Facilities and Services Division
A CODE OF PRACTICE
FOR CLOSED CIRCUIT TELEVISION SYSTEMS
Operated by the ANU Security Unit
1.1. This document details the Code of Practice that will be applied to the management of the close circuit television system (CCTV) established on the Acton campus of the University by the Facilities and Services Division. The system has been implemented by the University to assist in the protection of staff, students and visitors to the campus as well as providing enhanced security of University assets.
1.2. The CCTV system will be managed in accordance with all relevant external regulations and University policies. The conditions applied to the use of the system, including the storage, disposal and access to images and the storage of information, are detailed within this Code of Practice.
1.3. The Director, Facilities and Services has executive responsibility for the system, including approving any extension of the system within the University. The Director is also responsible for managing adherence with the conditions laid down in the Code of Practice and is the only officer authorised to approve amendments to the conditions of the Code. Any changes or extensions to the Code or System will only take place after consultation with relevant University management. Where specific arrangements are established with an area, a written record of the agreed procedures will be made.
1.4. The Director may authorise an agent to approve minor changes to the system and to this Code, where appropriate. Minor changes are those that do not have a significant impact on the intent of the Code or the procedures established to monitor adherence with its provisions.
1.5. Where appropriate, the Australian Federal Police will be asked to investigate any matter recorded by the CCTV system which is deemed to be of a criminal nature
2.1. As indicated in the previous section, the CCTV system is intended to provide an increased level of security in the University environment for the benefit of those who study, work, live in, or visit the campus. Subject to this Code of Practice the System will not be used to invade the privacy of any individual. For the purpose of this Code, the University environment includes all University land and buildings, including those areas occupied by Colleges and commercial businesses.
2.2. The system will only be used for the following purposes and within this Code of Practice at all times:
2.3. There may be circumstances where the Australian Federal Police wish to conduct a pre-planned operation on the University site. The Director or agent may authorise the use of this system to support these operations, provided it is done within the provisions of this Code and a representative of the AFP is present in the Control Room for the full duration of the operation.
2.4. Any use of this system or materials produced which is frivolous, or for private purposes, or is otherwise inconsistent with the objectives and procedures outlined within this Code will be considered gross misconduct. Any University staff member involved in incidents of this type will face appropriate disciplinary action in accordance with the relevant University policies. A 24-hour record is kept of event activity in the Control Room or at the location of the CCTV units.
2.5. As community confidence in the system is essential, all cameras will be operational. An appropriate maintenance program will be established and under no circumstances will "dummy" cameras be used.
3.1. The system will be used to respond to the following key objectives, which will be subject to annual assessment and reports:
4.1. The CCTV System consists of a number of overt colour CCTV cameras situated on University property, which continuously record activities in that area. The current locations of cameras on campus are detailed in Appendix 1 (available in hard copy only).
4.2. A Control Room is situated on campus and is capable of receiving images from throughout the area. The Control Room is staffed 24-hours a day by qualified Control Operators working in shifts. The Control Room is also equipped with a licensed radio system linking patrol units and the Control Room. Emergency Phones within the viewing area will be monitored and are connected directly to the Control Room.
5.2. All persons involved in the operation of the system are to exercise care to prevent improper disclosure of material.
6.1. The Facilities and Services Division (ANU Security Unit) is responsible for compliance with this Code of Practice and Operational Manual.
6.2. The Division is responsible for managing compliance with this Code, including compliance by staff and contractors employed to work on the system or in the Control Room.
6.3. The Manager, Security and Campus Services, shall be responsible for the day-to-day management of the system and associated processes. In particular, the Manager will be responsible for Police liaison, compliance with the Code of Practice and Operational Manual by staff, contractors or any other authorised person, staff training, the preparation reports and the evaluation of the system performance.
6.4. The Manager will be responsible for managing the Control Room, ensuring that only authorised personnel are given access. A record will be kept of all personnel entering the control room and the Manager will review this record on a daily basis.
7.1. Where an agreement is reached to extend the System, the parties (that is the Division and any area affected by the extension of the System) agree to take the following actions:
8.1. Given the particular needs of residential areas, in addition to the above, the following actions will be taken where the system is extended for use in the internal areas of a Residential college or Hall:
8.2. All relevant parties will agree to comply with the requirements of this Code before the adoption of any change in purpose or the adoption of new objectives for the System.
9.1. The University acknowledges the importance of accountability in the management of the system. With that in mind, the following steps will be taken to ensure the campus community is informed:
9.2. Any agreement approving Police participation in this System will be subject to both parties signing a document acknowledging their respective responsibilities under this Code. This agreement will be available for review by the University Executive or officers nominated by the University Executive, if required.
10.1. Cameras will not be hidden and as far as possible will be placed in public view.
10.2. Signs that CCTV cameras are operating will be displayed at key positions. The signs will allow people entering the University to be made aware that CCTV systems operate within the University.
10.3. The Code of Practice will be available at the Libraries and on the Divisional web page, where the introduction of the system (or any subsequent changes) will be publicised through the ANU notice board for a period of two weeks.
11.1. The System will operate in a manner that is sensitive to the privacy of people living and working in the area.
11.2. Camera Operators will receive training in the varying degrees of privacy afforded by public, semi public and private premises within a mixed teaching, research, and residential University atmosphere.
12.1. The Facilities and Services Division is responsible for ensuring that the System is evaluated annually by the Director or agent.
12.2. Evaluation will be conducted according to the following criteria:
12.3. Ongoing monitoring of the System will be conducted by the Manager, Security and Campus Services, who will also take all reasonable measures to ensure that all relevant parties are complying with the provisions of this Code.
13.1. This section applies to both University staff and contractors employed to work on the system. Staff and contractors will comply with the following conditions:
13.2. All University staff and contract staff must be briefed on the conditions of the Code of Practice and Operational Manual before commencing work on the system or within the Control Room area.
14.1. Complaints regarding the CCTV system and its operation must be made in writing to the Director, Facilities and Services. Where appropriate, the Director will appoint an independent officer with suitable qualifications to investigate the complaint and provide a written report within an agreed period of time not to exceed eight weeks. The report will be presented to the Director, Facilities and Services, who will normally take action as appropriate within the University guidelines and then advise the complainant. Where the complainant is not satisfied with the resolution, the complaint can be directed to the Vice-Chancellor for investigation and action as appropriate. For this Code, the definition of an independent officer is one who does not directly work in areas responsible for the management or maintenance of the CCTV system. The investigating officer can be on the staff of the Facilities and Services Division.
15.1. Breaches of the Code of Practice and of security must be subject to proper investigation by, in the first instance, the person appointed by the Director to conduct an investigation. This person shall be responsible for making recommendations to the Director to remedy any breach which is proved or evidenced.
15.2. The University reserves the right to apply disciplinary sanctions for breaches, up to and including referring the breach to the Police.
16.1. Control Room equipment and the remote control of cameras will only be operated by the Manager, Security and Campus Services, Control Room Staff and persons/staff under training. All these people will act with the utmost probity.
16.2. All use of cameras and recording equipment will accord with the purposes and key objectives of the System, as developed in training and specific operational instructions to staff, and shall comply with this Code of Practice.
16.3. Cameras will not be used to look into private property. Operational procedures shall be adopted to ensure restraints upon the use of cameras in connection with private premises.
16.4. System Operators will be subject to supervisory procedures to ensure compliance with this aspect of the Code.
16.5. System Operators are aware that recordings are subject to routine audit and that they may be required to justify their interest in a member of the public or premises.
16.6. The Manager, Security and Campus Services will decide the level of incidents to be reported to the Police. The Police shall log all such incidents. It is recognised that the decision as to what level of response is deployed is a matter entirely for the Police. The Manager, Security and Campus Services will liaise regularly with the Police on this subject.
16.7. The Operations Manual will provide guidance on the method of operation of cameras, length of time viewing monitors and of minimum operator's performance levels.
16.8. A record will be maintained as defined by the Manager, Security and Campus Services of all monitored:
16.9. This record will be included as part of the means of establishing effective evaluation and targeting of key objectives.
17.1. Access to view monitors, whether to operate the equipment or view the images is strictly limited to staff with that responsibility.
17.2. A Control Room Main Log will contain details of all recordings made in relation to 16.8 above. Details of any visitors authorised by this Code, including times of arrival and departure and details of any telephone calls, will be recorded separately.
17.3. The Control Room will remain locked at all times. A coded door lock will strictly control access with a key override. Access will be strictly limited. All occupants will be identified prior to access. Routine access will only be granted to certain Managers, Operators, Police Officers, Maintenance Staff and those under training.
17.4. It is important that visits do not interrupt the efficiency of the system. Casual visits will not be permitted. Organised parties shall be allowed for lawful and proper reasons to visit by the Manager, Security and Campus Services with approval, in advance. The Manager, Security and Campus Services will be present during all organised visits.
17.5. Public access to or the demonstration of monitors will not be permitted except for lawful and proper reasons.
17.6. Visits by no more than two Police Officers at any one time will be permitted provided that they are on duty and the visit is in connection with liaison, training or purposes of the system. These visits must be authorised by the Director or agent in writing in advance.
17.7. Security procedures will be the subject of audits.
18.1. Recorded material will be used only for purposes defined in this Code of Practice. Access to recorded material will only take place as defined in the Code of Practice. In particular recorded material will not be sold or used for commercial purposes. The showing of recorded material to the public will only be allowed in accordance with the law, either in compliance with the needs of the Police in connection with the investigation of crime, which will be conducted in accordance with the provisions of any relevant police and criminal procedures, and any advice and guidance given to the Police from time to time; or in any other circumstances provided by law. Any showing of the material will protect the rights of innocent parties.
18.2. Ownership and copy right of all recorded material vests in the University.
18.3. Recording equipment will be checked from on an agreed schedule by the Manager, Security and Campus Services to ensure it is in good working order. A time check will be made nightly and the result entered into the logbook. All tapes will show the time, date, and camera numbers.
18.4. A library of tapes and spare tapes is maintained sufficient for the purpose. Tapes will be used a maximum of twelve times in rotation and retained a maximum of 31 days before re-use. Tapes required for evidential purposes must be stored separately and an additional copy made to maintain a full record of operational tapes retained for the stated period. This is in addition to evidential copies made. Previously recorded tapes will be bulk erased prior to reuse. Tapes will be bulk erased and disposed of by incineration by the Manager, Security and Campus Services, after final use.
18.5. Tapes will be stored in a secure cabinet and the key held by the Manager and Assistant Manager. Tapes are uniquely and individually labelled. Such labels bear © year ANU notices. All tapes handed to the Police or others as evidence will be subject to entries in relevant transmittal registers, which will also record details of all tapes removed, viewed, but not copied. The names of the persons viewing and the reason will also be shown. All viewing will be in accord with the "purpose" statement. The tape registers are to be securely stored.
18.6. Tapes for evidential purposes will be regarded as exhibits. Tape copying procedures will be agreed with prosecuting authorities and detailed in the Operational Manual. As far as possible certified copies, rather than the original, should be used for investigation purposes.
18.7. Police may be given access to tapes where an officer reasonably believes that access and/or copies of specific tapes are necessary for the investigation and detection of an offence or offences, or for the prevention of crime. Tapes provided to the Police shall at no time be used for anything other than the purpose specified and identified when operators release the tape to the Police. A Police Officer, not below the rank of Inspector, may visit the actual room from time to time to ensure that agreed procedures are being followed. All requests for access to tapes by Police must be approved by the Director or agent.
18.8. Access to tapes may be obtained in connection with civil disputes by Court Orders or be extended to lawyers acting for defendants or victims in criminal proceedings in consultation with the Police. All requests for access to tapes for this purpose must be approved by the Director or agent, only after consultation with the ANU Legal Office.
18.9. No other access will be allowed unless approved by the Director or agent. Approvals will only be granted for reasons which fall within the purposes and objectives of the scheme and in accordance with this Code of Practice.
19.1. Still photographs will not be taken as a matter of routine. Where photographs are taken, each image will be numbered prior to loading into still image machines.
19.2. Still photographs from live incidents will only be taken at the request of the Director, Manager Security and Campus Services or the Police Officer in charge of the scene. A written record of the request including details of the requesting officer, time and date of the request and the reasons will be made. This record will be held by the Manager, Security and Campus Services.
19.3. Only a Police Officer authorised by a Police Officer of at least the rank of Sergeant may request that the operator produces a still photograph taken at a live incident, or still photographs from video recordings. Still photographs can only be requested where they are required for the prosecution or detection of crime.
19.4. All still photographs will remain the property of the University and will be filed in numerical sequence.
19.5. As indicated above, a record will be kept of the reason for the production of any photograph taken from live action. The stills record book will include the details of the staff member taking the photograph, date and time the photograph was taken and the reasons the photograph was taken.
19.6. Any still photograph released to the Police will be dealt with by the Police as an exhibit and shall at no time be used for anything other than the purpose specified.
19.7. Still photographs may only be destroyed by the Manager, Security and Campus Services and within 31 days, unless made the subject of a Police application or required as evidence.
19.8. Photographs will not be used to brief operators so as to avoid contamination of operator's evidence.
19.9. Photographs will be kept in a locked cabinet.
20.1. The level of Police response to incidents occurring on campus will be determined by the AFP and will be subject to the various priorities at the time the incident is reported. The University has no control over the priority allocated by the Police.
20.2. The Control Room operators are authorised to report relevant matters to the Police and other emergency services, as appropriate. A written record of any reports will be made at the time and will include details of the incident, date and time of the report and details of the AFP or other services officer taking the report. Where appropriate, the Control Room operator may elect to have the ANU Mobile Security Patrol attend the incident before making a formal report to the AFP or emergency services.
20.3. All incidents requiring attendance by the AFP or other emergency services will be reported to the Manager, Security and Campus Services, as soon as possible.
21.1. For the day-to-day purposes, the University's contact liaison officer with the AFP will either be the Inspector with responsibility for City Centre Policing or the designated Area Inspector. As appropriate, the Community Policing Officer will liaise with the University in regard to decisions with significance for the operation and management of the System.
21.2. A record of telephone calls from the Police to the Control Room will be maintained, with details of caller, purpose of the call and outcome being recorded.
21.3. Audible voice logging of phone contact is intended to be provided and will be used when operational, in dealing with live incidents.
21.4. Approval for the police use of the system in any manner will be subject to their agreement to comply with these Codes of Practice.
21.5. The presence of a Police Officer in the Control Room for a pre-planned operation or ongoing incident is permitted, subject to authorization being given by the Director or agent. This Officer may direct the operation of cameras. However, these directions must comply with conditions outlined in this Code of Practice. The Control Room operator has discretion to refuse directions where he/she believes that the request does not comply with the Code.
21.6. There will be no remote control facility at the Police Communications Centre but a Police Officer may direct camera operators during a live incident audibly, by the telephone, provided the actions requested comply with this Code of Practice.
21.7. Should a request from the Police arise for use of the system in any manner that is not provided for by the Code of Practice, this request must be agreed between the Director and the Area Police Inspector concerned. This approval process cannot be devolved to an agent.
21.8. A written record will be maintained of any use of the system at the request of the Police. This record will include details of the Police Officer making the request, details of the Divisional officer authorising the request, time and date of the request and reasons for the request.
22.1 Compliance by University staff (specifically Security officers) and contract staff will be subject to audit. These audits will be conducted as required and at least once per year. The Director, Facilities and Services will appoint an independent staff member to undertake the audit and provide a written report.
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