Loyola University Chicago

Information Technology Services

Digital Surveillance Governance Policy

I.  Preamble

Assisted by digital surveillance systems, Loyola University Chicago aims to provide a secure environment for members of its community and to protect personal safety and property.  Digital surveillance systems will be prohibited in the more private living and learning environments on campus that have a reasonable expectation of privacy as defined by law.  The focus of this document is to outline the placement protocols and governance procedures for digital surveillance equipment throughout the University. 

II. Definition(s)

Digital Surveillance System – Any video installation with the capacity to view or record university owned or controlled spaces, with the exception of personal Web cameras connected directly to personal computers not used for surveillance. 

III. Environment

Our current digital surveillance environment is an enterprise wide application, Milestone.  While the system is capable of active monitoring, its current primary purpose at Loyola is to allow for video playback in a post incident situation.  All surveillance video is archived for 14 days; however it is not backed up in the event of data loss.  

III. Governance

Responsibility for determining the appropriateness of installing authorized digital surveillance equipment on campus that will be used for non-instructional purposes is delegated to Campus Safety.  General placement criteria is when surveillance equipment enhances:

  • the protection of individuals, equipment and facilities
  • the monitoring of public areas
  • the monitoring of building entrances and exits
  • the investigation of criminal activity

No surveillance equipment is allowed without explicit approval of the Director for Campus Safety.

Information Technology Services has responsibility for digital surveillance equipment selection, placement, coordinating the installation and ongoing support for all facets of digital surveillance equipment. 

IV. Guidelines for Digital Surveillance Equipment Placement (Proposed)

Administrative Locations

  1. Interior of Entrance/Exit doors/loading areas in most buildings including walkways
  2. Exterior of Building/property perimeters and high traffic walkways
  3. Interior of 1FL Elevator Lobby
  4. Interior of 1FL Stairwells

Residential Halls

  1. Interior of Elevator’s
  2. Interior of 1FL Elevator Lobby
  3. Interior of 1FL Stairwells
  4. Interior hallways leading to from: Elevators/Stairwells
  5. Interior high traffic Lobby/Lounge/Cafeteria /Laundry

Parking Garages and Parking Lots

  1. Pay station locations
  2. Exit and entrance gates with license plate identification capabilities
  3. Parking deck views
  4. Interior of stairwells

Specialty Areas (IE: Museum, Rostenkowski Exhibit) These areas will require a review and design approach to understand the initiative by security and ITS.

  1. Interior of areas handling cash or alternative payment methods
  2. Interior of areas containing sensitive data or expensive equipment and merchandise.

VII. Funding

  1. Funding for digital surveillance equipment, including back-end infrastructure, will be included in all renovation and new construction projects.  ITS will include the camera and associated hardware for installation and support in its budget while the contractor will carry the cost for the installation, conduit, cabling, and post mounting adjustments in their proposals. 
  2. Additional funding may be obtained through capital requests, or funded by the department such as is the case for Residence Life, LUMA, Parking, or specialty areas.
  3. A refresh program will be instituted to insure the upkeep and upgrade of digital surveillance equipment.  This program will cover all areas of the University.  Initial request submitted 12/13.

Note: All enterprise surveillance cameras must be purchased from a certified Milestone vendor.

VIII. Request and Approval Process

  1. Any department requesting the installation of digital surveillance equipment will submit a written request approved by their Vice-President to the Director of Campus Safety.  Once reviewed and approved, Campus Safety will forward the request to Information Technology Services.  Upon determination of a funding source, Information Technology Services will facilitate the installation.

IX. Viewing / Monitoring of Digital Surveillance Images:

  1. Only individuals authorized by the Director of Campus Safety are authorized to view video from digital surveillance equipment.
  2. Any departmental surveillance systems must be configured to provide viewing capabilities to Campus Safety.

History and Updates
March 2012: Initial Policy