Procedures for Security Cameras on Henry Ford College Campuses

I. Purpose

Henry Ford College (“HFC” or “the College”) is committed to providing a learning environment that promotes a safe environment for its students, employees, vendors, and visitors. The College has installed security cameras, equipped with audio capabilities, to further support this effort. The purpose of these campus security cameras is to deter crime, offer our trained campus safety team with the resources they need to effectively protect the College community and the College’s resources, and to provide, when needed, other investigative information. The College is further committed to using these security tools in a professional, ethical, and legal manner that respects the rights and reasonable expectations of privacy of our campus community. Questions regarding this procedure or the Security Cameras on Henry Ford College Campuses Policy should be directed to the Executive Director of Human Resources or the Office of General Counsel.

II. Definitions

Security Camera/Device: Any Campus Safety camera, system, item, technology device, or process, used alone or in conjunction with a network, for the purpose of gathering and recording, monitoring, and/or storing any images, audio or data, of any persons located within the College’s campus surveillance areas. Images captured by these devices may be viewed in real time and/or may be preserved for review later.

College Campuses: The property upon which the College buildings are located on the Evergreen Dearborn campus and the Schafer Dearborn campus, including but not limited to the public and open spaces, open labs or classrooms, areas adjacent to public spaces, and those locations that represent a high potential for theft of College property or other property.

Surveillance Areas: Those areas within and abutting the College campuses, including but not limited to the public and open spaces, open labs or classrooms, areas adjacent to public spaces, and those locations that represent a high potential for theft of property College property or other.

Authorized User: An employee or other identified entity (e.g., law enforcement) who is granted access to live and/or recorded security camera/device feeds and/or data.

Private Locations: Restrooms, lactation rooms, athletic locker rooms, and other comparable locations in which persons would normally possess a reasonable expectation of privacy.

III. Security Camera/Device Placement and Approval

No security cameras will be installed on College owned or controlled property in any private location. Placement of security cameras/devices on College owned or controlled property must be approved by the College President or appropriate Vice President, and the Manager of Campus Safety.

Requests for installation of or modification to installations of security cameras/devices shall be submitted to the Manager of Campus Safety. Requests shall specify the type of equipment requested, the desired surveillance area, the purpose for its use, and the proposed authorized user(s).

Where required by law or otherwise deemed appropriate by the College, signage will be posted advising that video and/or audio recording is in process.

IV. Security Camera/Device Monitoring and Access

It is not intended, nor should it be expected, that all security cameras/devices will be monitored in real time. Security cameras/devices are intended to serve as another tool in the ongoing efforts of the College to promote a safe working and learning environment.

Access to live feed and recorded video, audio, or other data shall be strictly limited to authorized users for approved purposes in accordance with the Policy for Security Cameras on Henry Ford College Campuses and this procedure:

1. Only authorized users are permitted access to live video/audio feed and/or recorded video, audio, or other data from security cameras/devices.

2. Each authorized user must have a unique individual user ID and login credentials for access to security cameras/devices, and authorized users shall only access security camera/device feeds and recordings using their own user ID and login credentials, such that an auditable historical record of all system access is maintained.

3. Access to live feed or recorded/stored video, audio, video capture, or other security camera/device data by group or generic user accounts, or by use of another individual’s user account is strictly prohibited.

4. All employee authorized users shall be trained in the appropriate use of the security camera/device system and information, confidentiality considerations, and employee and student privacy concerns, prior to being granted system access.

5. The Manager of Campus Safety shall be responsible for monitoring access to the campus security camera/device system and ensuring compliance with these access procedures.

V. Access Authorization

The College President retains final authority to grant and withdraw all access to campus security cameras/devices. The President has granted and/or delegated specific access authorization based on the type of access as follows:

1. Full Access to Live and Recorded/Stored Video/Audio/Data. The President has authorized this access to the Manager of Campus Safety and Campus Safety administration for purposes of campus safety, emergency response, and property loss prevention.

2. Full Live Feed Video and Audio. The Manager of Campus Safety has delegated authority to grant access to on-demand live video and audio from campus security cameras/devices to all on-duty Campus Safety Personnel while on HFC’s main or east campuses.

3. Limited Access for Special Events. Limited access to specific security camera/device feeds and/or recorded information for a special on-campus event (e.g., a special event in the gymnasium) may be approved by the appropriate Vice President and the Manager of Campus Safety. Such approved access shall be for a limited duration to encompass the event and shall specify the cameras/devices which may be accessed, the purpose of such access, the duration of such access, and the permitted uses of any information gathered through such access. Dearborn Police Department will have full access to all security camera/device feeds.

4. Limited Access for Investigation. Limited access to specific security camera/device feeds and/or recorded information may be granted when pertinent to an ongoing investigation or to specific Information Technology Systems (“ITS” staff for troubleshooting purposes. Limited access for an investigation by an external entity (e.g., law enforcement, government agency, subpoena) must be approved by the President or General Counsel and the Manager of Campus Safety. Limited access for an internal investigation (e.g., Human Resources, HFC administrator, Student Compliance, other appointed investigator) must be approved by the appropriate Vice President or Executive Director of HR and the Manager of Campus Safety. Approved access shall be for a limited duration to encompass the duration of the investigation and shall specify the cameras/devices which may be accessed, and the purpose of the investigation. Security cameras/devices are not to be used for monitoring employee performance or behavior or for disciplinary purposes unless specifically approved pursuant to an active investigation.

5. Emergency Access. Emergency services and law enforcement are authorized access to campus security cameras/devices when needed during an emergency response (e.g., natural disaster, active shooter, mass casualty event, or other disturbance warranting emergency services response). Access shall normally be in coordination with Campus Safety.

VI. Retention and Release of Recorded Information

All recorded video, audio, or other data from the campus security camera/device system shall be held in a network secured location under the control of the Manager of Campus Safety, in collaboration with designated ITS personnel, and only accessible by authorized users.

Video, audio, images, and/or other data shall be retained for not more than 60 days unless it has historical value, is relevant to an internal or external investigation, or to a known civil, criminal, or agency investigation (e.g., subject to a legal hold).

All internal requests for information from the campus security camera/device system shall be directed to the Manager of Campus Safety. Release of such information is subject to the approval of the Manager of Campus Safety in consultation with the requestor’s supervisory chain and other cognizant approval authorities as described in the Access Authorization section above. All requests from an external source shall be directed to the Office of the General Counsel for review and approval.

VII. Excluded Cameras/Devices

This procedure does not apply to:

1. Academic examination proctoring services that utilize or apply technology to monitor and/or record students during testing procedures or examinations.

2. Instructional labs that utilize or apply technology for demonstrative purposes or to monitor and/or record students during lab activities for instructional purposes.

3. Meraki cameras installed to monitor ITS areas and ITS equipment.

VIII. Corrective Actions [Address potential consequences of violations of the Policy and this Procedure]

Corrective action for employees that fail to observe the Security Cameras on Henry Ford College Campuses Policy or these Procedures may result in revocation of system access, discipline up to and including termination of employment and legal action to recover any financial loss suffered by the College as a result of the activity of the employee. Employee discipline and any appeal of discipline will be in accordance with any applicable Collective Bargaining Agreement, and/or the College’s Employee Handbook.

IX. Related Documents

Policy for Security Cameras on Henry Ford College Campuses
FERPA

X. History

1. Current Procedure adopted: June, 2025

This procedure supersedes and replaces all procedures related to this subject