Standard Operating Procedure for Avigilon Camera System (FS Use)

 

Purpose

This Standard Operating Procedure (SOP) establishes clear guidelines for the appropriate and authorized use of the Avigilon camera system within Facilities Services. The SOP is designed to support three core operational needs:

• Emergency Operations Center (EOC) Awareness
• Monitoring Center Awareness
• Internal Investigations

This document ensures compliance with the UT Security Cameras Policy (OP00027-K), protects individual privacy, and maintains operational integrity.

Scope

This SOP applies to all Facilities Services staff, managers, supervisors, and designated users with access to the Avigilon system. It also applies to any personnel requesting footage or assistance related to EOC operations, the FS Monitoring Center or internal investigations.

Authority & Governance

• The Facilities Services IT Manager is the primary authority for approving, coordinating, documenting, and overseeing all access or requests related to the Avigilon system.
• All system use must comply with the UT Security Camera Policy (OP00027-K).
• In the event the IT Manager is unavailable or unable to perform required duties, the Assistant Vice Chancellor for Operations or the Associate Vice Chancellor of Facilities Services will serve as the backup authority for approvals and escalation.

Definitions

• EOC (Emergency Operations Center) Awareness: Real-time situational monitoring requested by the EOC during emergencies or active incidents.
• Monitoring Center Awareness: Real-time situational monitoring in the Facilities Services Monitoring Center during standing operating hours or active incidents.
• Internal Investigation: Any review initiated within Facilities Services related to employee conduct, workplace incidents, safety concerns, or loss/damage of property.
• IC (Incident Commander): The designated authority leading the EOC during an incident.

Internal Investigation Requests

• All internal investigation requests will be initiated through the Facilities Services IT Manager, Assistant Vice Chancellor for Operations, or Associate Vice Chancellor of Facilities Services.
• The IT Manager will:
  • Log the request,
  • Determine appropriate scope and necessity,
  • Retrieve camera footage or assign an authorized staff member,
  • Escalate the request to executive leadership, HR, or law enforcement as needed.
• No employee may independently pull footage for investigative purposes.
• Results or findings will be distributed only to appropriate leadership or investigative authorities.

EOC & Monitoring Center Awareness Use

Avigilon system use for EOC and Monitoring Center awareness is permitted only during active EOC and Monitoring Center operations.  EOC and Monitoring Center use is restricted to real-time awareness on shared screens unless the Incident Commander (IC) or IT Manager requests to review footage.  The IT Manager will document and process any IC-directed request following the same workflow as an internal investigation.

Prohibited Activities

The following actions are strictly prohibited
Using EOC or Monitoring Center camera access to initiate or investigate without IC or IT Manager authorization.
Accessing or reviewing footage for personal reasons or without a business-related need.
Sharing footage with unauthorized personnel.
Attempting to bypass standard workflow for any camera-related request.
Anything else that violates the UT Security Cameras Policy (OP00027-K).

 

Revisions and Updates