Section 1. Overview
This policy is designed to protect ASCCC’s intellectual property and members’ privacy, as well as establish a retention policy for any audio/video recorded meetings or events. The intent of this policy is to strike a balance between the legitimate uses of audio/video recordings, and concerns including compliance with the law, privacy, and protection of intellectual property.
In an effort to comply with California law, promote the freedom to share ideas and to respect the privacy of members, the secret recording of meetings or events is prohibited.
Section 2. Educational or Professional Learning [Development] Events
2.1 ASCCC’s educational or professional learning [development] events may be recorded by ASCCC.
2.2 All other audio/video recordings made by any other party, regardless of manner or format, are prohibited at ASCCC educational or professional learning [development] events or meetings. One exception to the policy allows people to audio or video record an ASCCC event with the knowledge or consent if they have prior written authorization from ASCCC.
Section 3. Site Visit Academic Senate Events
3.1 The purpose of this policy is to ensure that the ASCCC complies with applicable policies when hosting site visits with Local Academic Senates.
3.2 Site visits are an opportunity for the ASCCC to build and maintain relationships with Local Academic senates. During an event, ASCCC representatives and staff members visit CCC campuses/Districts, meet with relevant stakeholders, and engage in dialogue.
3.2.1 ASCCC site visits to Local Academic Senate’s may not be recorded unless an exception is granted in advance and in writing by ASCCC. An exception may be granted in the sole discretion of ASCCC upon recommendation of the Executive Director and approval by the Executive Committee or Board of Directors.
Section 4. Other Events
4.1 Other events that are organized or sponsored wholly or in part by ASCCC or include a material presence by ASCCC agents or employees may be recorded only if approved in advance and in writing by ASCCC. Approval may be granted upon recommendation of the Executive Director and approval by the Executive Committee or Board of Directors.
Section 5. Disability Accommodations
5.1 The ASCCC is committed to the full accessibility of our educational/professional learning [development] speaking events, programs and activities to individuals with disabilities. ASCCC will make a good faith effort to provide reasonable requested accommodations for qualified visitors, and event attendees with a disability unless such accommodation would cause an undue hardship as defined by the Americans with Disabilities Act (ADA).
5.2 To ensure regulatory compliance and oversight of all matters related to access and reasonable accommodation for individuals with disabilities, local Academic Senate (“Senate”) will take steps to ensure that all lawful requests for disability accommodations are fully addressed in a reasonable and lawful manner.
5.3 In order for ASCCC to meet its obligation to provide reasonable accommodations, Senate agrees that any requested disability accommodations shall be communicated to ASCCC once the Senate becomes aware of such requirements, or no less than three days in advance of the meeting or event. Further, the Senate acknowledges that for online events, professional learning [development] adjustments shall be provided exclusively for attendees with Deaf, Hard of Hearing, or similarly impaired persons, closed captioning services and for no other purpose whatsoever, and it shall be deleted within 48 hours of completion of the event.
Section 6. Closed Captioning for Online Events
6.1 Closed captioning shall only be used exclusively as a reasonable accommodation for Deaf, Hard of Hearing, or similarly impaired persons, and for no other purpose whatsoever. Unauthorized use of closed captioning by attendees can result in legal and disciplinary action, including among other things, removal from current and future events. All closed captioning transcripts of events shall, without exception, be deleted within 48 hours of completion of the event.
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