COLORADO COMMUNITY COLLEGE SYSTEM
SYSTEM PRESIDENT’S PROCEDURE

Use of Recording Devices


SP 19-50

APPROVED: July 21, 2017
EFFECTIVE: July 21, 2017
REVISED: January 10, 2019

APPROVED:

/ Joseph A. Garcia /
Joseph A. Garcia, Chancellor

Application

This procedure applies to all employees, students, authorized volunteers, guests, and visitors within the Colorado Community College System (CCCS or System), including its Colleges.

Basis

The purpose of Board Policy (BP) 19-50, Use of Recording Devices, is to set forth expectations regarding the recording of classes, conversations, investigations, meetings, and events on campuses, or while conducting System business offsite regardless of whether these communications occur in person, via telephone, or using online or remote technology. Additionally, Board Policy 19-50 is intended to: (1) promote the freedom to share ideas; (2) respect the privacy of employees, students, volunteers, guests, and visitors; (3) protect sensitive or confidential employee and student information; and (4) protect the intellectual property of CCCS, the Colleges, and their employees, students, vendors, and affiliates.

Definitions

“Recording” means the use of any device or technique used to capture audio, photographs, and/or visual data pertaining to the voice, movements, communications, or actions of anyone in an electronic, magnetic, digital, or other format. “Recording” does not include security cameras or System sponsored IT systems, which are exempt from this procedure.

“Covert recording” means recording in a manner that is hidden or disguised, either for legitimate reasons or for the purpose of deceiving another by using, hiding, or disguising any recording device or technique.

“Overt recording” means recording in a manner that is in plain view or for which notice has been given.

Procedure

Unless otherwise permitted by this procedure as outlined below, the System prohibits overt recording and/or covert recording of any individual on a System campus, or engaged in CCCS or College business, without prior approval from an authorized CCCS or College official.

Authorized System or College officials may overtly record classes, conversations, meetings, and events on System campuses, or System business conducted offsite, for legitimate business purposes, including meeting minutes, internal audit interviews, pre-disciplinary meetings related to Classified Rule 6-10, news, and archival purposes, without authorization from persons recorded.

When recording individuals for marketing purposes, a documentary-style production, or a media-related interview, System and College officials shall use reasonable efforts to obtain written permission from individual subjects.

Video recording and photographing of System buildings, individuals, and events taking place in areas open to the public, is permitted provided it does not interfere with official System business or endanger the safety of others.

Classroom Recording

Students may record a class or discussion, including in-person or online classes and discussions, when such recording is an approved disability accommodation, or if the student has received written permission from the person teaching the class.

Authorized class recordings by students are for study purposes only and may not be uploaded to the internet, or otherwise shared, transmitted, or published without the prior written consent of the person teaching the class and others who were recorded.

Recording for Accommodation Purposes

Individuals who need to record for accommodation purposes pursuant to the Americans with Disabilities Act and Section 504 of the Rehabilitation Act, shall follow the System Office or College process for requesting and receiving approval of such accommodation.

Disciplinary Action

Violation of this procedure may result in disciplinary action for employees and students, dismissal of 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.