Personal Services Fringe Rate Calculation for Grants/Research

November 25, 2014

Title: Personal Services Fringe Rate Calculation for Grants/Research
Policy Owner: Accounting Office
Applies to: Faculty, staff and designated University affiliates
Campus Applicability: Storrs and Regional Campuses
Effective Date: December 26, 2014
For More Information, Contact Associate Controller & Director of Accounting
Contact Information: (860) 486-1366
Official Website: https://accountingoffice.uconn.edu/

PURPOSE

To ensure that the University is in compliance with the cost principles and accounting standards set forth by the federal government.

APPLIES TO

This policy applies to faculty, staff and designated affiliates of the University of Connecticut, Storrs and Regional Campuses.

DEFINITIONS

Personal Services Fringe Rates are calculated to cover the cost of employer-paid contributions for retirement, health care, life insurance and other fringe benefits on grants.  The rates vary because the calculation is based on a percentage of salaries for different categories of personnel.

OMB Uniform Guidance – publication of the Office of Management and Budget titled “Cost Principles and Audit Requirements for Federal Awards.”

Governmental Cost Accounting Standards (CAS) – standards and rules administered by the federal Government for use in achieving uniformity and consistency under federal contracts.

POLICY STATEMENT

The Office of Cost Analysis (OCA), a unit within the University’s Accounting Office, is responsible for calculating personal services fringe rates that are charged to research grants in accordance with OMB Uniform Guidance and the Government Cost Accounting Standards (CAS).  Federal grants may not be charged personal services fringe rates unless approved by the Department of Health and Human Services, our cognizant federal agency. University departments charging personal services to grants must use the approved fringe rates.

ENFORCEMENT

Violations of this policy or associated procedures may result in appropriate disciplinary measures in accordance with University By-Laws, General Rules of Conduct for All University Employees, and applicable collective bargaining agreements.

PROCEDURES/FORMS

The rates are calculated by the OCA based on current financial information and then adjusted annually in the future rates, based on actual costs.

For more information on OMB Uniform Guidance, please see

http://www.whitehouse.gov/omb/

POLICY HISTORY

Revisions:  Review and editorial revisions August 27, 2021

Integrity of Accounting Transactions

Title: Integrity of Accounting Transactions
Policy Owner: Accounting Office
Applies to: Staff
Campus Applicability:  All Campuses, except UConn Health
Effective Date: August 19, 2014
For More Information, Contact Associate Controller & Director of Accounting
Contact Information: (860) 486-1366
Official Website: https://accountingoffice.uconn.edu/

PURPOSE

The financial position of the University must be represented in conformity with Generally Accepted Accounting Principles (GAAP) in the United States of America and the Governmental Accounting Standards Board (GASB).

APPLIES TO

This policy applies to all staff of the University of Connecticut, Storrs and Regional Campuses.  Fiscal staff are responsible for adhering to this policy, and the Accounting Office staff ensure adherence.

DEFINITIONS

Basic accounting principles: follow the accounting equation where assets minus liabilities equal net position.  Due to basic double entry accounting, this equation needs to be in balance at all times.  Specific types of object code balance types have normal debit or credit balances.  For instance, expense object codes have a normal debit balance.
Net position: fund balance in governmental organizations.
Fiscal staff: are generally responsible in their respective areas for financial matters including but not limited to procurement, adhering to budgets, safeguarding assets, and completing transactions in the financial system.

POLICY STATEMENT

The Accounting Office is responsible for ensuring that all departments follow basic accounting principles when processing accounting entries, and have proper supporting documentation and approval.  All submissions of accounting entries by departments must be reviewed and approved by the Accounting Office to ensure they follow basic accounting principles.

ENFORCEMENT
Violations of this policy or associated procedures may result in appropriate disciplinary measures in accordance with University By-Laws, General Rules of Conduct for All University Employees, and applicable collective bargaining agreements.

PROCEDURES/FORMS

Accounting entries are routed to the Accounting Office via electronic workflow for review and approval.  These accounting entries include Distributions of Income and Expense, Transfers of Funds, General Ledger Transfers, Internal Billings, Adjustment/Accrual Vouchers, Journal Vouchers, Indirect Cost Adjustments, Salary and Benefit Expense Transfers, Labor Ledger Journal Vouchers, General Ledger Correction Processes and accounting entries done via collector feeds.  In addition, accounting entries of $100,000 or higher must be approved by the Director of Accounting.  Certain other approvals may be required such as in the case of UCONN 2000 funds (see Capital Projects Delivery Process).

POLICY HISTORY

Revisions:  Review and editorial revisions August 27, 2021

Capital Equipment Tagging and Physical Inventory Policy

Title: Equipment Tagging and Physical Inventory Policy
Policy Owner: Accounting Office
Applies to: Faculty, Staff and Designated Affiliates
Campus Applicability: Storrs and Regional Campuses
Effective Date: September 15, 2021
For More Information, Contact Associate Controller & Director of Accounting
Contact Information: (860) 486-1366
Official Website:  https://accountingoffice.uconn.edu/ 

PURPOSE

Accurate records of the location of University equipment are vital for compliance with the State of Connecticut Property Control Manual and for the proper valuation on the University’s financial statements.  A physical inventory will be completed in accordance with Section 4-36 of the General Statutes of Connecticut.

APPLIES TO

This policy applies to faculty, staff and designated affiliates of the University of Connecticut, Storrs and Regional Campuses.

DEFINITIONS

Capital Equipment: Tangible, non-expendable, personal property having an anticipated life of one year or more with an acquisition cost of $5,000 or greater.

POLICY STATEMENT

All capital equipment must be tagged with a University barcode at the time of receipt and a physical inventory must be completed annually.  Departments are responsible for assisting the Accounting Office in this process including recording moves of equipment, by updating the equipment data in the financial system.

ENFORCEMENT

Violations of this policy or associated procedures may result in appropriate disciplinary measures in accordance with University By-Laws, General Rules of Conduct for All University Employees, and applicable collective bargaining agreements.

PROCEDURES/FORMS

Please see http://accountingoffice.uconn.edu/policy-procedures-general/ for general information on Inventory Control, http://accountingoffice.uconn.edu/equipment-tagging/ for information on tagging equipment and http://accountingoffice.uconn.edu/equipment-count-physical-inventory/ for information on the annual physical inventory of equipment.

POLICY HISTORY

Revisions:  July 1, 2015; Review and editorial revisions effective September 15, 2021

Financial Statements and Financial Reports Policy

Title: Financial Statements and Financial Reports Policy
Policy Owner: Accounting Office
Applies to: Staff
Campus Applicability: Storrs and Regional Campuses
Effective Date: August 19, 2014
For More Information, Contact Associate Controller & Director of Accounting
Contact Information: (860) 486-1366
Official Website: https://accountingoffice.uconn.edu/

PURPOSE

The financial position of the University must be represented in conformity with Generally Accepted Accounting Principles (GAAP) in the United States of America and the Governmental Accounting Standards Board (GASB).

APPLIES TO

This policy applies to all staff of the University of Connecticut, Storrs and Regional Campuses.  Fiscal staff are responsible for adhering to this policy, and the Accounting Office staff ensure adherence.

DEFINITIONS

Fiscal staff:  are generally responsible in their respective areas for financial matters including but not limited to procurement, adhering to budgets, safeguarding assets, and completing transactions in the financial system.

POLICY STATEMENT

The Accounting Office is responsible for ensuring that the financial statements of the University, as well as all financial reports produced by the Accounting Office and provided to internal or external parties of the University, are presented fairly in all material respects, and that they represent the financial position of the University in conformity with accounting principles generally accepted in the United States of America (GAAP) and the Governmental Accounting Standards Board (GASB). Fiscal staff are responsible for applying proper accounting principles which is the basis for accurate financial reporting.

ENFORCEMENT

Violations of this policy may result in appropriate disciplinary measures in accordance with University Laws and By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and the University of Connecticut Student Conduct Code.

POLICY HISTORY

Revisions:  Review and editorial revisions August 27, 2021

Facilities and Administrative (F&A) Rate Calculation Policy

Title: Facilities and Administrative (F&A) Rate Calculation Policy
Policy Owner: Accounting Office
Applies to: Faculty, Staff and Designated Affiliates
Campus Applicability: Storrs and Regional Campuses
Effective Date: December 26, 2014
For More Information, Contact Associate Controller and Director of Accounting
Contact Information: (860) 486-1366
Official Website: https://accountingoffice.uconn.edu/

PURPOSE

To ensure that the University is in compliance with the cost principles and accounting standards set forth by the federal government.

APPLIES TO

This policy applies to faculty, staff and designated affiliates of the University of Connecticut, Storrs and Regional Campuses.

DEFINITIONS

Facilities & Administrative (F & A) Rate: overhead rate charged to federal research grants. It is synonymous with indirect costs, and refers to the actual operating costs for facilities and administrative personnel necessary to support externally funded research.

OMB Uniform Guidance: publication of the Office of Management and Budget titled “Cost Principles and Audit Requirements for Federal Awards.”

Governmental Cost Accounting Standards (CAS): standards and rules administered by the U.S. government for use in achieving uniformity and consistency under federal contracts.

POLICY STATEMENT

The Office of Cost Analysis (OCA), a unit within the Accounting Office, is responsible for calculating the Facilities and Administrative (F&A) rate charged to federal research grants every five years in accordance with OMB Uniform Guidance and the Government Cost Accounting Standards (CAS).  The OCA will ensure that federal grants and contracts are not charged a higher rate for goods and/or services that any other internal or external customer may be charged, and only the approved F&A can be charged to grants.  Departments cannot charge more on a grant than the rates approved by the Department of Health and Human Services, our cognizant federal agency.

ENFORCEMENT

Violations of this policy may result in appropriate disciplinary measures in accordance with University Laws and By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and the University of Connecticut Student Conduct Code.

PROCEDURES/FORMS

For more information on OMB Uniform Guidance, please see:

http://www.whitehouse.gov/omb/

POLICY HISTORY

Revisions:  Review and editorial revisions August 27, 2021

Chart of Accounts Maintenance Policy

Title: Chart of Accounts Maintenance Policy
Policy Owner: Accounting Office
Applies to: Staff
Campus Applicability: Storrs and Regional Campuses
Effective Date: August 19, 2014
For More Information, Contact Associate Controller & Director of Accounting
Contact Information: (860) 486-1366
Official Website: https://accountingoffice.uconn.edu/

PURPOSE

The financial position of the University must be represented in conformity with Generally Accepted Accounting Principles (GAAP) in the United States of America and the Governmental Accounting Standards Board (GASB).

APPLIES TO

This policy applies to all staff of the University of Connecticut, Storrs and Regional Campuses.  Fiscal staff are responsible for adhering to this policy, and the Accounting Office staff ensure adherence.

DEFINITIONS

General Ledger: part of the accounting system which contains the balance sheet and income statement accounts used for recording financial transactions.
Chart of Accounts: listing of accounts and their characteristics as defined by their attributes.
Fiscal staff: are generally responsible in their respective areas for financial matters including but not limited to procurement, adhering to budgets, safeguarding assets, and completing transactions in the financial system.

POLICY STATEMENT

The Accounting Office is responsible for ensuring the proper recording and classification of all revenues, expenses, assets, liabilities and fund balances. The Accounting Office will ensure the proper recording and classification by properly maintaining the Chart of Accounts of the General Ledger and overseeing account setup and the assignment of attributes to accounts.  All submissions by departments to the Accounting Office to change attributes on accounts or to set up new accounts must be reviewed and approved by the Accounting Office.

ENFORCEMENT
Violations of this policy or associated procedures may result in appropriate disciplinary measures in accordance with University By-Laws, General Rules of Conduct for All University Employees, and applicable collective bargaining agreements.

PROCEDURES/FORMS

All new accounts proposed to be set up in the General Ledger are first reviewed and approved by the Accounting Office via electronic workflow to the Chart Manager Group.  This group consists of several Accounting Office staff.  In addition, all changes to account attributes are reviewed by a staff person in Accounting in the Chart Manager Group.

POLICY HISTORY

Policy created effective:  August 19, 2014

Revisions:  Review and editorial revisions August 27, 2021

Capitalization Policy

November 24, 2014

Title: Capitalization Policy
Policy Owner: Accounting Office
Applies to: Staff
Campus Applicability: All campuses except UConn Health
Effective Date: September 15, 2021
For More Information, Contact Associate Controller & Director of Accounting
Contact Information: (860) 486-1366
Official Website: https://accountingoffice.uconn.edu/

PURPOSE

The property and equipment of the University must be presented in conformity with Generally Accepted Accounting Principles (GAAP) in the United States of America and the Governmental Accounting Standards Board (GASB).

APPLIES TO

This policy applies to all staff of the University of Connecticut, Storrs and Regional Campuses.  Fiscal staff are responsible for adhering to this policy, and the Accounting Office staff ensure adherence.

DEFINITIONS

Capitalization: Accumulating the costs of an asset to be expensed over the useful life of the asset.
Depreciation: the systematic allocation of the cost of an asset from the balance sheet to an expense on the income statement over the useful life of the asset.
General Ledger: part of the accounting system which contains the balance sheet and income statement accounts used for recording financial transactions.
Fiscal staff: Generally responsible in their respective areas for financial matters including but not limited to procurement, adhering to budgets, safeguarding assets, and completing transactions in the financial system.

POLICY STATEMENT

All equipment costing $5,000 or more and having a useful life of one year or more will be capitalized and depreciated in the University’s General Ledger and presented on the University’s financial statements in accordance with GAAP and GASB.  All improvements to buildings and nonstructural assets that extend the useful life of the asset will also be capitalized and depreciated in accordance with GAAP and GASB. In addition, new land, buildings and nonstructural assets will be capitalized and depreciated, if applicable, according to accounting standards within GAAP and GASB.  Property and equipment are recorded in the General Ledger at cost at date of acquisition including all costs necessary to place the asset in a useable condition. Gifts are recorded the acquisition value at the date of donation. Renovations that are determined to materially or significantly increase the value or useful life of an asset are capitalized.   Routine repairs and maintenance costs that are incurred in the normal course of business are charged to operating expenses in the year incurred.

ENFORCEMENT

Violations of this policy or associated procedures may result in appropriate disciplinary measures in accordance with University By-Laws, General Rules of Conduct for All University Employees, and applicable collective bargaining agreements.

PROCEDURES/FORMS

Please see http://accountingoffice.uconn.edu/913-2/ for more information regarding capitalization.

POLICY HISTORY

Revisions: August 19, 2014; Review and editorial revisions September 2021

The University of Connecticut Sustainable Design and Construction (LEED Policy)

October 1, 2014

Title: The University of Connecticut Sustainable Design and Construction Policy
Policy Owner: Office of Sustainability
Applies to:  Any building construction or renovation project entering the predesign phase, whenever estimated project cost exceeds $5 million
Campus Applicability:  All Campuses
Effective Date: June 29, 2016
For More Information, Contact  Director of the Office of Sustainability
Contact Information: (860) 486-8741
Official Website: http://ecohusky.uconn.edu

The University of Connecticut shall plan, design, construct, renovate and maintain sustainable, energy- and water-efficient buildings that:

  • Yield cost savings through lowered lifetime costs,
  • Provide enhanced learning atmospheres for students and healthier environments for all building occupants and visitors, and
  • Realize the University’s commitment to responsible growth and environmental stewardship.

Accordingly, for any building construction or renovation project entering the pre-design planning phase, and whenever the estimated total project cost exceeds $5 million, excluding the cost of equipment other than building systems, the University shall establish the Leadership in Energy & Environmental Design (LEED) Gold rating as a minimum performance requirement.

The University shall comply with all applicable LEED protocols, including registering the project with the US Green Building Council at the beginning of the design phase and applying for LEED certification at project completion. Provided, however, if the administrative costs of LEED certification, including project registration fees, and documentation and monitoring costs, incurred exclusively for the purpose of achieving certification, are reasonably expected to exceed $50,000 for any project, the University shall inform the University’s Board of Trustees (acting through its Building, Grounds & Environment Committee) and seek approval to pursue certification.

The University may exempt a project from the minimum performance requirements of this policy only with the approval of the University’s Board of Trustees (acting through its Building, Grounds & Environment Committee). To attain such exemption, and in addition to complying with procedures specified for a similar exemption pursuant to any applicable state law or regulation, the University shall prepare a written analysis substantiating that the costs of achieving LEED certification would significantly outweigh the benefits.

Policy Created: March 13, 2007*

Policy Revised: June 29, 2016*

*Approved by the Board of Trustees

Environmental Policy Statement

Title: Environmental Policy Statement
Policy Owner: Office of Sustainability
Applies to: Faculty, Staff, Students, Senior Administrators
Campus Applicability:  Storrs based system
Effective Date: January 2007
For More Information, Contact Office of Sustainability
Contact Information: (860) 486-8741
Official Website: http://ecohusky.uconn.edu

In fulfilling its mission as Connecticut’s land grant, public research university and its corresponding obligation to protect and preserve natural resources for an environmentally sustainable future, the University of Connecticut commits to the following principles of environmental leadership:

Performance: The University will institutionalize best practices, comply with environmental laws, regulations and standards, and continually monitor, report on and improve its environmental performance.

Responsible management and growth: The University will endeavor to design, construct and maintain its buildings, infrastructure and grounds in a manner that ensures environmental sustainability and protects public health and safety.

Outreach: The University will promote environmental stewardship in Connecticut and embrace environmental initiatives in partnership with its surrounding communities.

Academics: The University will advance understanding of the environment through its curriculum, research and other academic programs, and will employ an ethic of environmental stewardship in all intellectual pursuits.

Conservation: The University will conserve natural resources, increase its use of environmentally sustainable products, materials and services, including renewable resources, and prevent pollution and minimize wastes through reduction, reuse and recycling.

Teamwork: The University will encourage teamwork and provide groups and individuals with support, guidance and recognition for achieving shared environmental goals.
Adopted April 22, 2004 (rev. Jan. 2007)

Security Camera Policy

September 30, 2014

Title: Security Camera Policy
Policy Owner: Division of Public Safety & Office of the General Counsel
Applies to: Faculty, Staff
Campus Applicability:  Storrs, Regionals, and the School of Law
Effective Date: September 12, 2014
For More Information, Contact Director of Public Safety
Contact Information: (860) 486-4806
Official Website: http://publicsafety.uconn.edu

I.          Scope

This policy applies to the University of Connecticut at Storrs, the University’s regional campuses and the University’s School of Law.  The determination of whether a facility leased by the University, whether as lessor or lessee, will be subject to this policy will be made by the Chief of Police on a case-by-case basis, taking into consideration factors including the location of the facility, facility attributes, and the terms of the pertinent lease agreement.

This policy applies to all faculty and staff employed by, and to all schools and departments within, the University.  This policy shall not apply to use of cameras for reasons unrelated to surveillance activity, including remote monitoring of facilities construction and progress, videotaping of athletic events for post-game reviews, the use of cameras in connection with human subject and animal research (which use shall be governed by University policies governing research) the use of cameras in certain laboratories to ensure safe research practices, and the use of cameras for legitimate educational purposes.  Nor shall this policy apply to cameras used by law enforcement in the following manners: covert operations for the purpose of criminal surveillance; or mobile cameras used in, on, or about law enforcement or parking services vehicles; or body-worn or otherwise portable cameras used during the course of investigations or normal law enforcement functions; or parking enforcement cameras.

 

II.         Purpose

The purpose of this policy is to provide guidelines for the use of security cameras on property owned and/or utilized by the University in a way that enhances security and aids law enforcement while respecting the privacy expectations of members of the University community.

The primary purpose of utilizing security cameras in public areas is to deter crime and to assist law enforcement in enhancing the safety and security of members of the University community and University property.  The primary use of security cameras will be to record video images for use by law enforcement and other University officials charged with investigating alleged violations of law or University policy.

The existence of this policy does not imply or guarantee that security cameras will be monitored in real time continuously or otherwise.

III.        RELATED POLICIES

  • Acceptable Use, Information Technology
  • University Code of Conduct
  • General Rules of Conduct
  • The Student Code

IV.        Definitions

As used within and for the purposes of this policy, the following terms are defined as follows.

Chief of Police: the head of the Division of Public Safety or his or her designee.

Private areas: areas in which a person has a reasonable expectation of privacy, including, but not limited to,non-common areas of residence halls, residence hall corridors, bathrooms, shower areas, locker and changing rooms and other areas where a reasonable person might change clothes.  Additionally, areas designed for the personal comfort of University employees or the safeguarding of their possessions, such as lounges and locker rooms, and areas dedicated to medical, physical, or mental therapy or treatment shall be considered private areas for the purpose of this policy.

Public areas: areas made available for use by the public, including, but not limited to, campus grounds, parking areas, building exteriors, loading docks, areas of ingress and egress, classrooms, lecture halls, study rooms, lobbies, theaters, libraries, dining halls, gymnasiums, recreation areas, and retail establishments.  Areas of the University in which persons would not have a reasonable expectation of privacy, but to which access is restricted to certain University employees, such as storage areas, shall also be considered public areas for the purpose of this policy.

Security camera: a camera used for monitoring or recording public areas for the purposes of enhancing public safety, discouraging theft and other criminal activities, and investigating incidents.
Security camera recording: a digital or analog recording of the feed from a security camera.

Security camera system: any electronic service, software, or hardware directly supporting or deploying a security camera.

V.         Responsibilities and Authority

Responsibility for oversight of installation, maintenance, and utilization of security cameras and associated policies, standards, and procedures is delegated by the President of the University to the Chief of Police. This responsibility includes:

  1. creation, maintenance, and review of a campus strategy for the procurement, deployment, and use of security cameras, including this and related policies;
  2. designation of the standard campus security camera system or service;
  3. authorizing the  placement of all security cameras;
  4. authorizing the purchase of any new security camera systems;
  5. reviewing existing security camera systems and installations and identifying modifications required to bring them into compliance with this policy;
  6. creating and approving campus standards for security cameras and their use; and
  7. creating and approving procedures for the use of security cameras.

VI.        Control Elements

VI.1      Training

 

All personnel involved in the installation, maintenance or monitoring of security cameras: (a) will be instructed in the technical, legal and ethical parameters of appropriate camera use; and (b) will receive a copy of this policy and provide a written acknowledgment that they have read and understood its contents.

VI.2      Security Camera Placement

  1. University Police shall be solely responsible for the oversight of temporary or permanent security cameras on campus.  As such, all installations must be approved by them.  Schools, departments and offices desiring the installation and use of security cameras shall submit a request for such installation to University Police.  All proposals for the deployment of security cameras will include proposed sites for the placement of notifying signs (see Section VI.3. below).  Installation of video security applications shall be the financial responsibility of the requesting school, department or office.
  2. University schools, departments and offices presently utilizing security cameras shall promptly advise the University Police Department, which will review the location and utilization of the cameras and identify actions necessary to bring such usage into conformance with this policy.
  3. Consistent with the requirements of state law, security cameras utilized by the University will not record or monitor sound.  Audio recordings shall be prohibited unless permitted by law and specifically authorized by the Chief of Police.
  4. Use of security cameras shall be limited to public areas. Video surveillance shall be not conducted in private areas of the campus unless specifically authorized by the Chief of Police pursuant to a search warrant or otherwise. If needed, electronic shielding will be placed in the security camera so that the security camera cannot be used to look into or through windows into private areas.
  5. Where Security Cameras are permitted in private areas, they will, to the maximum extent possible, be used narrowly to protect persons, money, real or personal property, documents, supplies, equipment, or pharmaceuticals from theft, destruction, or tampering.
  6. Security cameras shall not be directed at the windows of any privately-owned residence not located on University property.
  7. Inoperative, placebo, or “dummy” security cameras shall NEVER be installed or utilized, as they may lead to a false sense of security that someone is monitoring an operational camera.

VI.3      Security Camera Monitoring and Review

  1. The University Police may monitor and review security camera feeds and recordings as needed to support investigations and to enhance public safety.  It is not intended or expected that security cameras will be routinely monitored in real time.
  2. With the prior approval of the Chief of Police, other University personnel may monitor and review security camera live feeds and recordings for purposes of public safety.
  3. Monitoring individuals based on characteristics of race, gender, ethnicity, sexual orientation, disability, or other protected classification is prohibited.  Seeking out and continuously viewing people becoming intimate in public areas is prohibited.

VI.4      Notification Requirements

Except in emergency or investigative situations, all locations with security cameras will have signs displayed that provide reasonable notification of the presence of security cameras.  The placement of the signs and the text on the signs will be subject to the approval of the Chief of Police.

Notification signs shall be placed in conspicuous areas in close proximity to the security cameras.  For buildings with interior cameras, this shall include, at a minimum, the placement of signs at all primary building entrances.  All such signs shall contain a notification that the cameras may or may not be monitored.

VI.5      Use of Recordings

Security camera recordings, with the approval of the Chief of Police, shall be used for the purposes of enhancing public safety, discouraging theft and other criminal activities, and investigating incidents (including the release of recordings by the Division of Public Safety to external law enforcement agencies).  Recordings from cameras whose primary function is not security (such as classroom lecture capture) may, with the authorization of the Chief of Police, be used for these purposes.

Security cameras shall not be utilized to conduct personnel investigations, such as those related to (but not limited to) work place attendance or work quality.  However, the University may utilize routine security camera recordings in support of disciplinary proceedings against employees and/or students, or in a civil suit or other proceeding involving person(s) whose activities are shown on the recording and relate to the proceeding. For example, the situation could be an arbitration or other proceeding and the proceeding could be by or against such person. Information obtained in violation of this policy may not be used in a disciplinary proceeding against a University student or employee.

The use of security cameras and/or recordings for any purpose not detailed within this policy is subject to including §6 of the campus policy on the Appropriate Use of Computers and Network Systems.

Records of access to and release of, Security Camera recordings must be sufficient so as to demonstrate compliance with this policy.

VI.6      Protection and Retention of Security Camera Recordings

Video footage will be stored on servers accorded appropriate computer security with access by authorized personnel only.

Security camera recordings will be retained in accordance with the records retention policies of the State of Connecticut.  This retention period may be extended at the direction of the General Counsel or the Chief of Police or as required by law.

VI.7      Release of Recorded Material

Requests for release of recorded material must be approved by the Chief of Police.  Requests for release of recorded material set forth in subpoenas or other legal documents compelling disclosure should be submitted to the General Counsel.

VII.       Compliance

It shall be the responsibility of the Chief of Police to see that records related to the use of security cameras and recordings from security cameras are sufficient to demonstrate compliance with this policy.  Units that maintain or support security camera technology must also maintain records and configure systems to ensure compliance with this policy.  Before procuring security camera systems, units will need to ensure compatibility with the system identified as the campus standard by the Chief of Police.

The Chief Information Officer, or his or her designee, in conjunction with the Chief of Police, or his or her designee, may review the deployment and utilization of security cameras at the University, whenever and as frequently as they deem necessary. A finding that a school, department or office has failed to comply with the requirements of this policy may result in the loss of its privilege to support, maintain, or deploy security cameras and may result in other remedial action at the direction of the President or the President’s designee.

VIII.      Exceptions

Uses of security cameras beyond those described in this security camera policy shall be governed by applicable University policies and procedures.  Persons having questions about the use of monitoring cameras not subject to this policy should direct those questions to the Chief of Police or the General Counsel.

IX.        REVIEW OF POLICY

 

This policy will be reviewed, and revised as necessary, by the Department of Public Safety, annually or more frequently as circumstances require.