Surveillance Devices (WL-10)

Volume WL: West Lafayette
Chapter: N/A
Responsible Executive: Senior Vice President for Administrative Operations
Responsible Office: Purdue University Police Department
Date Issued: December 1, 2025
Date Last Revised: N/A

Table of Contents

Contacts
Statement of Policy
Reason for This Policy
Individuals and Entities Affected
Exclusions
Responsibilities
Definitions (defined terms are capitalized throughout the document)
Related Documents, Forms and Tools
Website Address for This Policy
History and Updates
Appendix

Contacts

Policy Clarification

Chief Public Safety Officer
765-494-8000 | adminops@purdue.edu

Statement of Policy

It is the policy of Purdue University to manage the use of Surveillance Devices so that campus safety and security is enhanced while respecting the privacy rights of the university community and the public. The installation, operation and use of all Surveillance Devices on campuses under the administrative oversight of Purdue West Lafayette must maintain compliance with all applicable laws, regulations and university policies, including but not limited to those that prohibit discrimination and harassment and that honor an individual’s reasonable expectation of privacy in accordance with accepted social norms.

Information obtained through Surveillance Devices covered by this policy is the property of Purdue University and may not be accessed, used or disclosed except as authorized in this policy. Any interception, duplication, transmission or diversion of Surveillance Devices and/or their information for purposes other than those contemplated by this policy is prohibited.

Approval, Installation and Replacement

Unless otherwise excluded from this policy, all Surveillance Devices, including those serving a temporary purpose, are managed, monitored, and maintained by the Purdue University Police Department (PUPD) and must be approved by the Public Safety Systems Team (PSST) prior to installation. The PSST must approve the scope of the project, which includes but is not limited to cameras and/or system selection, hardware selection, installation location, field of view and signage (if appropriate). In the case of electronic tracking devices included in purchase specifications for vehicles or other equipment, approval from the PSST must be obtained prior to placing the order. Any proposed change to a Surveillance Device, including placement, field of view or how the information will be reviewed or used, must be submitted to the PSST for review and approval.

Devices not connected to a network or that do not function (false or dummy systems) may not be installed or used in or on facilities or grounds used or owned by the University. When the need for a temporary Surveillance Device has been fulfilled, it must be removed.

Appropriate and Prohibited Use

1. Surveillance Devices may not be installed in or used to monitor or record areas where there is a reasonable expectation of privacy in accordance with accepted social norms. Examples include restrooms, locker rooms, residential rooms, residential hallways with shared bathrooms, changing or dressing rooms, wellness rooms, clinical education rooms, and health treatment rooms.
2. Surveillance Devices may not be used to monitor or track a specific employee, student or other individual.
3. Surveillance Devices may not be used to record audio except in spaces controlled by PUPD. With the approval of legal counsel, the PUPD may authorize the recording of audio in a specific public space when that space, due to the nature of its use, presents a potential public safety risk.
4. Installation and operation of Surveillance Devices must minimize the monitoring or recording of sensitive institutional or personal information (examples include information on an individual’s workspace or other electronic displays).

Operation and Access

Surveillance Devices covered by this policy may only be operated by individuals who have been approved by the PSST and received appropriate training. University employees who are not part of PUPD may be granted access to view or obtain a copy of video, audio, images or other information captured by a Surveillance Device when that employee has a legitimate business need to view the information. The PUPD Captain of Administrative Services, or designee, reviews such requests, taking into account the core operational and logistical needs of the requesting individual or unit and the relevant safety, security, privacy and/or legal implications.

Surveillance Devices and the information they capture, record or contain are considered IT Resources and Information Assets, respectively, as defined in the policies on Information Security and Privacy (VII.B.8) and Acceptable Use of IT Resources and Information Assets (VII.A.4). Anyone with access to a Surveillance Device and/or its live feed or recordings must adhere to those policies for the protection of the device and the information it provides.

Reason for This Policy

This policy outlines the permissible use of Surveillance Devices and the requirements and responsibilities associated with deploying this technology.

Individuals and Entities Affected

Any individual, college, school, department, office or other entity deploying a Surveillance Device in or on any Purdue University West Lafayette (including Indianapolis) used or owned facility or grounds.

Exclusions

The PUPD may exclude from this policy certain non-Purdue entities that occupy space on the University’s campus.

The use of video, image and/or audio recording devices for the purposes or situations listed below are outside the scope of this policy.

1. In connection with human or animal subject-based research that is covered by other university research policies, laws and regulations. 
2. For law enforcement purposes in accordance with Purdue University Police Department general orders.
3. As authorized by the Office of Legal Counsel (OLC) for an internal investigation or to otherwise fulfill OLC’s responsibilities to the University,
4. For Purdue IT business purposes in accordance with university policies and standards, including:
   • Observing, capturing or analyzing IT telecommunications and network traffic;
   • Observing or recording the interior space of a data center or telecommunication space overseen by Purdue IT; and
   • To track the endpoint and/or location of a university-issued portable IT device (e.g., laptop, smartphone, tablet) for purposes of protecting and administering IT Resources and Information Assets (as defined in policy VII.A.4).
5. Recording meetings, hearings or interviews in accordance with applicable laws and regulations.
6. Video conferencing.
7. Recording or broadcasting public events such as performances, speeches, forums and the like.
8. Producing promotional materials or recording news or press coverage.
9. Delivering education or recording class lectures for the purpose of archiving and/or content-sharing.
10. Conducting non-human subject research or creative activities as part of a university-related course, program or study.
11. Recording practices or rehearsals. 
12. For parking enforcement purposes.

Any unit of the University with a fixed Surveillance Device in their assigned space (i.e., mounted to a wall, ceiling, piece of furniture, etc.) that is used in a manner described above must report the device’s specific location and the device operator’s contact information to PUPD. While PUPD does not assume responsibility or authority for these devices, awareness of them is required. Portable/movable devices do not need to be reported.

Responsibilities

Chief Public Safety Officer

• Determine appropriate exclusions to this policy for non-Purdue entities, or assign a designee to do so.

PUPD Captain of Administrative Services

• Oversee the administration of this policy, including the documentation of information relevant to the impact of centralized Surveillance Devices.
• Consult with Purdue IT, as appropriate, on technical requirements of Surveillance Devices.
• Review and make determinations on requests to review or obtain a copy of video, audio, images or other information, or assign a designee.

Operators of Surveillance Devices and Individuals Authorized to View Captured Information

• Complete and follow all required training as applicable.
• Do not permit unauthorized access to any information captured by the Surveillance Device.
• Respect the privacy of individuals captured on Surveillance Devices.

PSST

• Review and approve or deny requests for operator access to Surveillance Devices and maintain a central inventory of all Surveillance Devices and authorized operators.
• Take steps to ensure all information captured by Surveillance Devices is stored for no longer than 45 days in a secure location configured to prevent unauthorized access, modification, duplication, disposal or destruction. Document any exceptions to the 45-day limit. Dispose of all information in a secure manner.
• Upon approval of the Captain of Administrative Services, or designee, facilitate the review or duplication of video, audio, images or other information requested by university personnel. Maintain documentation of all requests and the decision made.
• Coordinate with the Office of Legal Counsel regarding any public records request, subpoena, court order or warrant associated with information captured by a Surveillance Device.

Units with Surveillance Devices in their Assigned Space

• Adhere to the requirements of this policy.
• Follow guidelines provided by PUPD for the operation of Surveillance Devices, including but not limited to training of operators and appropriate sharing and storage of information captured by the device.
• Ensure the removal of any temporary Surveillance Device that has fulfilled its purpose.

Definitions

All defined terms are capitalized throughout the document. Refer to the central Policy Glossary for additional defined terms.

PSST
Public Safety Systems Team. The individual or group charged by the Vice President and Chief Public Safety Officer with responsibility for managing, monitoring, and maintaining Surveillance Devices.

Surveillance Device
A digital or analog object that has the capability to monitor or record video, audio, photographic images and/or location data that serves one or more of the following purposes:

1. Monitors a public area or a controlled area that does not have a reasonable expectation of privacy
2. Controls or observes a restricted access point
3. Provides awareness of people or vehicles entering/exiting a location
4. Protects a vulnerable or valuable asset

These items may operate continuously or only as necessary and include but are not limited to cameras, microphones, audiocassette recorders, cell phones, webcams, portable computing devices, and electronic tracking devices and associated technology, processes, software, hardware, configuration settings, and logs.

Related Documents, Forms and Tools

Acceptable Use of IT Resources and Information Assets (VII.A.4)

Compliance with HIPAA Privacy and Security Regulations (S-10)

Information Security and Privacy (VII.B.8)

Video Surveillance Request form

Physical Facilities maintains a Consultant’s Handbook with detailed information on requesting approval, equipment specifications, and other details for installation.

Website Address for This Policy

www.purdue.edu/vpec/policies/west-lafayette/wl-10/

History and Updates

December 1, 2025: This is the first policy to address this issue.

Appendix

There are no appendices to this policy.