SBHE Policy Manual Index NDUS Procedures Index Section 1900 Section 1201 [Computing] V1202.1 Computer & Network Usage Policy V1901.06 Social Media Policy Section 1902 [Emergency Notification Systems] V1902 Emergency Notification Systems Section 1910 [Vehicles] V1910.02 Use of State Vehicle Section 1912 [Public Records] 1912 Public Records (BROKEN LINK) V1912.02 Student Records - Directory Information V1912.04 Electronic Surveillance Policy

Definitions: "Social Media Sites" refer to web sites designed to allow and encourage social interaction. Common examples include Facebook, Instagram, and Twitter. "Affiliated" sites are social media sites which publicly represent the University or a specific group or functional unit within the University. "Academic" sites are social media applications developed by faculty members for academic purposes (such as individual classes). "Non-Affiliated" sites are all sites that are neither affiliated nor academic. Authorized Social Media: In order to ensure that VCSU's presence on Social Media sites is kept manageable, the University limits the specific services available to include those identified on a list in the office of the Director of Marketing and Communications. If faculty, staff, or students wish to employ other social media services, they must request approval from the staff responsible for enforcing this policy (see below). Affiliated Sites: Affiliated sites are the intellectual property of the University, are subject to this policy, and must meet the requirements and definitions of this policy. Administrators of affiliated sites must be employees of the University. Subject to the approval of the employee's supervisor, administration of affiliated sites may be considered to be within the job responsibilities of University employees. As such, University employees may: Perform administrative tasks or assign them to subordinate employees during work hours, or assign them to third parties, Use VCSU property such as computers and network resources to perform administrative tasks, Include in the site copyrighted VCSU property such as logos, photography, or other graphic elements (as approved by the Director of Marketing), or request resources to help promote the site, Use the affiliated site to communicate with internal or external audiences as consistent with the employee's job responsibilities, Perform other tasks and access other resources consistent with the employee's job responsibilities. Requirements: Administrators of Affiliated sites must: Be authorized by the senior executive responsible for the specific group or functional unit within the University, Provide the following to the staff responsible for enforcing this policy (see below): The full URL of the site, The specific group or functional unit within VCSU the site represents, Full “Administrator” privileges for managing the site (including managing content and terminating the site) such as administrator login IDs and passwords, A list of the “Administrator(s)” of the site--individual(s) who have agreed to assume responsibility for ensuring that their site conforms to this policy. Honor the Terms of Service for the social media platform employed. In keeping with SBHE Policy 840 Contract Review, contracts "shall be reviewed by the SBHE's or institution's legal counsel or other qualified person delegated that responsibility by the institution's president under institution procedures." Maintain the content of the site in ways that: Keep the site current and a positive reflection of the University., Are consistent with and subject to: the employee’s job responsibilities, the description of purpose in the request for Social Media Affiliation form, the VCSU graphic standards and brand, Copyright, fair use, and intellectual property rights of others and of the University. Do not represent personal views as official positions of the University, Observe applicable federal, state, and University confidentiality and proprietary information requirements (such as FERPA and HIPA). Academic Sites: Administration: The vice president of Academic Affairs and the appropriate division and department chair has the authority to monitor and administer all social media sites within their area of responsibility. "Non-Affiliated sites" are outside the scope of this policy. However, Non-Affiliated sites are not entitled to any of the privileges of either Affiliated or Academic sites. The University will take any steps it deems appropriate to protect its interests anywhere it is mentioned or represented. Student groups may submit their social media sites to be considered for affiliated status, but are not required to do so. To receive affiliated status, the student group's site must meet all of the conditions identified in this policy. Student Group sites not submitted for Affiliated status will be considered Non-Affiliated. Behavior of all VCSU students and employees on any social media site must be consistent with VCSU's Mission, Vision, and Values, and will be subject to all other VCSU policies, in particular, Section V603.01.01 Prohibited Discrimination.  The University will not tolerate any form of abuse, profanity, or breach of privacy. This policy will be enforced by the Director for Marketing and Communications and the Technology Services staff responsible for managing University web site resources. Please contact Marketing and Communications for requests to set up affiliated social media accounts. Sponsored by: Director for Marketing and Communications Effective: January 2012

SBHE policy 1902  Valley City State University has an emergency notification system (ENS). This system allows the campus to contact students, employees, and designated people rapidly during an emergency. The emergency notification system is populated with emergency notification contact information from students, employees, and on-campus external entities. The information contained in the ENS will be used by the authorized campus administrators to contact employees, students, or designated persons in the event of a qualifying emergency event. Valley City State University mandates all employees, including student employees, participate in the emergency notification system. Employees are required to review their emergency notification information annually. In addition, employees will receive reminders twice a year to update their records. Emergency notification contact information includes campus email, campus phone, home phone, personal cellular phone, and work cellular phone. VCSU’s Safety Coordinator will gather emergency information from non-campus personnel. Examples include Head Start, food service, Teacher Center, Valley City Police Department, Valley City Fire Department, and other groups deemed appropriate. Per SBHE Policy 1902, student participation in the emergency notification system is mandatory. Students will have the ability to add and update their information in the Connect ND portal. The portal will allow students to enter campus phone, cell phone, email, texting information, and home phone. The system will periodically remind students to review their information. In addition, students have the option to receive emergency notifications from other campuses depending on their class location.  The emergency notification system is only for emergencies as defined in NDUS policy 1902. An "emergency" means a situation that poses an immediate threat to the health or safety of someone in the institution or system community or significantly disrupts institution or system programs and activities. Valley City State University’s Emergency Management Team is responsible for defining emergencies that warrant system use. VCSU will conduct emergency notification tests at least once each semester. Students are allowed to leave cell phones on during class to receive emergency notifications unless instructed otherwise by faculty. If a faculty member instructs students to turn off their cell phones, the faculty member must be able to receive emergency notifications by one of the following methods: Registered personal cell phone that is turned on Registered campus email when a computer or other electronic communication device is active Campus classroom intercom or phone Nearby office personnel instructed to notify faculty The ENS will be refreshed with information from ConnectND a minimum of once per semester. This removes data associated with former employees and students from the ENS. To eliminate misuse of the emergency notification system, access to deploy messages will be granted to the president, vice president of academic affairs, vice president of business affairs, vice president of student affairs, facilities services director, director of marketing and communications, and the safety coordinator. Students, employees, and visitors should report all emergency situations to the VCSU Power House at extension 3-7708 or 845-7708. Power House employees will contact the proper authorities. During any emergency, VCSU employees and students are asked to refer all media inquiries to VCSU’s Marketing & Communications director or the President’s Office. Additional emergency notifications not outlined by the Emergency Management Team, can be deployed if necessary by designated personnel. Campus emergency procedures are available online. VCSU will use campus email and website for detailed updates, in addition to redeploying of the emergency notification system.. Employee emergency notification telephone numbers or other emergency notification information is exempt from the state's open records laws as provided in Policy 1912 and may be released only as provided in that policy. Student emergency notification information, or contact information such as phone numbers or email addresses submitted for purposes of participation in an emergency notification system, shall be excluded from directory information and is therefore confidential as provided under the Family Educational Rights and Privacy Act (FERPA). However, if a student phone number or email or other address submitted for the purpose of participation in an emergency notification system is also contained in other institutional records used for other purposes and the student has not exercised the student's right to refuse to permit disclosure of directory information, the information contained in the other institutional records is directory information and not confidential. Sponsored by: Vice President for Business Affairs Implemented: September 2008 Revised: October 2009 Revised: February 2010 Revised: 2014 Revised: 2015

Policy Statement The use of North Dakota State Fleet and rental vehicles is limited to travel by individuals who are acting on behalf of the state of North Dakota (VCSU). The individual acting on behalf of the State must have a valid driver’s license. Purpose and Scope VCSU must comply with the North Dakota Century Code (NDCC) when utilizing state or rental vehicles. VCSU established this policy as directed under North Dakota State Board of Higher Education Policy 512 and 611.12. This policy applies to all eligible and approved state fleet drivers, to include employees and students. Definitions Term Definition Competent Authority A VCSU employee who has been delegated or provided specific authority by formal policy or job description to perform certain functions for the State, such as: to hire/supervise/direct a person to serve as a volunteer for specific purposes, and to authorize certain activities within the scope or course of their duties. An employee may be held accountable for the persons and activities he/she has so authorized. This means that it is possible for an employee and/or the institution to be responsible for losses, if there is deliberate indifference or disregard to the applicable laws and procedures. Electronic Message A self-contained piece of digital communication that is designed or intended to be transmitted between physical devices. The term includes email, text message, instant message, command or request to access a website, or other data that uses a commonly recognized electronic communications protocol. Facilities Services The VCSU department that schedules, dispatches, and maintains state vehicles at VCSU. Incident An incident is an unplanned occurrence that resulted or could have resulted in injury to people or damage to property, specifically involving the general public and/or state employees. Incidents may also be referred to as an accident or near miss. Instructor/Supervisor Refers to a VCSU employee with decision making responsibilities. This person may be a faculty member, club advisor, coach, assistant, associate or director, chair, department or unit head, or a higher level of administration. NDCC North Dakota Century Code NDDOT North Dakota Department of Transportation OMB Office of Management and Budget (State of North Dakota) Operator Only state employees and individual approved students. These individuals are eligible to drive state fleet vehicles. RMF North Dakota Risk Management Fund SBHE State Board of Higher Education State Employee Individuals working for VCSU or the State of North Dakota or persons assigned by a competent authority to act on behalf of VCSU or the State of North Dakota with or without compensation. State Business Activities for which the primary purpose is service to VCSU or the State of North Dakota. Activities in which the activity is official business of the state. For the purposes of this policy these activities include, but are not limited to: academic field/study and research-related trips/conferences, etc.; athletic events; University programming-- student organization/club activities and events; local, regional, and/or national conferences, competitions, etc. for students and/or student clubs; student participation in student local and state government. State Fleet Vehicles Licensed motor vehicles that are owned and leased by the State Fleet branch of the NDDOT. Traffic NDCC 39-08-23(2)b defines traffic as the “operation of a motor vehicle while in motion or for the purposes of travel on any street or highway and includes temporary stop or halt of motion, such as at an official traffic-control signal or sign. The term does not include a motor vehicle that is lawfully parked.” Valid Driver’s License A government-issued license that is not expired, suspended, or revoked. Temporary work permits issued by the court or NDDOT due to a recent license suspension are not acceptable. If the license is issued by a foreign country (other than Mexico or Canada) a valid and current international driver’s permit provided by either the American Automobile Association or the American Automobile Touring Alliance must also be provided. 4. Policy Overview The use of North Dakota State Fleet and rental vehicles is limited to travel by individuals who are acting on behalf of the State (VCSU). The individual acting on behalf of the State must have a valid driver’s license. North Dakota Century Code (NDCC) section 39-01-03 strictly prohibits the private use of motor vehicles that belong to the State. The intent of this statute is clear: state vehicles must be used exclusively for state business. Some reasonable vehicle use such as driving to dinner or driving to get necessary supplies in the course of traveling for state business is allowed. Traveling for recreational purposes because of free time while on a business trip is not allowed. An employee who has a disability requiring the use of their specially equipped motor vehicle is exempt from using a fleet vehicle. Employees using their personal vehicle for state business must have prior approval from the employee’s supervisor to be eligible for reimbursement. If approved, VCSU employees are entitled to reimbursement of mileage and travel expenses. b. Insurance Coverage and Liability Liability coverage for the State of North Dakota, its agencies and employees are provided through the ND Risk Management Fund (RMF). The RMF is administered according to statute (State Tort Claims Act, N.D.C.C. Ch. 32-12.2) and it specifies that coverage is only for claims against the State and State employees while acting within the scope of authorized State employment. This means that the operation of a state vehicle, other than within the scope of authorized State employment, may expose the driver to: personal liability, employment consequences, and even criminal responsibility for unauthorized use of a motor vehicle and misapplication of entrusted property (N.D.C.C. §§ 12.1-23-06 and 12.1-23-07). c. Student Use of State Vehicles The University, through competent authority, will determine, whether by policy or practice, that it desires university representation at an activity or event, and that representation will be provided by student government, an organization (NDSA, recognized student group, club, etc.), or a department/class (music, business, science, etc.). Trips required by class curriculum (field trips), or regional or national competition (music, athletics, etc.), will also need approval by a competent authority. Trips requested by a class, student group, a recognized club or organization, for the purposes of educational enhancement or extra credit, do not make the trip official state business. Neither does having a faculty advisor accompany the group on a trip. Only trips approved by competent authority will be recognized as state business and allowed to use a state vehicle. Refer to SBHE Policy 512 (applies NDCC 39-01-03 and 32-12.2 provisions to student driver of fleet vehicles) and VCSU Policy V512. d. Determining State Business If the individual or individuals requesting the vehicle is deemed, by a competent authority, to be acting as an employee on behalf of the State or University, this would likely be considered appropriate use of a state vehicle. If they are not deemed to be acting as an employee on behalf of the State or University, use of a state vehicle would be prohibited (see attachment VCSU State Fleet Operating Manual). 5. Procedures a. Requesting a State Vehicle All vehicle requests must be submitted on a vehicle request form (online). It must be completed in its entirety and approved by an appropriate, competent authority. Completed forms must be sent to Facilities Services through One Stop. Vehicle reservations are processed between 7:30am-4:00pm, Monday through Friday. To ensure your trip is not delayed, allow 2 business days for processing. Should circumstances not allow for 2-day processing, contact Facilities Services as soon as possible. All requests will be evaluated. Reservations will be made when vehicles or services are available for approved travel as outlined in this policy. Confirmation of reservation, or a denial, will be provided for all requests. If confirmation or denial of service has not been received, contact the Facilities Services Office for a status update. When there is question as to whether a vehicle request can be authorized under this policy, it will be forwarded to the VCSU Safety Office (or designee) for review. Some volunteers, including students, if acting in an official capacity on behalf of the State or VCSU, and students required to drive for educational programs may be considered temporary employees and are allowed to use fleet vehicles for those purposes. Some non-employees may be authorized to ride in fleet/rental vehicles if necessary for state business (ex. to further the business purpose of the program, agency, or state). Any passengers must be state employees also engaged in official State business or others whose presence is necessary to fulfill state business as determined by competent authority. Operators may not transport spouses, children, animals, or hitchhikers in state vehicles. All occupants must wear properly fastened seat belts whenever they travel in state vehicles. Employees sponsoring a student operator are responsible for explaining usage procedures. Visitors from other states or countries here at the invitation of the campus or a local or state government agency, or in connection with a national or international relations or business program have no connection to the state and are not state employees or agents of the State. As a general rule, using state vehicles to transport these guests to sites, hotels, restaurants, and other activities is not permissible. Vehicles can be picked up at any time. Fleet keys are located at the Heat Plant Office. Vehicles permanently assigned to a VCSU department for daily support of the campus are exempt from completing a vehicle request form, although laws, policies, and procedures regarding acceptable use and reporting incidents still apply. The North Dakota State Fleet Policy Manual requires operators to obey and comply with all traffic laws and regulations governing the operation of motor vehicles. Copies of all law enforcement traffic citations will be forwarded to the campus from the DOT Office for appropriate disciplinary action. Operators are responsible, without reimbursement, for all parking and traffic fines accrued while operating a state vehicle. Smoking in fleet vehicles is prohibited by law (NDCC 23-12-09 through 23-12-11). Seatbelt use is required in accordance with NDCC 39-12-41.4. Vehicles should not be taken to a personal residence for overnight parking. See VCSU State Fleet Operating Manual (in Related Information). b. Fueling/Expenses The operator of the vehicle is responsible for refueling the vehicle before returning to the campus. See VCSU State Fleet Operating Manual (in Related Information). c. Vehicle Cleanliness Vehicles are expected to be clean upon return to campus. The driver is responsible for removing all debris, vacuuming, and going through a car wash (if needed). For Student Operators- the faculty or staff member signing off on the reservation of a state fleet vehicle for a student is responsible for informing the student of the cleanliness guidelines. See VCSU State Fleet Operating Manual (in Related Information). d. Vehicle Rates/Billing Vehicle group codes and rental rate codes have been established by the NDDOT for each vehicle type to determine the respective mile/hour rate charged. Vehicle odometer/hour meter readings must be recorded and returned to the Facilities Services Office monthly. Mileage/hourly charges from State Fleet, allocated by vehicle, are electronically billed to departmental accounts through the Business Office. e. Abuse of a State Fleet Vehicle If there is abuse of driving privileges or misuse of a state vehicle, employees must report abuse or misuse to the Facilities Services Office. Facilities Services Office will investigate the incident detail and report findings to the appropriate Vice President or Cabinet member. Vehicle operators and/or passengers may be subject to disciplinary action. f. Renting Vehicles for State Business State agencies must use state vehicles for travel within state or originating within the state (see NDCC 24-02-03.3 in Related Information). Occasionally, there may be rare, extenuating circumstances when a vehicle needs to be rented commercially. When such a case arises, VCSU Safety Office must contact the State Fleet Division Director, prior to the travel date, to request permission to rent. If the State Fleet Division Director determines the rental is necessary, a one-time written approval will be given for the rental. To request approval for the use of a rental vehicle in state, provide the following information to the Safety Office: Name, department, and phone number. Date rental is required. Explanation as to why a state vehicle will not be utilized. If a rental is approved and a state contract exists which covers the type of vehicle to be rented, the reservation must be made using the state contract. g. State Cooperative Contract for Rental Vehicles The State of North Dakota has a vehicle rental agreement with Enterprise Rent-A-Car, National Car Rental, and Hertz that must be used when renting vehicles for state business. Vehicles rented through these contracts have discounted rental rates, as well as full coverage damage waiver with $0 deductible and liability coverage up to $1 million without additional fees or paperwork. This vehicle rental agreement is not to be used for anything other than conducting state business. Reserve a vehicle through a travel agent, online, or directly through a local branch. Without appropriate account numbers, the terms and conditions of the rental agreement do not apply. See Vehicle Rental Requirements (in Related Information). h. Rental Vehicles Outside of State Cooperative Contract If employees are in other countries, or in states other than those bordering or closely bordering North Dakota (Minnesota, South Dakota, Montana, Wyoming, Iowa, and Wisconsin) and are unable to use Enterprise, National, or Hertz to rent vehicles for state business and utilize another rental agency, the employee must purchase a damage waiver (a.k.a. collision damage waiver or loss damage waiver) and liability coverage from the rental company. See OMB Vehicle Liability (in Related Information). i. Reporting Vehicle Incidents All accidents involving a state fleet vehicle must have a police report completed at the time of the occurrence. Drivers must report the incident within 24 hours to the Facilities Services Office. Within 24 hours of the incident, the following forms must be completed and returned to the Facilities Services Office: VCSU State Fleet Accident Report (completed by the driver) The Safety Office will file all forms with ND Risk Management. If an accident occurs with an Enterprise, National, or Hertz rental car: Immediately contact local law enforcement. Retain the name and badge number of the officer on the scene, and phone number of the law enforcement agency. Request a copy of the crash report (if available). Contact the local rental agency office where the vehicle was rented, and they will fill out an accident report. Driver will complete the VCSU State Fleet Accident Report and submit it to the Safety Office within 24 hours (one business day) and the Safety Office will process the documents accordingly. If an accident occurs with a car from a rental agency other than Enterprise, National, or Hertz: Immediately contact local law enforcement. Retain the name and badge number of the officer on the scene, and phone number of the law enforcement agency. Request a copy of the crash report (if available). Driver will complete the VCSU State Fleet Accident Report and submit it to the Safety Office with in 24 hours (one business day) and the Safety Office will process the documents accordingly. j. Distracted Driving The primary responsibility of a driver is to operate the motor vehicle safely. Distracted driving is any non-driving activity a person engages in while operating a motor vehicle. It is the policy of Valley City State University to prohibit the use of cell phones (including hands free) or any other mobile devices while operating a motor vehicle on state business (whether a personal vehicle or State vehicle). This restriction includes answering or making phone calls, engaging in phone conversations, reading or responding to e-mails and text messages, entering information into a GPS, and accessing the Internet. The restrictions in this policy do not apply to emergency calls placed to obtain emergency assistance (report a traffic incident, medical emergency, serious traffic hazard, or to prevent a crime), if there is reasonable belief that an individual’s life or safety is in immediate danger, or if an authorized emergency vehicle while performing official duties. Violations of this policy may subject the employee to disciplinary action. This policy does not change or alter the prohibitions on wireless communications devices pursuant to N.D.C.C. § 39-08-23 and the North Dakota State Fleet Services Policy Manual. (NDCC 39-08-23, the use of a wireless communication device is prohibited while operating a motor vehicle as part of traffic. This bans the transmission of electronic messages including email, text message, instant message, and website access. k. Lost Vehicle Keys North Dakota State Fleet will not cover the expense of lost vehicle keys. It is the responsibility of the individual and/or department to cover the expense of replacing the keys. 6. Responsibilities All Persons driving State Fleet Vehicles The driver must be a state employee as defined above and maintain a valid driver’s license while operating a vehicle. Conduct only state business while operating the vehicle. Operate the vehicle within the scope of employment. Complete the Defensive Driving Course (DDC) as soon as practical and every four years thereafter, as stated in the North Dakota State Fleet Services Policy Manual. Complete incident reporting within 24 hours of an incident in a fleet vehicle. Pay for the replacement of a lost vehicle key. Obey traffic laws. Refuel vehicle using assigned Voyager card prior to returning. Clean out vehicle (may include vacuuming and car wash) prior to returning. All Persons Requesting State Fleet Vehicles Request vehicles only when such vehicle use is for state business. Report accurate driver’s license information on the request form (for the DRIVER). Complete and submit vehicle request at least 2 days prior to travel. All Persons Reserving Rental Vehicles Reserve vehicle for state/VCSU business only. Reserve a vehicle through Enterprise, National or Hertz via travel agent, online or directly through a local branch. Use the appropriate account information when renting the vehicle. Complete incident reporting within 24 hours of an incident. Facilities Services Office Reserve vehicle for State/VCSU business only. Reserve and dispatch vehicles as requested, for approved vehicle request forms. Forward vehicle request forms to the VCSU Safety Office (or designee) when State/VCSU travel purpose is not immediately evident. Process VCSU State Fleet Accident reports for incidents involving state fleet vehicles. Safety Office Conduct a more detailed evaluation of vehicle request forms for when State/VCSU travel purpose is not immediately evident. Coordinate Defensive Driving Courses and maintain training records. Process VCSU State Fleet Accident reports for incidents involving state fleet vehicles. Supervisors with Decision Making Authority (Competent Authority) Evaluate all vehicle requests and approve only when requested vehicle use is for official business that serves the State/VCSU. 7. Forms Vehicle Request Form VCSU State Fleet Accident Report Request for Volunteer or Student Driver 8. Related Information VCSU Policy V512: Student Drivers and Use of State Vehicles by Student Groups VCSU State Fleet Operating Manual Student Recruitment Guidelines The North Dakota State Fleet Services Policy Manual NDCC 12.1-23-06 through 12.1-23-07: Unauthorized Use of a Vehicle NDCC 23-12-09 through 23-12-11: Smoking in public places and places of employment NDCC 39-21-41.4: Use of Safety Belts Required NDCC 32-12-2: Claims Against the State NDCC 39-01-03: Motor Vehicles NDCC 39-08-23: Use of wireless communications device prohibited NDCC 24-02-03.3: Central management system for all state-owned licensed motor vehicles NDCC 39-01-03: Motor vehicle owned by the state not to be used for private use SBHE Policy Manual Section 512: Student Drivers and Use of State Vehicles by Student Groups SBHE Policy Manual Section 1910.2: Use of State Vehicles OMB State Term Contract 374: Travel: Vehicle Rental OMB Vehicle Liability Information Risk Management Division: Vehicle Coverage FAQ Sponsored by: Department of Facilities Services Reviewed: Winter 1996 Reviewed: Winter 2003-04 Reviewed: January 2013 Reviewed: January 2014 Revised: November 2014 Revised: November 2023 and combined with V 1910.03

As custodian of student records in compliance with the Family Educational Rights and Privacy Act of 1974, the university assumes the trust and obligation to ensure full protection of student records which includes maintaining the confidentiality of education records. The term 'student' in this policy means an eligible student under FERPA (a student at VCSU).    Student records maintained by the university fall into two general categories - - directory information and educational records. This policy defines Directory Information, as required under SBHE Policy 1912. Policies regarding Educational Records may be found in the Student Handbook.   Directory Information Directory information is information concerning a student which may be released publicly. It includes the following: Student Name * Hometown (city, state) Campus e-mail address Height, weight and photos of athletic team members Major field of study (all declared majors) Minor field of study (all declared minors) Class level Dates of attendance Enrollment status (withdrawn, half-time, full-time) Names of previous institutions attended Participation in officially recognized activities and sports Honors/awards received Degree earned (all degrees earned) Date degree earned (dates of all degrees earned) Directory photos, photographs and video recordings of students in public or non-classroom settings (photographs from classrooms or class-related activities are NOT directory information)   Under the Family Educational Rights and Privacy Act, students have the right to request directory information not be made public by contacting the Office of the Registrar. Campuses will honor student requests to withhold directory information until the student makes the request in writing to lift the restriction.      The university receives inquiries for 'directory information' from a variety of sources including, but not limited to, prospective employers, other colleges and universities, graduate schools, licensing agencies, government agencies, news media, parents, friends, and relatives. VCSU has no responsibility to contact a student for subsequent permission to release directory information after the student has requested a restriction. * If a student provides a preferred name, the college or university tries to use it when communicating directly with the student. The preferred name is also used in class/grade rosters, academic requirement reports, email addresses, etc. Preferred name is a supported business practice, unless there is a documented business or legal reason to use a student’s legal name. When communicating with outside third parties, including parents, the college or university generally uses a student’s legal name. Please note the collection and use of preferred names across campuses is an evolving practice. ** Campus email addresses are only disclosed to requestors who agree to not use them for solicitation. Sponsor:  Vice President for Academic Affairs Effective:  May 2019 Revised:  June 2019  

A.  Purpose of this Policy The purpose of this policy is to regulate the use of electronic surveillance at Valley City State University. For purposes of this policy, electronic surveillance is defined as observing or listening to persons, places, or activities in an unobtrusive manner with the aid of electronic devices such as video cameras, microphones, digital video recorders or network scanning systems.  This policy applies to all students and employees, as well as, personnel of affiliated organizations conducting business on the properties owned or controlled by Valley City State University (hereafter VCSU).  B.  Purposes of Electronic Surveillance 1. The use of electronic surveillance at VCSU is limited to the following purposes: To deter criminal activity. To deter violations of VCSU and North Dakota University System policies. To assist in the investigation and prosecution of criminal activity and violations of VCSU and North Dakota University System policies. To assist in the investigation of accidents and to address safety issues. To identify individuals seeking entry into restricted locations. To verify authorized use and to identify unauthorized use of VCSU identification cards for the following purposes: to access buildings, restricted rooms and events; purchase of items; check out of equipment, books and other items; use of time clocks that record hours worked. To verify student identity during VCSU course exam proctoring. 2. Using electronic surveillance for purposes not listed above undermines the purpose of these resources and is therefore prohibited. 3. Exceptions and Clarifications: Computer webcams, computer microphones, telephones, video conferencing and other equipment intended for telecommunication or computing purposes shall not be used for electronic surveillance purposes beyond VCSU course exam proctoring, without the written consent of the individuals under surveillance and adherence to all provisions in this policy. Surveillance cameras will not be used to evaluate employee performance unless a formal investigation results in a determination that a safety issue may exist. Cameras will not be used to monitor individual students, faculty or staff, except as necessary for a criminal investigation and in accordance with the terms of a warrant. Selected webcams or surveillance cameras may be configured to publicly communicate data of general interest to all campus users at the discretion of the VPSA, e.g. progress on a construction project and activity in public areas such as a main sidewalk or main hallway of a public building. Electronic surveillance of K-12 students and associated student teachers on premises not owned by VCSU is exempt from this policy. Contact the appropriate VCSU academic office for applicable policy and procedures. C.  Deployment of Electronic Surveillance Systems Authorization to purchase, install and operate an electronic surveillance system shall be obtained from the Vice President for Student Affairs (VPSA), the Director of Facility Services, and the Chief Information Officer. The deployment of electronic surveillance is limited to locations that do not violate the reasonable expectations of privacy. Electronic surveillance shall not be implemented in situations where confidential or sensitive information is likely to be recorded and distinguishable. Electronic surveillance shall not be installed inside individual resident hall rooms, individual offices, locker rooms or lavatories; however, doors to these locations may be covered by electronic surveillance. VCSU will place signs at public entrances to buildings and at multiple outdoor locations indicating the use of electronic surveillance on or within the premises. D.  Administration of Live Feeds and Recorded Data Access to the electronic surveillance live feeds and recorded data shall be highly selective. Typically access to both live feeds and recorded data of all surveillance sources shall be limited to the VPSA, Campus IT Security Officer, Network Administrator, Facilities Services Director(s), and the Chief Information Officer.   Employees working in the campus power plant can view live feeds of all outdoor cameras.  The Director of Residence Life can view live and recorded footage of all cameras associated with the resident halls and Memorial Student Center, as well as outdoor cameras focused on parking lots.  The Athletic Director and Assistant Athletic Director can view live and recorded footage of all cameras associated with WE Osmon Field House, Lokken Stadium and other outdoor athletic facilities. The Director of Data Centers and Virtualization, Data Center System Administrator, Director of Technology Support Services, and the Service Desk Support Specialist can view live and recorded footage of cameras in the Technology Service Desk, adjacent loading area and both campus data centers. The VPSA may authorize additional individuals to have access; however that access will typically be limited to specific locations or purposes. Personnel seeking access shall have an agreement titled, "Permission to Access Electronic Surveillance Data" signed by both the individual and the VPSA on file in the VPSA Office. The Campus IT Security Officer will enable/disable access as directed by the VPSA and provide training in the use of the system. Requests to access recorded data by law enforcement officials and others without direct access to the surveillance system shall be submitted to the VPSA in writing and must include a basis for the request. Any permission granted to system recordings shall be provided by the VPSA in writing. The VPSA permission shall specify the limitations to the access. No attempt shall ever be made to alter any recording; editing or otherwise altering recorded data, except to enhance quality or to blur images for investigative purposes is prohibited. Recordings not related to or used for an investigation will be kept strictly confidential and destroyed within (15) days. Data retained for investigations or proceedings will be preserved for three years by the Campus IT Security Officer, unless law enforcement officials or the VPSA recommends a longer retention for a specified segment of data. E.  Reporting Violations Associated with this Policy and Electronic Surveillance Systems Suspected or known violations of this policy should be reported to the VPSA. Violations of this policy may result in disciplinary action and may also result in criminal prosecution. Any person that tampers with or damages any part of the electronic surveillance system may be subject to prosecution under university policy and under state law. Suspected or known violations should be reported to the VPSA. Sponsor: Chief Information Officer Effective: June 2012 Reviewed with revisions: October 2021, December 2021