As a general rule, recording devices and camera-equipped devices (including mobile communication devices) and their uses are restricted in accordance with state and federal regulatory guidelines concerning unauthorized surveillance. Subject to the exceptions below, Employees shall not use the picture-taking functionality of mobile communication devices in the workplace to image confidential information or other restricted documents without authorization, or to capture images of persons without their knowledge when a reasonable expectation of privacy exists. The use of cameras will not be authorized in University-owned facilities where a reasonable expectation of privacy exists, such as restrooms. Designated research areas and classrooms may only allow recording devices with the express prior consent of the department manager, faculty member, or supervising administrator.
In compliance with the privacy regulations contained in the Health Insurance Portability & Accountability Act (HIPAA), recording devices shall not be used in patient care areas.
Employees are also prohibited from arranging for others, including non-employees, to do any recording of conversations, phone calls, or other work activities without prior notice and authorization as discussed above. The University shall not be liable for the loss or damage of personal cell phones or other recording devices brought into the workplace. Failure to comply with the provisions of this policy may result in disciplinary action up to and including termination depending on the severity of the infraction.
The following exceptions are to the above provisions regarding recording devices:
- Camera-equipped devices issued by the University to designated employees as part of their performance of certain duties;
- When required as an accommodation for an employee who has a documented disability and who is otherwise unable to write or conveniently record information or data;
- When authorized by the chairperson of a meeting for the purpose of facilitating the recording of meeting minutes, the taking of notes, or the recording of investigatory or other hearings;
- When used by students to record lectures and/or classroom lessons. Such use must be authorized by the faculty member or instructor who must identify restrictions, if any, of the use of mobile communication or recording devices in his or her classroom.
- When an authorized department head or his/her designee grants prior written approval to record an activity restricted to their department. Copies of the written approval must be maintained in the department’s files.
- When used in employee break areas during an employee’s scheduled break or at University-sponsored social events.
- As authorized by the President or Executive Director of Human Resources for security or other legal purpose.