# HGSE Video Management Policy ## expand\_more Security cameras at HGSE have been installed to enhance the safety and security of our community. The cameras will provide a live feed to Harvard’s central security monitoring station and store footage for a limited period of time before it is automatically overwritten. Access to recorded footage is restricted and used only in connection with specific safety or security concerns, in coordination with senior leadership and Harvard University Police Department (HUPD), and in accordance with [University policy](https://provost.harvard.edu/sites/g/files/omnuum12476/files/2024-10/final_video_camera_policy_may_25_2016.pdf). Open all sections Close all sections ### Purpose and Alignment with HGSE’s Mission expand\_more Harvard Graduate School of Education (HGSE) uses video cameras and a centralized video management system to help protect the safety and wellbeing of our students, faculty, staff, and visitors. Consistent with the [Harvard University Policy on Installation and Use of Video Cameras](https://provost.harvard.edu/sites/g/files/omnuum12476/files/2024-10/final_video_camera_policy_may_25_2016.pdf), HGSE’s use of video cameras is limited to safety and security purposes to promote a secure and welcoming environment. HGSE’s Video Management Policy is designed to: - Be transparent about where and why cameras are used. - Protect individual privacy and dignity. - Use video only when it meaningfully contributes to community safety. ### Scope expand\_more This policy applies to: - All video cameras installed in or on HGSE buildings, grounds, and other HGSE-managed spaces for safety and security purposes. - The HGSE video management system and any equipment or software used to view, store, retrieve, or manage video from these cameras. This policy does **not** apply to video recording for teaching, research, events, or communications (e.g., lecture capture, livestreaming, or course recordings). Those are governed by other University and School policies. ### Governance and Responsibilities expand\_more - **Policy Authority** HGSE Operations, in coordination with HGSE Security and the Harvard University Police Department, is responsible for implementing and maintaining the video management system at HGSE in accordance with University policy. - **Authorized Approvers** HGSE’s Chief of Operations (and/or their designees) is the “Authorized Approver” for: - Approving any new camera installations, removals, or relocations at HGSE. - Approving access to stored videos beyond routine safety and security needs (for example, for a specific investigation). - **Compliance with University Policy and Law** All HGSE video camera installations and uses must comply with: - The Harvard University Policy on Installation and Use of Video Cameras. - Applicable federal, state, and local laws and regulations. ### Guiding Principles expand\_more HGSE’s video practices are based on the following principles: - **Community Safety and Care** The primary purpose of cameras is to help prevent and respond to incidents that may affect the safety and wellbeing of our community, including after-hours access, theft, vandalism, and emergencies. - **Respect for Privacy and Dignity** HGSE strives to use the **minimum necessary** camera coverage. Cameras are not placed in areas where there is a reasonable expectation of privacy, and footage is retained for a limited period. We aim to balance safety with respect for personal autonomy and trust. - **Transparency** Permanent cameras are overt and placed in plain sight. HGSE will provide basic information about camera use (for example, via this policy) so that members of the community understand where cameras are and why they are used. - **Limited and Appropriate Use** Video is used only for: - Supporting campus safety and security. - Assisting in emergency response and follow-up to reported incidents. Video is **not** used for continuous monitoring of individuals or routine evaluation of employee performance. ### Camera Characteristics and Configuration expand\_more - **Overt Cameras** Cameras are generally visible and installed in plain view. Covert cameras are not permitted. - **No Decoy or Fake Cameras** HGSE does not use non-functioning “dummy” cameras. - **No Audio Recording** Cameras will not have the audio functions enabled or used, consistent with university policy and applicable law. - **System Security** Video is stored on secure systems with restricted access and transmitted over secured University networks in accordance with Harvard information security standards. ### Permitted and Prohibited Locations expand\_more Prohibited Locations Typical Permitted Locations at HGSE ## Prohibited Locations In accordance with University policy, HGSE will **not** install cameras for safety and security purposes in locations that would allow surveillance of: - Restrooms and bathing facilities. - Locker rooms or other changing facilities. - Dormitory rooms or other private living quarters. - Classrooms, except as permitted under other University or School policies (e.g., approved lecture capture). - Private offices of individuals. Exceptions may be considered only when explicitly permitted by University policy—for example, in connection with important and sensitive institutional functions such as cash handling or storage of high-value or sensitive assets—and require prior approval by the Authorized Approver and, where appropriate, HUPD and/or OGC. ## Typical Permitted Locations at HGSE Subject to a review and approval process, cameras may be installed at locations such as: - Primary building entrances and exits. - Main lobbies, corridors, and other shared circulation spaces where community members regularly move through campus. - Exterior building perimeters, courtyards, and pedestrian approaches that are part of HGSE’s campus. - Areas where there is an elevated safety or security risk (e.g., locations with repeated incidents). Each proposed location is evaluated as: - The contribution to community safety and risk reduction. - Privacy considerations and reasonable expectations of the community. - Whether the coverage is proportional to the risk and minimally intrusive. ### Installation and Change Process expand\_more - **Site Review** Before installation, HGSE Operations conducts a site review to assess placement, coverage, privacy implications, technical feasibility, and potential impact on the community experience. - **Documentation** Approved installations are documented (location, purpose, and technical details). - **Temporary Cameras** Temporary cameras (for example, to support a time-limited project, a safety concern, or a special event) must follow the same approval process as permanent cameras and comply with this policy and University policy. ### Access to Live and Recorded Video expand\_more - **Routine Access** Access to live or recorded video is limited to staff whose job responsibilities require it, such as designated HGSE Operations/Security staff and relevant University service providers (e.g., University security systems personnel or HUPD). - Responding to a safety or security concern in real time. - Reviewing a reported incident (such as theft, vandalism, or unauthorized access). - Assisting HUPD or other appropriate University offices in maintaining campus safety. - **Non-Routine Access** Access to recorded video for purposes other than routine safety and security operations—such as a specific investigation—requires approval by an Authorized Approver and may require consultation with HUPD or OGC, consistent with University policy. - **External Requests** Requests from external parties (including non-Harvard entities and law enforcement agencies) for video footage must be directed to HUPD and/or OGC and will be handled in accordance with University policy and applicable law. Examples of permitted routine access include: ### Retention and Disposal expand\_more - **Retention Period** Consistent with University guidance and common practice, HGSE’s standard retention period for video images is up to 30 days, after which video is automatically overwritten on a rolling basis, unless: - A specific segment of video is preserved at the direction of HGSE Security, HUPD, OGC, or another authorized University office for an investigation, legal matter, or other official purpose; or - A different retention period is required by law or University policy for a specific system or use. - **Secure Disposal** When video data is overwritten or deleted in the ordinary course of system operations, it is not recoverable through normal means. Any exported footage preserved for investigations is stored and disposed of securely in accordance with University records management and information security standards. ### Restrictions on Use expand\_more - **No Routine Employee Performance Monitoring** Video surveillance technology is **not** used for routine monitoring of employee performance. Any proposed use of recorded video involving employment-related matters requires consultation with OGC and must comply with University policy and applicable law. - **No Use Contrary to Policy** This policy is intended to establish internal standards for the use of cameras at HGSE. It does not create contractual or other legal rights for individuals. Violation of this policy by HGSE personnel may be addressed through applicable University procedures. ### Community Engagement, Questions, and Concerns expand\_more HGSE is committed to using video in a way that supports safety while honoring the trust, collegiality, and sense of belonging that define our community. We welcome questions and feedback from students, faculty, staff, and visitors. Community members with questions, concerns, or suggestions about video cameras at HGSE are encouraged to contact: - **HGSE Operations Office** Westengard House, 3 Garden Street, Cambridge, MA 02138 Phone: 617‑495‑3410 Email: [**operations@gse.harvard.edu**](mailto:operations@gse.harvard.edu) This policy will be reviewed periodically by HGSE Operations and updated as necessary to reflect changes in technology, law, and Harvard University policy.