The purpose of this policy is to define the limitations upon the use of cameras (including cell phone cameras), video recorders, audio recorders or any other type of equipment or devices used to capture or record visual and/or audio media and to ensure that the use of such devices does not compromise the integrity of Protected Health Information (PHI), proprietary information, individual rights to privacy, quality of patient care and the efficient operations of the Student Wellness Centre (SWC), McMaster University.

Definitions

Camera or Audio/Video Recording Device – Any device that can capture and/or record visual images or audible conversations, such as but not limited to cameras, cell phone cameras, smart phones, computers, camcorders, video recorders and audio recorders.

Employee – Any individual employed directly by McMaster University, or any individual assigned to work for McMaster University.

Guest/Visitor/Student – Any individual who does not meet the definition of “Employee” above.

Application

• Any use of a camera or audio/video recording device to record an image and/or sound recording of a student, visitor, or employee is prohibited, unless specific written permission from the student, visitor or employee has been obtained in advance. Any use of a camera or audio/video recording device that may intentionally or unintentionally pick up the image and/or sound recordings of another student, visitor or employee is prohibited.
• Any use of a camera or audio/video recording device by employees, vendors, consultants, contractors and observers in and around all clinical settings is prohibited unless specifically authorized in advance for the purpose of carrying out a specific job function. Student Wellness Centre employees have a responsibility to see that this prohibition is followed by vendors, consultants, contractors and observers for whom the employee has responsibility and/or oversight
• Permission to use a camera or audio/video recording device must be obtained from the Director or Nurse Manager in advance to photograph or videotape non-clinical events. Such requests may be approved if the requested activity will not disrupt business operations, create safety concerns or compromise the privacy of students, visitors or employees.
• Using a camera or audio/video recording device for clinical encounters between students and physicians must be discussed in advance and both parties must consent to the recording. The SWC strongly recommend that clinical encounters are not recorded to protect the privacy of the student and physician unless there are exceptional circumstances e.g. need to communicate health care information to care giver or family member.
• Audio/video recordings will not be permitted without the knowledge of the physician or student. The physician and student can decline being recorded at any time before, or during a clinical encounter.
• Audio/video recordings that are made at the time of the clinical encounter are considered to be part of the medical chart and both the student and the SWC should have a copy.
• Audio/video recordings will not be permitted in any public area e.g. waiting areas within the SWC unless consent has been granted by the Director or Nurse Manager of the SWC.
• Violations of this policy will be subject to disciplinary action, up to and including termination.

Responsibility

As with any policy, management employees are expected to serve as role models for proper compliance with the provisions above and encouraged to regularly remind employees of their responsibilities in complying with this policy. Employees are expected to obtain proper authorization prior to any use of such recording devices on the premises and to report any violations of this policy to their immediate supervisor. Employees who have visitors in the Student Wellness Centre are responsible for ensuring that the visitors are made aware of and adhere to this policy.