuals approved by the Facilities Manager.
  1. Notification
    1. Signs advising users of the premises of video surveillance practices should notify individuals of the area in which surveillance is conducted; the specific purpose for the surveillance; hours during which surveillance is conducted; who within the organization is responsible for conducting surveillance, and the contact person who can answer questions about the surveillance system, including a telephone number for contact purposes.
    2. All staff shall be made aware of the Board's video surveillance guidelines and practices.
    3. The school principal shall inform students, staff, and parents at the beginning of each school year that the School Division will be monitoring all activity that occurs at designated monitoring points throughout the school year and explain the purpose for such monitoring practice.
  2. Use of Video Recordings
    1. A video recording of actions by students may be used by the Board or administrators as evidence in any disciplinary action brought against students arising out of the student's conduct in or about Board property.
    2. Video recordings of students, staff, or others may be reviewed or audited for the purpose of determining adherence to Board policy, administrative procedures and school rules.
    3. The Board may use video surveillance to detect or deter criminal offenses that occur in view of the camera.
    4. Video recordings may be released to third parties or applicants in conformance with the provisions contained in the Freedom of Information and Protection of Privacy Act of Alberta and any rules or regulations there under.
    5. The Board or its administrators may use video surveillance and the resulting recordings for inquiries and proceedings related to law enforcement, deterrence, and student discipline.
    6. The Board shall not use video monitoring for other purposes unless expressly authorized by or under an Act or enactment.
  3. Protection of Information and Disclosure/Security and Retention of Recordings
    1. All video records not in use should be securely stored in a locked receptacle, or a secure server.
    2. All video records that have been used for the purpose of this administrative procedure shall be numbered and dated and retained according to the camera site.
    3. The principal must authorize access to all video records.
    4. A log shall be maintained of all episodes of access to, or use of recorded materials.
    5. Video records shall be retained for one month and then erased completely. Video records that contain personal information used to make a decision directly affecting an individual, however, may be retained for a minimum of one year.
    6. The principal shall ensure that a recording release form is completed before disclosing recordings to appropriate authorities or third parties. Any such disclosure shall only be made in accordance with applicable legislation. Such release forms should include the individual or organization who is requesting the recording, the date of the occurrence and when or if the recording will be returned or destroyed by the authority or individual after use.
  4. Disposal or Destruction of Recordings

All recordings shall be disposed of in a secure manner.

  1. Video Monitors and Viewing
    1. Only the principal or individuals authorized by the principal and members of the police shall have access to video monitors while they are in operation.
    2. Video records should be viewed on a need to know basis only, in such a manner as to avoid public viewing.
  2. Disclosure

Recordings shall not be disclosed except in accordance with this administrative procedure. Disclosure of video records shall be on a need to know basis, in order to comply with the Board's policy objectives, or administrative procedures, including the promotion of the safety and security of students, the protection of Board property, deterrence, and the prevention of criminal activities and the enforcement of school rules.

  1. Access to Personal Information

An individual who is the subject of video monitoring has the right to request access to the recording in accordance with the provisions contained under the Freedom of Information and Protection of Privacy Act. Access in full or part may be refused on one of the grounds set out within the legislation.

2. VIDEO MONITORING ON SCHOOL BUSES

  1. Camera Location, Operation and Control:
    1. The Transportation Supervisor may approve the equipping of school buses with video monitoring devices for monitoring student behavior.
    2. Video monitoring equipment shall be in operation on a random basis as determined necessary by the Supervisor of Transportation to monitor student behavior or the action of bus drivers.
    3. The Transportation Supervisor shall be responsible to audit the use and security of surveillance cameras, including monitors and recordings.
    4. Students shall be informed by the school principal at the beginning of each school year that the Board may be recording student behaviour on school buses and the purposes of such practices.
    5. Video recordings may be released to third parties or applicants in conformance with the provisions contained in the Freedom of Information and Protection of Privacy Act of Alberta and any rules or regulations thereunder.
    6. An individual who is the subject of video monitoring has the right to request access to the recording in accordance with the provisions contained under the Freedom of Information and Protection of Privacy Act. Access in full or part may be refused on one of the grounds set out within the legislation.