Sample Incident Access Protocol — CCTV Footage

1. Introduction

This Incident Access Protocol outlines the procedures for requesting, accessing, reviewing, and releasing Closed-Circuit Television (CCTV) footage held by ___ [School Name] ___ (“the School”).

It ensures that CCTV footage is only accessed or disclosed in accordance with the School’s CCTV Usage Policy, Privacy Policy, the Privacy Act 1988 (Cth), and other applicable laws.

The School is committed to protecting the privacy of students, staff, and visitors while ensuring that incidents are managed effectively and fairly.

2. Scope

This protocol applies to:

School leadership and staff.
Parents/guardians of students.
Students (via their parents/guardians if under 18).
External authorities, such as police or government regulators.

It applies to all CCTV footage captured on School premises by School-operated CCTV systems.

3. Purpose of Access

CCTV footage may be accessed or reviewed only for legitimate purposes, including but not limited to:

Investigating incidents involving students, staff, or visitors.
Responding to complaints or grievances.
Supporting disciplinary or legal proceedings.
Complying with lawful requests from police or other authorised agencies.
Identifying and addressing safety or security risks.

Footage will not be accessed or released for purposes unrelated to the above.

4. Who Can Access Footage

4.1 Internal Authorised Staff

The following positions may access and review CCTV footage without additional approval:
✅ Principal
✅ Deputy Principal(s)
✅ Business Manager
✅ [Other role, e.g., IT/CCTV Manager]

These staff members are responsible for determining whether a request is legitimate and ensuring privacy is protected.

4.2 Other School Staff

Teachers or other staff may request a review of footage through the Principal or Deputy Principal. They are not permitted to access footage directly.

5. Requests from Parents/Guardians

Parents or guardians may request access to CCTV footage involving their child by submitting a written request to the Principal.
The request must include:

Date and approximate time of the incident.
Location where the incident occurred.
Names of individuals involved, if known.
Reason for the request.

Assessment of Requests:
The Principal (or delegate) will assess the request, taking into account:

Privacy rights of other individuals appearing in the footage.
Relevance of the footage to the incident described.
Any legal or policy constraints.

If approved, parents/guardians may be invited to view the footage at the School under supervision. Copies of footage are generally not provided unless legally required.

6. Requests from External Authorities

Law enforcement, government agencies, or courts may request access to footage in writing.
Such requests should be directed to the Principal and must include:

The name of the requesting organisation.
The legal authority or basis for the request.
Details of the incident and footage sought.

Where necessary, the School may seek legal advice before releasing footage.

7. Record Keeping

All access to or disclosure of CCTV footage must be recorded in the CCTV Access Log, including:

Date of access or release.
Name and position of requester.
Purpose of access.
Description of footage accessed or released.
Authorising staff member.

This log is maintained by ___ [Responsible Role] ___ and is subject to review.

8. Storage and Retention

CCTV footage accessed for an incident investigation will be securely saved and retained until:

The investigation or legal process is concluded, or
The retention period under the CCTV Usage Policy expires.

After that time, the footage will be securely deleted or overwritten.

9. Privacy and Confidentiality

All individuals who access or review CCTV footage are required to maintain confidentiality and use the footage only for the approved purpose.
Any misuse or unauthorised disclosure of CCTV footage may result in disciplinary action and/or legal consequences.

10. Complaints

If an individual believes that footage has been accessed or disclosed improperly, they may lodge a complaint in writing to the Principal, who will investigate and respond in accordance with the School’s Complaints Policy.