- d
(Approved by authority of the President)
Purpose
This policy regulates the installation and use of security cameras at the University. It establishes standards for installation, operation, and management of security camera systems and the data they collect, while balancing the University’s safety interests with individual privacy rights.
Security cameras help deter criminal activity, support investigative and accountability efforts, and enhance the safety of people and property.
Scope
This policy applies to all University units, departments, employees, volunteers, and contractors. It governs the use of image-capture technology installed or activated—either permanently or temporarily—for the purpose of enhancing campus safety and security, regardless of technology type or whether the cameras are actively monitored.
This policy does not apply to body-worn cameras or in-car video systems used by the University of Washington Police Department (UWPD), nor to cameras installed primarily for non-security purposes, including but not limited to:
• Building construction “real-time” viewing,
• Clinical patient care,
• Human resources employee investigations,
• Human subjects research,
• Teaching and learning,
• Video conferencing,
• Wildlife monitoring,
• Weather monitoring.
Definitions
Security Camera—Electronic surveillance devices that capture visual and/or audio information to monitor and enhance security.
Security Camera Owners and Operators—Individuals identified by Campus Community Safety to manage and access University security camera systems.
Responsibilities
Vice President for Campus Community Safety
The Vice President for Campus Community Safety is the delegated executive authority with responsibility to:
- Review this policy and related standards, guidelines, and procedures at least once every three years;
- Review and approve any major amendments to this policy; and
- Engage with the University community about campus security camera systems and changes to existing cameras for enhanced transparency.
Campus Safety Lead for Campuses and UW Medicine
The Campus Safety lead for each campus and UW Medicine or designee:
- Serves as the central coordinator for all security camera requests and issues;
- May deny or propose alternatives to security cameras proposed by units;
- Will maintain an up-to-date, comprehensive inventory of camera installations and image storage locations to facilitate necessary access to recorded images of possible crimes or incidents that require investigation;
- Will provide periodic administrative updates and guidance to security camera systems operators;
- Serves as the primary access point for data requests from business units with potential or actual security incidents. The University office of Public Records & Open Public Meetings remains the access point for all other security camera data requests.
UW Facilities
- UW Facilities at each campus leads review of potential camera locations to determine potential installation and maintenance feasibility and costs. UW Facilities coordinates vendor engagement for system procurement and installation and coordinates with campus architectural review groups as needed.
- In leased space, units work with the UW Facilities Real Estate unit and the building operator for any lease issues related to security.
UW Information Technology
UW Information Technology (UWIT) will set video device technical standards and data-storage solution standards.
Policy Statements
1. General Provisions
1.1. Security cameras will not be used to evaluate or monitor employees.
1.2. Security cameras may not be installed in areas where a reasonable expectation of privacy exists (per RCW 9.73.030). These areas include but are not limited to restrooms, locker rooms, private offices, and occupied student residential rooms.
1.3. Audio recording is prohibited unless approved by the Vice President for Campus Community Safety and the UW Division of the Attorney General’s Office or unless clear signage is posted.
1.4. This policy does not supersede rights provided in collective bargaining agreements.
1.5. If non-security cameras capture security-related incidents, the footage must be reported to UWPD and retained per University data retention requirements.
1.6. Compliance with all applicable privacy laws and regulations is required. This includes but is not limited to the Family Educational Rights and Privacy Act (FERPA), General Data Protection Regulation (GDPR), Health Insurance Portability and Accountability Act (HIPAA), and the Washington State Student Online Personal Information Protection Act.
1.7. Personal security cameras are prohibited unless authorized by Vice President for Campus Community Safety.
2. New Security Camera Requests
2.1. Any unit may propose a new installation for UW Bothell, UW Seattle, UW Tacoma, and other University controlled locations.
2.2. Proposals for installation must include the security concern, alternate solutions considered, and approval from the appropriate vice president, vice provost, dean, or director.
2.3. All new installations must be supported by a documented unit-level or department-level operations and maintenance plan.
2.4. On the Seattle campus, all new cameras must route video to the UWPD Security Operations Center. Requesting units typically bear the costs for installation, video data storage and preservation, and future camera maintenance.
2.5. Procurement and installation must be approved by UW Facilities, UWIT, and campus safety leadership for each respective campus or other location. For UW Medicine, this review and approval is carried out by UW Medicine Security. For remote locations (Friday Harbor, Spokane, etc.), the home division for the remote unit must review and approve requests that meet this policy’s standards.
2.6. Installations in architecturally significant spaces must minimize visual impact and comply with campus design review guidance.
2.7. In shared facilities, units must consult all affected stakeholders before installation.
2.8. UW Labor Relations must be notified of proposed installations.
3. Legacy Security Video Systems
3.1. All Seattle campus units with pre-existing systems must register the systems with the UWPD Office of the Chief of Police.
3.2. Where feasible, legacy cameras (local-level data storage) on the Seattle campus must be connected to the UWPD Security Operations Center.
3.3. Deans or directors must approve legacy system registrations, including business justification, camera locations, maintenance plans, and retention protocols.
3.4. Legacy systems must be reviewed by UWPD Office of the Chief of Police, UW Facilities, and UWIT. Future upgrades must bring systems into compliance with this policy.
4. Exceptions to Policy
In rare cases where contractual or operational needs require deviations, approval is required from:
- Vice President for Campus Community Safety,
- Chief Information Security Officer,
- UW Division of the Attorney’s General Office, and
- The unit’s dean, director, or delegated executive authority.
5. Review, Use, Retention, Access, and Release of Recorded Images
5.1. Storage and Security
- Cloud-based storage is the preferred storage method and must meet UWIT standards.
- Locally stored data must be protected from unauthorized access, modification, or destruction.
- Operators must follow UWIT information security protocols appropriate campus or UW Medicine Safety authority commensurate with the sensitivity, criticality, and identified risk of stored video images and recordings.
5.2. Recorded Images—Retention
All footage must follow University records retention schedules as established by Records Management Services.
5.3. Requests for Access or Release
- Public record requests for footage must go through the Office of Public Records and Open Public Meetings.
- Internal requests for business use must go to the appropriate campus safety lead for UW Medicine and all campuses. In the case of a legacy camera using local data storage and not connected to UWPD’s Security Operations Center, UWPD may direct that the request be made to the unit with ownership of the camera and storage.
- Units must log all access, including requester name, date, time period accessed, and who fulfilled the request.
- No one may withhold or amend images requested by the Office of Public Records and Open Public Meetings.
5.4. Access to Live Video Feeds
- Campus Safety offices at each campus may monitor live security camera feeds for crime prevention or response.
- New and legacy systems may not be monitored at the unit level.
5.5. Video Review
5.5.1. Purpose of Accessing Footage
Footage may be reviewed for safety, investigations, or legal proceedings.
5.5.2. Sharing Footage
Video may be shared with law enforcement or external entities when required by law or subpoena.
Responsible Office and Additional Information
For additional information see the office of the Vice President for Campus Community Safety.
History
December 5, 2025.