30-day Policy Review

30-day review through July 8, 2026. Share any feedback with rhorner@vcs.k12.nc.us.

VIDEO AND AUDIO
RECORDINGS BY EMPLOYEES Policy Code: 7325

The Vance County Board of Education (the “board”) authorizes employees to make video and/or
audio recordings of students or other employees at school only in accordance with this policy. For
purposes of this policy, the term employee includes all school system employees as well as
independent contractors and volunteers. This policy applies to all video and/or audio recordings
made by employees in school buildings, on school buses, at school-sponsored activities, or while
otherwise acting in their capacity as a school system employee.

A. SECURITY CAMERA RECORDINGS
Security cameras that capture video, but not audio, may be installed on school system
property to help maintain a safe learning and working environment. The principal or site
supervisor shall identify specific locations for camera placement, subject to the approval
of the superintendent or designee. Camera placement will be limited to common areas in
buildings (e.g., lobbies, hallways, gymnasiums, and building entrances/exits), parking lots
and other exterior areas, and school buses. Cameras may not be located in any areas where
individuals have a reasonable expectation of privacy, such as restrooms, locker rooms,
nurses’ offices, or lactation rooms.

The superintendent or designee shall provide notification of the use of security cameras on
school system property through student and employee handbooks, the school system
website, or other means. The principal or site supervisor shall post a sign at the school
entrance in a manner and location that adequately notifies students, employees, and visitors
that areas may be subject to video surveillance. The superintendent or designee shall establish any procedures necessary for regulating the operation of security cameras and the secure storage, viewing, and destruction of resulting recordings.

B. PUBLIC EVENT RECORDINGS
Generally, employees may record events that are open to the public, such as athletic
competitions, band and choral concerts, assemblies, presentations, and award ceremonies.
If recording at an event is restricted for any reason, including due to copyright issues (e.g.,
a school play), the employees and all other members of the audience will be notified of the
recording restrictions before the event begins. The superintendent or designee shall establish procedures deemed necessary for the recording of official meetings of the board, board committees, or committees appointed by the board.

C. RECORDINGS OF MEETINGS OR HEARINGS

Policy Code: 7325

VANCE COUNTY BOARD OF EDUCATION POLICY MANUAL Page 2 of 3
School officials may make an audio recording of student IEP meetings and student
discipline hearings. The recordings must be made openly with all parties aware of the
recording.

An employee may make an audio recording of a meeting or hearing addressing that
employee’s formal grievance, performance evaluation, misconduct, disciplinary action,
termination, or nonrenewal. The employee must provide prior notice of the intent to record
the meeting or hearing, and the recordings must be made openly with all parties aware of
the recording. Any meeting or hearing recorded by the employee also will be recorded by
the school official conducting the meeting or hearing.

For any other type of meeting or hearing, the school official conducting the meeting or
hearing may make an audio recording if all other parties in attendance consent to the
recording. If a party refuses to consent to the recording, the school official may record the
meeting or hearing only with the permission of the principal or designee for school-based
meetings or the superintendent or designee for system-level meetings. The recording must
be made openly with all parties aware of the recording. The school official conducting the
meeting or hearing may grant a request by another party in attendance to make an audio
recording, in which case the school official shall also make an audio recording of that
meeting or hearing.

D. CLASSROOM RECORDINGS
To make a recording of students or employees in a classroom or at a school-sponsored
event (other than those open to the public), an employee must receive prior permission
from the principal. When seeking permission to record, the employee shall provide the
principal with the following information: purpose for recording; who will have access to
the recording and for what use; any external program requirements to obtain permission to
conduct the recording; and how the recording will be retained. The principal may grant an
employee permission to record only for a legitimate educational purpose. The principal
shall ensure legal compliance with Section G, below. In addition, depending on the nature
of the recording and its intended use, the principal may require the employee to obtain
written permission from the parents of the students who will be recorded and, if the
recording involves other employees or visitors, the adults who will be recorded.

E. CONSENSUAL RECORDINGS OF OTHER EMPLOYEES
In situations not otherwise covered in Sections A through D, above, an employee may make
a recording of another employee for legitimate educational purposes (e.g., a training video,
a video to be used in a classroom to instruct students) only with the consent of the employee
being recorded. Any recording of another employee for reasons other than legitimate educational purposes must be with the consent of the employee being recorded and must not interfere with
employment responsibilities or school operations.

Policy Code: 7325

VANCE COUNTY BOARD OF EDUCATION POLICY MANUAL Page 3 of 3

F. SECRET RECORDINGS
Employees are prohibited from making covert or surreptitious recordings of other
individuals on school property or during school-sponsored activities.
This policy is not intended to prohibit recordings for whistleblowing purposes or to
document illegal discrimination or harassment, financial improprieties, ethical violations,
and other illegal practices. Employees with knowledge of illegal practices or who make a
recording pursuant to this exception shall immediately notify appropriate school system
personnel in accordance with existing procedures and practices.

G. RECORDING STUDENTS
In accordance with G.S. 114A-10, in no instance will a school system employee make a
video or voice recording of a student without prior parental consent unless the recording
will be used solely for one of the following purposes: a safety demonstration, including
one related to security and discipline on educational property; an academic or
extracurricular activity; classroom instruction; photo identification cards; security or
surveillance of buildings, grounds, or school transportation.

H. MAINTENANCE OF RECORDS
Any recordings made by school system employees will be maintained, released, and
disposed of in accordance with all applicable state and federal laws and regulations. See
also policies 4700, Student Records; 5070/7350, Public Records – Retention, Release, and
Disposition; 5071/7351, Electronically Stored Information Retention; and 7820, Personnel
Files.

I. CONSEQUENCES
Any employee who has been found by the superintendent to have violated this policy may
be subject to disciplinary action, up to and including dismissal.
Legal References: Sarbanes-Oxley Act, 18 U.S.C. 1513(e); G.S. 15A-287; 114A-10, 126-84 et
seq.

Cross References: Student Records (policy 4700), Public Records – Retention, Release, and
Disposition (policy 5070/7350), Electronically Stored Information Retention (policy 5071/7351),
Staff Responsibilities (policy 7300), Personnel Files (policy 7820)
Adopted: