Chapter 3337-44 Policies Critical Incidents, Hazardous Materails, Smoke Free Campus and Alarms

3337-44-100 Critical incidents.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/44-100.html

(A) Overview

This policy describes the response to any crisis situation that requires bringing together the critical incident response team (CIRT) and if necessary the president's executive staff. The objectives are to provide input and resources to on-scene emergency personnel and to develop an appropriate institutional response concerning the incident. The intent of this policy is not to detail incident-specific procedures, but to establish a critical incident declaration process, and to define the CIRT, critical incident command center, and critical incident media site.

Ohio university will work to efficiently and effectively serve the university and surrounding communities in times of crisis. Ohio university will use its expertise, resources, and communication capabilities for the purpose of safeguarding persons and property that may be affected by the critical incident.

Emergency response plans defining specific procedures will be developed and maintained by the Ohio university police department and the department of environmental health and safety, with input from the university community. Procedures will be reviewed on an annual basis by the standing critical incident response team.

(B) Definitions

(1) Critical incident

Any incident requiring immediate actions be taken to ensure a safe and healthful environment and that university operations are maintained or restored.

(2) Critical incident response team (CIRT)

The standing CIRT consists of the chief of police (co-chair), assistant vice president for safety and risk management (co-chair), dean of students, associate vice president for facilities, assistant vice president for auxiliary services, emergency programs coordinator, and executive director for communications and marketing.

Upon the declaration of a critical incident, the CIRT chair will appoint appropriate members to the augmented CIRT, based on the nature of the incident. In most cases, the augmented CIRT will include all members of the standing CIRT.

(3) Critical incident command center

This is selected from pre-determined locations for the president's executive staff and the CIRT to meet when a critical incident has been declared. These locations will not be publicized.

(4) Critical incident media site

This is selected from pre-determined locations for the dissemination of information to the media. The following have been designated as critical incident media sites, although other locations may be selected as appropriate to the specific incident: Baker university center (various locations), computer services center 121B, Howard park, Nelson commons, and Irvine hall. Upon declaration of a critical incident, the executive director for communications and marketing, or designee, will determine the site.

(C) Critical incident activation

The incumbent in each key role identified in this policy is required to designate a backup to fill that role in the case of absence or unavailability of the incumbent.

After taking immediate emergency action, such as calling 911 or activating an alarm, any member of the Ohio university community who becomes aware of a potential critical incident should contact the Ohio university police department. The police chief will contact the vice president for finance and administration (VPFA). The VPFA will decide whether or not to declare a critical incident. In the absence of the VPFA, the vice president for student affairs (VPSA) will be contacted to make that decision. The declaration will specify the location of the command center for this critical incident.

Upon declaration of a critical incident, the following will occur:

(1) The Ohio university police department communication center will notify the assistant vice president, safety and risk management (AVPSRM) that a critical incident has been declared.

(2) The VPFA or VPSA will contact specific members of the president's executive staff as appropriate to the incident.

(3) The executive staff members notified in the prior step will meet to take whatever actions are deemed appropriate. They will be convened by the executive vice president and provost or by the vice president issuing the declaration.

(4) The AVPSRM will contact other members of the standing critical incident response team, or their designees, as appropriate to the incident.

(5) The AVPSRM or CIRT will contact such additional people as are needed to deal effectively with the particular incident (e.g., the vice president for research), thereby forming the augmented CIRT.

In all of the above steps, the notification will specify the location of the command center for this critical incident. Those notified (both executive staff and members of the augmented CIRT) should report to the command center as soon as possible.

(D) Preparation

Every member of the standing CIRT, as identified in part (B)(2) of this policy, will:

(1) Name a designee to be notified in the event that the individual member cannot be contacted. Contact information for the CIRT members and their designees will be maintained in a university automated call database and at the communication center of the Ohio university police department.

(2) Be responsible for developing, maintaining, and activating a staff emergency notification list within his or her department for the purpose of responding to a critical incident when needed.

The standing CIRT, as a group, will prepare, and at least annually review and revise as needed, the "Ohio University Emergency Preparedness Response Plan," which will be published online, linked from the environmental hHealth and safety home page athttps://www.ohio.edu/riskandsafety/ehs/.

(E) Regional campus responses The executive dean of the regional campuses will work with each campus dean to prepare response plans augmenting those described above. The Ohio university police department and emergency programs coordinator will serve as consultative resources.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/44-100.html

Effective: 7/28/2016
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15

3337-44-104 Hazardous materials management.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/44-104.html

(A) Overview

The purposes of this policy are:

(1) To protect people and the environment from the negative impacts of hazardous materials by identifying appropriate procedures for handling, storing, and disposing of hazardous materials;

(2) To ensure that Ohio university complies with all federal, state, and local regulations regarding hazardous materials, hazardous waste, biohazards materials, and spill response;

(3) To delineate areas of responsibility.

Ohio university will obtain, handle, store, and dispose of hazardous materials in a manner that protects people and the environment and complies with applicable regulations. Owners and users of hazardous materials will handle those materials in a manner consistent with this requirement and following all procedures referenced in this document.

(B) Definitions

Hazardous waste is generally a non-radioactive chemical substance that is no longer wanted. See the following discussion and, for a detailed regulatory definition, the "Hazardous Materials Management Manual."

(1) Hazardous materials

Hazardous materials are any chemical or material that poses a significant risk to the health and safety of people, the environment, or facilities. This includes licensed radioactive materials, biohazard agents, hazardous chemicals and any material regulated as hazardous under CERCLA 42 USC 9601(14) or USDOT 49 CFR 172.101.

The hazard may arise from exposure by one or more routes, including skin contact, inhalation, or ingestion, or in the case of radioactive materials even by time spent in proximity, without direct physical contact. In addition to splashing and flowing, liquids may also disperse through the air as vapors or aerosols, and dusts or powders may disperse through the air as well.

(2) Hazardous chemicals

Hazardous chemicals are chemicals for which there is statistically significant evidence based on at least one study conducted in accordance with established scientific principles that acute or chronic health effects may occur in exposed people.

(3) Hazardous materials waste

Hazardous materials waste meets any one or more of the following criteria:

(a) A waste or combination of wastes as defined in 40 CFR 261.3;

(b) Those substances defined as hazardous wastes in 49 CFR 171.8; or

(c) Substances defined as hazardous waste in Chapter 3734, or Chapter 3745, of the Revised Code, or Chapter 3745, of the Administrative Code.

(4) Radioactive waste

Radioactive waste is any substance that is no longer wanted and is known to be radioactive (producing ionizing radiation) greater than background level.

(5) Biohazardous waste

Biohazardous waste is any substance that is no longer wanted and contains or could potentially contain biohazards agents. For detailed regulatory definition, see the "Biosafety Manual," and state regulations, or contact EHS.

(6) PCB waste

PCB waste is any substance that is no longer wanted and includes biphenyl molecules that have been chlorinated to varying degrees. For a detailed regulatory definition, see the "Hazardous Materials Management Manual."

(7) Asbestos waste

Asbestos waste is asbestos material that has been removed or collected and labeled as a waste. For a detailed regulatory definition, see the "Asbestos Management Program."

(8) Other terminology

Multi-hazardous waste is waste that contains two or more of the following wastes: biological, radioactive, or hazardous waste.

Mixed waste is multi-hazardous waste that includes radioactive material.

Specially regulated waste is any waste that becomes a public concern and is regulated specifically. The previous seven wastes are examples of such waste.

(C) Identifying hazardous materials

There are three primary tools used to determine if a material is hazardous and how it will be handled:

(1) Specific written documentation, such as the "Material Safety Data Sheet" (MSDS), the container label, or shipping papers. (A MSDS is a regulatory document that is required to be provided by the manufacturer to the user; the sheet contains pertinent safety information.)

(2) The specific listings and definitions of materials included in various regulations. These lists and definitions are contained in the U.S. Code of Federal Regulations, the Revised Code, and the Administrative Code, all of which may be found at Alden library and on the internet.

(3) Personal knowledge (an individual may have created the material, or know very specific information about the material's properties).

If hazardous material status cannot be determined, call environmental health and safety ("EHS") and request a review by the hazardous materials manager. Unknown materials will be treated as hazardous materials until they are determined to be non-hazardous.

(D) Aquiring hazardous materials

Hazardous materials must be aquired as described in policy 55.031.

(E) Using hazardous materials

Hazardous materials users are directed to the EHS "Hazardous Materials Management Manual" for specific policies, procedures, and practices. The manual includes information and management tools required to use hazardous materials safely and to comply with laws and regulations.

In addition to the "Hazardous Materials Management Manual," material handling procedures can be found by:

(1) Referring to the "Ohio University Biosafety Manual";

(2) Referring to the EHS "Radiation Safety Handbook";

(3) Using the environmental health and safety (EHS) web site; or

(4) By contacting the EHS office, at 740-593-1666.

(F) Disposal of hazardous materials

Generators of the types of waste listed here shall contact EHS for guidance, prior to generation of waste. Generators of waste will handle the waste in such a way to protect the safety and health of people and the environment, comply with all university procedures (listed in this policy), and comply with applicable regulations.

(1) Hazardous waste

Follow the chemical waste procedures available at:

(a) EHS website for chemical waste

(b) "Hazardous Materials Management Manual"

(c) Chemical waste form

(2) Radioactive waste

Follow the radioactive waste procedures at:

(a) EHS website for radioactive waste

(b) "Radiation Safety Handbook"

(c) "Hazardous Materials Management Manual"

(d) Radioactive waste form

(3) Multi-hazardous waste

Contact the EHS hazardous material coordinator for specific instruction.

(4) Mixed waste

Contact the EHS hazardous material coordinator for specific instruction.

(5) Biohazardous waste

Follow the infectious waste procedures available at:

(a) EHS infectious waste website

(b) "Biosafety Manual"

(6) PCB waste

Follow the procedures previously outlined for chemical waste. Contact the EHS hazardous materials coordinator for more details.

(7) Asbestos waste

Follow procedures available in the "Asbestos Management Program Manual."

(8) Specially regulated waste

For disposal of specially regulated waste, generators shall consult with the EHS hazardous materials coordinator.

(G) Biohazards and infectious agents

Ohio university shall follow the procedures for obtaining, approval, registration, handling, storage, and disposal of biohazards or infectious agents as described in policy 44.107 and the "Biosaiety Manual."

(H) Hazardous materials spill response

All faculty, staff, students, and visitors should be aware of and follow the procedures contained within the "Hazardous Materials Management Manual."

All campus locations that handle, store, or use liquid hazardous materials shall have available enough absorbent to mitigate a spill equal to the largest size container of liquid at that location.

All campus locations that handle, store, or use liquid hazardous materials shall post the following emergency information in an area available to each person using the laboratory, printed in a font size large enough to be read by a person with normal vision from a distance of at least ten feet, and prepared so as to facilitate rapid updating whenever the facts change:

Building:

  

Room Number:

  

Ohio University Police:

740-593-1911

Environmental Health and Safety:

740-593-1666

Athens City Police:

911

Athens City Fire Department:

911

Fire Extinguisher Location:

  

Absorbent Materials and Personnel Protective Equipment Location:

  

Fire Pull Station Location:

  

Name of Lab-Specific Responsible Person:

  

Phone Number of Lab-Specific Responsible Person:

  

For hazardous materials located on regional campuses, the local law enforcement and fire department should be identified and the appropriate phone numbers should be provided, rather than those for Athens city.

The person responsible for the location shall consult with EHS and with facility planning and space management when preparing the sign; see also policy 42.100.

EHS shall be provided with a copy of the text of each such sign immediately after it is first posted and immediately after any change to any of the posted information. This will facilitate EHS' maintenance of a complete and accurate inventory of locations and hazards, both for its own use and to assist local first-responders.

For additional information and specific procedures, see the "Hazardous Materials Management Manual," the "Biosafety Manual," or the "Radiation Safety Handbook."

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/44-104.html

Effective: 7/31/2016
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15

3337-44-113 Smoke and tobacco free campus.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/44-113

(A) Overview

This policy provides Ohio university with a smoke- and tobacco-free campus in compliance with the resolution of the Ohio board of regents in July. 2012. which called for Ohio's universities to establish their campuses as tobacco-free. This policy is founded on a commitment to the overall health and success of members of the Ohio university campus, which can be enhanced by a smoke- and tobacco-free environment. This policy is also in compliance with Ohio smoking law set forth in Chapter 3794. of the Revised Code, and the Ohio fire code provisions on smoking set forth in section 310. A smoke- and tobacco-free Ohio university campus supports a green and clean environment, prepares our students for tobacco-free environments in their future, and can be a source of pride in supporting a wellness initiative

(B) Prohibition, definitions, and scope

Smoking or the use of tobacco or smoking products is prohibited at all times at Ohio university.

(1) Who

The prohibition applies to all members of the university community, including employees, students, visitors, volunteers, patients, and customers.

(2) What

The prohibition applies to all nicotine, tobacco-derived or -containing products, and plant-based products including cigarettes (e.g., clove, bidis, kreteks), electronic cigarettes/vaping, cigars and cigarillos, hookah-smoked products, and oral tobacco (spit and spitless, smokeless, chew, snuff). See also paragraph (B) (4), of this rule.

(3) Where

The prohibition applies at all facilities, property, and grounds of Ohio university used to carry out the mission of the university, on the Athens campus. Regional campuses will also be smoke- and tobacco-free. The specifics of the policy will be determined and communicated by each regional campus.

It applies in such places, whether they are owned, rented, or leased by Ohio university. It applies at locations owned by the university that are rented or leased to others for unrelated uses only if university employees work at that location.

The prohibition also extends to sidewalks adjacent to university buildings and grounds, in keeping with the Athens city policy of property owners' responsibility for sidewalks.

The prohibition applies in university-owed or -rented vehicles, wherever they are, and in personal vehicles while on Ohio university property.

(4) Exceptions

FDA approved nicotine replacement therapy is allowed (e.g., patches, gum, inhalers, and lozenges).

Tobacco use may be permitted for controlled research, educational, clinical, or religious ceremonial purposes, but only with prior approval of the dean or director responsible for the facility.

(C) Process and responsibilities

(1) Community-wide accountability

Each member of the university community is responsible for respectfully informing or reminding others of the smoke- and tobacco-free policy if coming upon someone smoking or using tobacco. No person shall refuse to immediately discontinue smoking or using tobacco products on campus when requested to do so by any Ohio university representative or any employee of Ohio university. Effective approaches for talking with individuals who smoke or use tobacco are provided on the smoke- and tobacco-free website.

(2) Employees

It is the responsibility of employees to comply with this policy. Supervisors are encouraged to emphasize the wellness aspects of the policy and ask if the employee is interested in any assistance adapting to the policy or interested in cessation resources. A guide for supervisors is provided on the smoke- and tobacco-free website.

(3) Students

It is the responsibility of Ohio university student to comply with this policy. When talking with students, faculty and staff are encouraged to emphasize the wellness aspects of the policy and ask if the student is interested in any assistance adapting to the policy or interested in cessation resources.

(4) Visitors, volunteers, patients, and customers

Visitors, volunteers, patients, and customers should be made aware and reminded that Ohio university is a smoke- and tobacco-free campus. An effort should be made to educate these groups prior to their arrival on campus by the sponsoring office via their websites, mailings, advertisements, and electronic information. During events on campus, the sponsoring office shall make efforts to ensure compliance with this policy.

(5) Whistle-blowing

No person shall discharge, refuse to hire, or in any manner retaliate against an individual for exercising any right, including reporting a violation, or performing any obligation under this policy: see also, policy 03.006.

(6) Intent

Lack of intent to violate this policy or the Ohio smoking law, Chapter 3794, of the Revised Code, shall not be a defense to a violation.

(7) Support for tobacco users

Ohio university may assist smokers and tobacco users who choose to quit tobacco use by facilitating access to recommended tobacco cessation programs and materials.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/44-113

Effective: 2/5/2018
Promulgated Under: 111.15
Statutory Authority: 3337.01
Rule Amplifies: 3337.01

3337-44-114 Alarm installation.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/44-114.html

(A) Overview

This policy provides for compatibility, consistency, and quality of alarm systems utilized on the Athens campus of Ohio university, and provides for a standardized review and approval procedure.

No building or area on campus will be equipped with an alarm without conforming to this policy. For the purposes of this policy, an "alarm" shall mean any device or system that monitors conditions at a location on campus and alerts personnel at a remote reporting center to a condition requiring action.

The application of this policy shall not result in systems or specifications that conflict with provisions of the Ohio basic building code or other authorities having jurisdiction.

(B) General provisions

(1) Ohio university shall maintain a single-source vender contract to provide consultation, installation, maintenance, and monitoring of all remote reporting alarm systems that monitor environmental or security conditions on campus.

(2) Fire alarm systems report remotely, but are not covered by the single-source vendor contract.

(3) Any department or office seeking to install a remote reporting alarm system, other than a fire alarm system, must do so using only the approved vendor contract.

(4) With the exception of legacy systems already in place on the effective date of this policy, all costs associated with the installation and maintenance of an alarm system shall be born by the office or department installing the system.

(5) The office or department installing the alarm system must bear the ongoing cost of monitoring, in accordance with the contract.

(C) Environmental alarms

(1) Environmental alarms include all alarm systems that monitor conditions that do not involve hazardous materials, threats to human life, or potential criminal activity.

(2) A department or office installing an environmental alarm system must provide the alarm company with detailed information about the conditions to be monitored, acceptable parameters for those conditions, and what conditions result in an alarm.

(3) A department or office with an environmental alarm system must provide detailed instructions to the alarm company describing the actions to be taken by the monitoring service in the event of an alarm condition. These instructions must include a twenty-four hour, prioritized contact list with names and phone numbers for department or office personnel to be notified of an alarm condition. The contact list shall be kept current.

(4) OUPD shall not be listed as a point of contact for environmental alarms unless specific arrangements for doing so have been reviewed and approved by the chief of police or his designee.

(D) Security alarms

(1) Security alarms include all alarm systems that monitor conditions indicative of potential criminal activity or threats to human life, with the exception of fire alarms and hazardous material alarms.

(2) A department or office seeking to install a security system must submit a detailed description of the proposed installation to the chief of police or his designee. The description shall include all conditions to be monitored, the location of all sensors, typical hours the system will be in effect, and any specific safety concerns relative to the alarm area. In addition, a twenty-four hour prioritized contact list with names and phone numbers of department or office personnel to be notified in case of an alarm condition or problem with the system must be provided to the Ohio University Police Department (OUPD) and kept current.

(3) The department or office installing a security system will inform the alarm company that OUPD shall be the only point of notification for all alarm activations or trouble with the system. In case of an activation or trouble notification, OUPD will determine the appropriate response, dispatch police personnel if the activation requires it, and notify the department or office personnel of the alarm or trouble notification accordingly. OUPD shall also be provided with access to arm and disarm all security alarm systems.

(4) OUPD may issue a written warning to any department or office with a security alarm system that results in repeated false alarm activations due to employee error or other correctable conditions (e.g., a fan left on blowing papers and activating a motion sensor). OUPD may levy a per incident charge for each false activation occurring after a department or office has received a written warning.

(5) Any department or office with a security system that discontinues active use and monitoring of the system must notify the chief of police or his designee in writing that the system is being deactivated and the effective date of the deactivation.

(E) Hazardous material alarms

(1) Hazardous material alarms include all alarm systems that monitor levels of harmful agents such as chemicals, radiation, lasers, etc., with the exception of fire alarms.

(2) A department or office seeking to install a hazardous material alarm system must submit a detailed description of the proposed installation to the director of environmental health and safety (EHS) or his designee. The description shall include all conditions to be monitored, the location of all sensors, typical hours the system will be in effect, and specific instructions and safety precautions for emergency responders in the event of an alarm condition. In addition, a twenty-four hour prioritized contact list with names and phone numbers of department or office personnel to be notified in case of an alarm condition or problem with the system must be provided to OUPD and kept current.

(3) The director of EHS or his designee shall approve or modify the proposal and return it to the department or office, which shall then coordinate installation with the alarm company, per the university contract.

(4) The department or office installing a hazardous material alarm system will inform the alarm company that OUPD shall be the only point of notification for all alarm activations or trouble with the system. In case of an activation or trouble notification, OUPD will determine the appropriate response, dispatch appropriate emergency personnel if the activation requires it, and notify the department or office personnel of the alarm or trouble notification accordingly.

(5) Any department or office with a hazardous material alarm system that discontinues active use and monitoring of the system must notify the director of EHS and the chief of police, or their designee(s), in writing that the system is being deactivated and the effective date of the deactivation.

(F) Fire alarms

(1) Fire alarms include all alarm systems that monitor conditions indicative of a potential fire.

(2) A department or office seeking to install a fire alarm must submit a detailed request to the director of EHS or his or her designee.

(3) The director of EHS or his or her designee shall approve or modify the proposal and provide the department or office with an estimated cost.

(4) The department or office will submit the request and estimate cost to the planning unit head for approval. If the funds are identified and the installation is approved, it shall be completed under the direction of EHS in accordance with all applicable state and national standards and regulations.

(5) All fire alarm systems shall remotely report activations to a dedicated reporting terminal located in the emergency communications center responsible for dispatching emergency services to the location of the fire alarm system.

(6) System maintenance shall be the responsibility of EHS.

(G) Transition of legacy alarm systems

(1) Legacy alarm systems refer to those alarm systems already installed and operational on the effective date of this policy.

(2) All departments or offices with a legacy alarm system will be notified in writing of the transition to the single-source vendor contract for continued maintenance and monitoring of alarm systems. The written notification shall include the estimated cost to the department or office to maintain their existing alarm system for the remainder of the current fiscal year and all of the following fiscal year.

(3) The cost of transitioning legacy systems to the single-source vendor will be born by OUPD, unless a legacy system is incompatible with the single-source vendor and would require the procurement and installation of a new system.

(4) The monitoring fees associated with continuing a legacy system shall be born by the department or office.

(5) Included in the written notification will be a suspense date by which departments or offices shall decide to continue their alarm system with the single-source vendor, or deactivate their alarm system.

(6) Departments or offices choosing to continue their alarm system shall coordinate the transition with OUPD and the single-source vendor. In addition, they shall provide all contact lists and response instructions as required elsewhere in this policy.

(7) Once transitioned, all alarm systems will be maintained in accordance with this policy.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/44-114.html

Effective: 7/1/2016
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15

3337-44-119 Video surveillance systems.

(A) Purpose

This policy regulates the installation and use of video surveillance systems for safety and security purposes in public and semi-public areas on the Athens campus of Ohio university. This policy does not imply nor guarantee that surveillance cameras will be monitored in real time.

To ensure the protection of individual privacy rights in accordance with the law, as well as to preserve academic freedom and avoid discouraging the exercise of first amendment rights, this policy is adopted to formalize procedures for the installation of surveillance equipment and the handling, viewing, retention, dissemination, and destruction of surveillance recordings.

Video surveillance will be conducted in a professional, ethical, and legal manner. Any diversion of surveillance records for other purposes (e.g.. surveillance of political or religious activities) is prohibited. Under no circumstances will the contents of any video recordings be exploited for purposes of profit or commercial publication, nor will such recordings be publicly distributed except as may be required by law.

(B) Scope

(1) Public and semi-public areas

This policy applies to video surveillance in areas that are public or semi-public, in which there is not a reasonable expectation of privacy. It is important to note that just because an area may have restricted access, that alone does not create an expectation of privacy (e.g. residence hall lounges, computer labs, classrooms limited to students of a particular college or class, etc.)

(2) Private areas

Areas on campus that have a reasonable expectation of privacy, including classrooms, are prohibited from being subject to video surveillance under this policy. Generally, private areas on campus include, but are not limited to. classrooms, private living quarters, residential hallways, restrooms. single occupancy offices, etc. Normally, video cameras in areas that could potentially capture both private areas (e.g. a window into a residence hall room) and public or semi-public areas should be installed such that the camera's view does not include the private area. If reasonable measures cannot be taken to exclude private areas from a camera's view, the private areas will be digitally blocked from view on both live and recorded images.

(3) Exceptions

The following uses of video surveillance are exempt from this policy:

(a) Criminal investigations conducted by or in conjunction with the Ohio university police department;

(b) Academic instruction or feedback, as long as the video is not set to continuously record;

(c) Public web streaming video in areas that do not have a "reasonable expectation of privacy" and are not recorded (e.g., on the Ohio university website);

(d) Recording of public performance events for public entertainment (e.g., athletic events, plays, lectures, etc.).

(C) Procedures

(1) OUPD has the exclusive authority to administer this policy.

(2) All installations of video surveillance systems covered by this policy will use only the enterprise video surveillance solution chosen by the university.

(3) OUPD, along with the assistance of design and construction and the office of information technology will oversee the installation of approved video surveillance equipment.

(4) Video surveillance footage will only be recorded to the university's centralized server.

(5) Appropriate signage will be placed at all locations under video surveillance. Signage will state, "This Area is Subject to Video Surveillance." Signage will also include contact information for the Ohio university police department.

(6) Units responsible for the space in which a video surveillance system is being proposed will:

(a) Draft a written request to the chief of police, or their designee, which includes:

(i) Draft drawings which show the proposed location and direction of each camera;

(ii) An employee who will be the unit's point of contact for the system; and

(iii) Approval from the appropriate administrative head of the unit seeking the installation.

(b) The chief of police, or their designee, will review the request for conformity to this policy and approve or deny the request.

(i) If the chief of police, or their designee, intends to approve a request for video surveillance installation, he or she shall notify the chairs of the administrative, classified, faculty, and student senates and provide them with a copy of the approved request.

(a) The chairs of the senates will have fourteen (14) calendar days from receipt of the notification of pending approval to object to the installation.

(b) Objections will be filed with the vice president, or their designee, of the division in which the proposed installation falls and copied to the chief of police or their designee.

(c) The appropriate vice president shall have final authority to resolve objections and notify the chief of police, or their designee, and the chair of the objecting senate of their decision.

(d) Once final approval is received, or if no objection is filed within fourteen calendar days of notification to the chairs of the senates, the chief of police, or their designee, shall notify the proposing unit of the installation's approval and the project may proceed.

(ii) If disapproved (either by the chief of police, or their designee, or as a result of an objection sustained by a vice president), the chief of police, or their designee, will notify the proposing unit and may include recommendations to bring the proposal into alignment with the policy. The unit may elect to make those changes and resubmit the proposal to the chief of police, or their designee.

(D) Use of video surveillance systems

(1) Video surveillance of public and semi-public areas will be conducted in a manner consistent with all university policies. Any perceived violation of university policy shall be resolved in accordance with applicable dispute resolution processes outlined elsewhere in university policy.

(2) OUPD will oversee access to the university's video surveillance system and to all video cameras individually. Real-time and historical video access will be restricted. At no time will access be granted to the system for the purpose of searching for unprompted evidence of wrongdoing.

(3) No video recordings will be duplicated without permission from OUPD.

(4) Real-time video access

(a) Any individual or department with a need to view video in real time will submit the form "Request for Real Time Video Access" to the chief of police, or their designee.

(b) The chief of police, or their designee, will review the request for a legitimate operational need and will approve or deny the request. If approved, OUPD will ensure access is granted.

(5) Historical recordings

(a) Agencies outside of Ohio university may need to obtain a subpoena for video recordings, as determined by the office of legal affairs.

(b) Historical recordings will be made available to Ohio university officials conducting bona fide investigations. The investigating official will submit the form "Request for Historical Video Access" to the chief of police, or their designee.

(c) The chief of police, or their designee, will review the request for conformity to this policy and will approve or deny the request as appropriate. If approved, the chief of police, or their designee, will ensure the investigating official obtains access to the recordings.

(i) Copies of recordings determined to have no administrative value will be returned to OUPD for destruction.

(ii) Copies of recordings determined to have administrative value will be retained by the investigating department, subject to their retention schedule policy.

(d) All Ohio university police officers and communications officers will have permanent access to all video surveillance systems, both in real time and historically.

(6) Any person who has been granted access to the video surveillance system will:

(a) not allow their access to be used by another person; and

(b) use their access only for the purpose of their job duties.

(E) Disposition of records

(1) No attempt will be made to alter any part of any video recording. Access to video surveillance systems will be configured to prevent tampering with records.

(2) Ohio university police department will determine the minimum standards for video recording.

(3) Video surveillance records on the central server, when recording at minimum standards, will be stored for a period not less than thirty days and will then promptly be deleted.

(4) If an operational need arises for a camera(s) to record above the minimum standard, the unit's point of contact or investigating official should submit a request in writing to the chief of police, or their designee, explaining the need and duration for the change. Such requests will be approved or denied by the chief of police or designee. Due to data storage limitations, video recordings for the approved camera(s) may not be available for the full thirty day retention period. The chief of police or designee will ensure that the affected cameras are restored to minimum standards as soon as practical.

(F) Transition of legacy video surveillance systems

(1) Legacy video surveillance systems refer to those video surveillance systems that are subject to this policy, but were installed prior to the effective date of this policy and were not connected to the enterprise video surveillance system solution utilized by the university on the effective date of this policy.

(2) Legacy video surveillance systems will be transitioned to the university's enterprise video surveillance system by December 31.2018. Video surveillance systems that are not transitioned to the enterprise video surveillance system by December 31. 2018 will be deactivated.

(3) Once transitioned, all video surveillance systems will be administrated, maintained, and operated in accordance with this policy.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy2/44-119.html

Effective: 1/22/2018
Promulgated Under: 111.15
Statutory Authority: 3337.01
Rule Amplifies: 3337.01