Department of Athletics: Policy on Access to and Retention of Security Footage from Department of Athletics Venues

The Department of Athletics is committed to providing safe facilities conducive to furtherance of its mission. To ensure the fulfillment of this objective, a number of security cameras have been installed throughout various Department of Athletics venues. This Policy is intended to set forth appropriate boundaries for access to footage recorded by such cameras and establish minimum retention periods for such footage.

Unit Policy

Title

Department of Athletics: Policy on Access to and Retention of Security Footage from Department of Athletics Venues

A. Purpose

The Department of Athletics is committed to providing safe facilities conducive to furtherance of its mission. To ensure the fulfillment of this objective, a number of security cameras have been installed throughout various Department of Athletics venues. This Policy is intended to set forth appropriate boundaries for access to footage recorded by such cameras and establish minimum retention periods for such footage.

This Policy is intended to be read in conjunction with, not so as to contradict, the University's Security Camera Policy.

B. Definitions

For purposes of this Policy, the terms below shall have the respective meanings ascribed.

1. "Department" or "Department of Athletics" shall mean the Department of Athletics of UNC.
2. "DPS" shall mean the Department of Public Safety of the University.
3. "Executive Team" shall mean the executive leadership of the Department of Athletics, as determined by the Director of Athletics.
4. "Policy" shall mean this Department of Athletics Policy Regarding Access to and Retention of Security Footage from Department of Athletics Venues.
5. "UNC" or "University" shall mean the University of North Carolina at Chapel Hill.

C. Access to Security Footage

Without prior approval by the Director of Athletics, access to view security footage from Department of Athletics facilities may only be granted to the following:

1. The Director of Athletics;
2. Department of Athletics Executive Team members;
3. Department of Athletics Risk Management personnel;
4. Appropriate Department of Athletics Compliance Office personnel;
5. Appropriate staff members of Department of Athletics facilities;
6. Appropriate staff members of the Department of Athletics Information Technology unit;
7. Life Safety Electronics Shop employees for the purpose of system maintenance;
8. DPS employees for the following reasons only:
   1. Live monitoring of CCTV systems upon request of the appropriate Dean, Director, or Department Head (or his or her designee);
   2. The investigation of crimes against persons or property crimes; and
   3. To view an ongoing emergency; and
9. University personnel, as authorized by the Director of DPS, who have a legitimate need to access the footage for purposes of ensuring compliance with federal, state, and local laws and regulations or to facilitate compliance with an administrative investigation or proceeding.

D. Retention of Security Footage

All security footage from Department of Athletics facilities shall be retained for a period of no more than 30 days from the date of the applicable footage, unless retained as part of a criminal investigation or court proceedings (criminal or civil), administrative action, or other bona fide use as approved by the Director of Athletics, Associate Vice Chancellor for Energy, Environment, Health, and Campus Safety, Internal Audit Director, or General Counsel.

1. Notwithstanding the foregoing, footage from cameras in the Department of Athletics Ticket Office shall be retained for a period of 90 days, unless retained as part of a criminal investigation or court proceedings (criminal or civil), administrative action, or other bona fide use as approved by the Director of Athletics, Associate Vice Chancellor for Energy, Environment, Health, and Campus Safety, Internal Audit Director, or General Counsel.

Publication Details

Policy Number: 00088099

Date Last Reviewed: July 2020

Date of Next Review: July 2023

Responsible for Review: Executive Team Member with Oversight of Risk Management