Policy Library - Office of Policy & Compliance

Policy Title: Security Camera Systems	Category: Public Safety/Risk Management
Owner: Vice President for University Operations	Policy ID#: 6-6001-003
Contact: Campus Security Systems Department Web: https://safetyandriskservices.colostate.edu/campus-security-systems/ Email: csu_css@mail.colostate.edu	Original Effective Date: 12/3/2012 Last Revision: 9/24/2025
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	Attachments to this Policy: Security Camera Systems Procedures

PURPOSE OF THIS POLICY

The goal of this policy is to make clear and consistent rules for putting up, taking care of, updating, and using security cameras on any property owned or used by CSU. It also explains who can see the camera footage, how it is controlled, and how long it is kept. The rules and any extra steps made by the Campus Security Systems Department (CSS) are meant to help CSU use security cameras to prevent crime, help the police, and keep people and property safe. At the same time, they aim to respect the privacy and rights of students, staff, and visitors. These steps also help make sure all systems work well together, reduce legal problems, and protect people’s privacy.

APPLICATION OF THIS POLICY

This policy applies to all University Units and employees involved in designing, installing, using, or accessing the Security Camera System or recorded data.

EXEMPTIONS FROM THIS POLICY

Systems used for educational, instructional, or private purposes not related to university operations.
Private use of video/audio equipment outside the scope of university employment or control.

DEFINITIONS USED IN THIS POLICY

Archive Access: Individuals with approved Archive Access to the VMS can look at all recorded/saved video for the cameras they are approved to access.

Campus Security Systems Department (CSS): A department reporting directly to the Assistant Vice President for Safety and Risk Services.

Electronic Surveillance: The use of any audio, video (including film camera) or combined audio/video device or equipment with the capacity to capture, record, and/or transmit sounds or images of places, things, and activities occurring in University-owned or controlled spaces for Surveillance purposes.

Live Access: Individuals with approved Live Access to the VMS can see live video for the cameras they are approved to access.

Permanent Installation: The installation of any Security Camera System (VMS) Device or system that is intended to remain in place for an indefinite time, and to be removed or modified only for change of circumstances, upon approval.

Stored Data Access: VMS Stored Data Access is limited to the Campus Security Systems Department, the Colorado State University Police Department, and the Office of General Counsel, unless approved by the Assistant Vice President of Safety and Risk Services. A Stored Data Access Request may be submitted to the CSS Department if data is needed to be saved beyond the minimum storage time frame, due to litigation or for other approved reasons. Access to the data will be granted, but the actual data file will not be shared.

Video Management System (VMS): VMS is a software and hardware combination that allows users to monitor events from surveillance cameras, alarms, and other sensors. It provides a centralized view of security systems and can alert operators to potential risks or threats.

VMS Data: Digital video and audio data captured by recording Devices that can be monitored, transmitted, stored, or accessed in conjunction with the use of a Camera Security system.

VMS Device: any camera, microphone, or other audio and/or video recording Device that can capture and display or reproduce images and sounds, and/or store them as data; and any electronic equipment that, as part of an VMS, provides the capability to retrieve, transmit, or reproduce recorded audio and/or video data files

Stored Data: VMS data stored digitally on a secure CSS-managed server.

VMS Operator: Any person viewing or controlling a VMS Device or VMS system equipment.

Surveillance: the use of any VMS Device to observe any place or thing and to capture, record and/or document occurrences or conditions, for the purpose of securing and protecting the University, its property, and people in or around University property.

Temporary Installation: The installation of any VMS Device or system that is intended to remain in place for a defined period as determined by the Campus Security Systems Department.

University Unit (Unit): A college, department, program, office, research center, business service center, or other operating Unit of Colorado State University, including, but not limited to, units located on the main Fort Collins campus, any satellite campus, and any research or agricultural extension, cooperative extension, or other outlying Unit location.

POLICY STATEMENT

CSU supports the use of security camera systems for legitimate safety and compliance purposes, consistent with constitutional rights to privacy. All installations must be reviewed and approved through the Campus Security Systems Department under oversight by the Assistant Vice President for Safety and Risk Services.

Use of surveillance technology is governed by principles of:

Legitimate business or safety need
Minimal intrusion on personal privacy
Strict access controls and documentation

POLICY PROVISIONS

Security cameras help CSU keep people safe and protect university property. Use of these systems must follow the law, including being consistent with constitutional rights of privacy.

Surveillance cannot be used to unfairly focus on people based on identity or protected characteristics.

University Security cameras should only be installed where there is a legitimate university purpose, such as public areas or locations with known safety or theft concerns. Cameras must never be placed in restrooms or in the private living areas of university housing. However, in rare and exceptional circumstances—such as when required for an active criminal investigation or other serious safety concern—limited surveillance in university housing may be permitted, but only with appropriate approvals and privacy safeguards in place.

Personal security cameras, such as Ring or Nest devices, are not allowed to be installed or used on university property. This includes areas like offices, classrooms, private areas in university facilities, or other indoor and outdoor university spaces. Unauthorized cameras can create privacy concerns, interfere with official surveillance systems, and pose risks related to unauthorized data collection. All surveillance on university property must be reviewed, approved, and managed through the Campus Security Systems Department to ensure consistency, privacy protection, and compliance with university policies and applicable laws.

Duplication of any VMS Data collected under this policy is prohibited unless authorized by appropriate university personnel.

COMPLIANCE WITH THIS POLICY

Violations of this policy can lead to disciplinary action, up to and including termination of employment or discipline pursuant to the Student Conduct Code. Anyone violating this policy may be subject to civil and criminal liability under applicable laws. If a system is installed without complying with the policy, it may be removed at the expense of the department or person responsible for the unauthorized installation.