Policies and Procedures

SP 19-50 – Use of Recording Devices

COLORADO COMMUNITY COLLEGE SYSTEM

SYSTEM PRESIDENT’S PROCEDURE

Use of Recording Devices

SP 19-50
APPROVED: July 21, 2017
EFFECTIVE: July 21, 2017
ISSUED BY:
/ Nancy J. Wahl /
Nancy J. McCallin, Ph.D.
System President

Application

This procedure applies to all employee(s), student(s), authorized volunteer(s), guest(s), or visitor(s) within the Colorado Community College System (CCCS or System).

Basis

The purpose of Board Policy (BP) 19-50, Use of Recording Devices, is to ensure the appropriate use of recording devices within the System.

Definitions

Covert means to use a recording device or technique that is hidden or disguised or to otherwise deceive another by using, hiding or disguising any recording device or technique.
Overt means to use a recording device or technique that is in plain view or for which notice has been given.
Recording device or technique means any device or technique used to record, photograph, or film the voice, movements, actions of anyone or papers or other property in an electronic, magnetic, digital or other format. Recording device or technique does not include security cameras, fax or copy machines used in the normal course of business.

Procedure

CCCS generally prohibits the use of covert recording devices and techniques to record, photograph, or film the voice, movements, actions or property of any persons, or papers in an electronic, magnetic, digital or other format without authorization to do so from each person recorded except under limited circumstances. Covert recording is permitted only when authorized by the System or College President, or his/her designee, for security and investigations or pursuant to an approved disability accommodation. Authorized CCCS or college officials may overtly record official activities and events (sporting events, trainings, etc.) for legitimate business purposes without authorization from persons recorded. Any other recording, whether overt or covert, by employees, students, authorized volunteers, guests or visitors requires authorization from each person recorded.
Violation of this procedure may result in disciplinary action for employees and students, dismissal for authorized volunteers, and no trespass notices for guests and visitors.

Revising this Procedure

CCCS reserves the right to change any provision or requirement of this procedure at any time and the change shall become effective immediately.