• ALUMNI
  • PARENTS
  • LOCAL COMMUNITY
  • STUDENTS
  • FACULTY & STAFF
  • A-Z INDEX
    • |
Giving Banner
Mobile Menu Icon
Search Icon
Caption Arrow

Workplace Expectations: Workplace Search and Surveillance

Applies to: All faculty, staff, volunteers, contractors and visitors while on St. Norbert College property, either at their assigned worksite or in a college vehicle

Purpose: To describe the manner in which the college will use search and surveillance techniques to protect people and property, and to reduce crime

Policy Owner: Human Resources

Revision Dates: May 2020, April 2021

Last Reviewed: April 2021

Policy

St. Norbert College strives to provide a safe, pleasant and secure environment for all members of the college community. In an effort to provide such an environment, it occasionally may be necessary to search college property such as lockers, desks, offices, computers, data storage devices and file cabinets. The college reserves the right to conduct such searches as appropriate. In most cases, the affected person will be present during the search.

In addition, the college has implemented a proactive crime prevention strategy that includes a surveillance system to help monitor activity across campus. The manner in which it is used should be as least intrusive as possible, while still having the ability to gather useful information about the activities that occur on campus.

Procedure

Searches
In cases of suspected possession of illegal or unauthorized drugs, alcoholic beverages, firearms, weapons or stolen property, or in cases otherwise involving some risk of harm, the college reserves the right to search any of your personal belongings that are on college property. Such belongings might include clothing, purses, briefcases, bags and vehicles.

The College normally conducts searches with a third-party witness present; your presence during the search depends upon the reason for, and nature of, the search. In most situations, the college will obtain your consent before a search. If requested, your consent to such a search is required as a condition of employment. Refusal to consent will result in corrective action, including termination.

The College should obtain advance approval for any search from Human Resources.

Surveillance
Surveillance may be conducted in order to deter the vandalizing or theft of college property; help identify those who commit such acts; assist law enforcement officials and college administrators in investigating any crime or violation of any policy or procedure; monitor parking lots; and help with investigations.

Surveillance activities may be conducted via mechanical, electronic or other methods, including photography; observation; video; GPS tracking of college vehicles; telephone, e-mail and internet usage monitoring; and touch-tone decoders.

Electronic surveillance is limited to locations where there is not a reasonable expectation of privacy. This type of surveillance will not be implemented in situations where confidential or sensitive information is likely to be recorded and distinguishable. Electronic surveillance will not be installed inside individual offices, locker rooms or lavatories. However, doors to these locations may be covered by electronic surveillance. Authorization to purchase, install and operate an electronic surveillance system must be obtained from the president’s cabinet.

Access to electronic surveillance live feeds and recorded data shall be highly selective. Typically, access will be limited to individuals authorized by the director of campus safety. The president’s cabinet may authorize additional individuals to have access; however, that access will typically be limited to specific locations or purposes. The director of campus safety will enable/disable access as directed by the president’s cabinet. St. Norbert will provide reasonable security measures to prevent unauthorized access to the video surveillance network.

Videos
Videos are initially recorded on a storage area network (SAN) unit hosted by virtual servers within Information Technology Services (ITS). Information is retained until the storage device becomes full. After that, the oldest video segments are overwritten by the newest segments. No attempt will be made to alter any part of a video recording.

Video recordings that may be relevant to an investigation will be transferred from the storage device onto a removable media device such as a flash drive or CD, or stored on the college’s network drive.

Video records containing personal information that is used to make a personnel decision directly affecting an individual will be retained with the case, and will be retained by the college as outlined in the college’s record-retention policy.

Recordings not related to or used for an investigation will be kept strictly confidential and destroyed within 30 days.

Policy

St. Norbert College strives to provide a safe, pleasant and secure environment for all members of the college community. In an effort to provide such an environment, it occasionally may be necessary to search college property such as lockers, desks, offices, computers, data storage devices and file cabinets. The college reserves the right to conduct such searches as appropriate. In most cases, the affected person will be present during the search.

In addition, the college has implemented a proactive crime prevention strategy that includes a surveillance system to help monitor activity across campus. The manner in which it is used should be as least intrusive as possible, while still having the ability to gather useful information about the activities that occur on campus.

Procedure

Searches
In cases of suspected possession of illegal or unauthorized drugs, alcoholic beverages, firearms, weapons or stolen property, or in cases otherwise involving some risk of harm, the college reserves the right to search any of your personal belongings that are on college property. Such belongings might include clothing, purses, briefcases, bags and vehicles.

The College normally conducts searches with a third-party witness present; your presence during the search depends upon the reason for, and nature of, the search. In most situations, the college will obtain your consent before a search. If requested, your consent to such a search is required as a condition of employment. Refusal to consent will result in corrective action, including termination.

The College should obtain advance approval for any search from Human Resources.

Surveillance
Surveillance may be conducted in order to deter the vandalizing or theft of college property; help identify those who commit such acts; assist law enforcement officials and college administrators in investigating any crime or violation of any policy or procedure; monitor parking lots; and help with investigations.

Surveillance activities may be conducted via mechanical, electronic or other methods, including photography; observation; video; GPS tracking of college vehicles; telephone, e-mail and internet usage monitoring; and touch-tone decoders.

Electronic surveillance is limited to locations where there is not a reasonable expectation of privacy. This type of surveillance will not be implemented in situations where confidential or sensitive information is likely to be recorded and distinguishable. Electronic surveillance will not be installed inside individual offices, locker rooms or lavatories. However, doors to these locations may be covered by electronic surveillance. Authorization to purchase, install and operate an electronic surveillance system must be obtained from the president’s cabinet.

Access to electronic surveillance live feeds and recorded data shall be highly selective. Typically, access will be limited to individuals authorized by the director of campus safety. The president’s cabinet may authorize additional individuals to have access; however, that access will typically be limited to specific locations or purposes. The director of campus safety will enable/disable access as directed by the president’s cabinet. St. Norbert will provide reasonable security measures to prevent unauthorized access to the video surveillance network.

Videos
Videos are initially recorded on a storage area network (SAN) unit hosted by virtual servers within Information Technology Services (ITS). Information is retained until the storage device becomes full. After that, the oldest video segments are overwritten by the newest segments. No attempt will be made to alter any part of a video recording.

Video recordings that may be relevant to an investigation will be transferred from the storage device onto a removable media device such as a flash drive or CD, or stored on the college’s network drive.

Video records containing personal information that is used to make a personnel decision directly affecting an individual will be retained with the case, and will be retained by the college as outlined in the college’s record-retention policy.

Recordings not related to or used for an investigation will be kept strictly confidential and destroyed within 30 days.
Back To Top Arrow