EIU Office of Internal Auditing

#162.2 - Use of Unmanned Aerial Vehicles (Drones) and Other Recording Devices

Approved: April 13, 2026

Monitor: Vice President for Business Affairs

This policy covers all University employees, students, vendors, and visitors who wish to operate an unmanned aerial vehicle and any "smart" device capable of audio/visual recording or streaming on University property as well as other locations when operated as a part of their employment or academic program. These devices have legitimate uses on campus but also have the ability to invade others' privacy and create safety concerns.

Unmanned aerial vehicles (UAVs or drones) consist of an unmanned aircraft, including drones and model aircraft. These devices may include a camera or other recording device.

Other "smart" devices, such as cell phones, cameras or smart glasses, may have the ability to record or livestream audio and video.

Safety and Privacy

The University takes the safety and privacy of our students, employees, and visitors very seriously. Operators of these devices must be cognizant of both the safety and privacy rights of others around them, as well as information that may be recorded. At all times, users must follow any laws pertaining to the use of recording devices and UAVs.

• Devices should not be used in areas where there is a reasonable expectation of privacy, including restrooms, changing rooms, near residence hall rooms or hallways, etc. For the purpose of this policy, people have a reasonable expectation of privacy when not in public areas.
• Recording devices should not be used to monitor or record sensitive or personal information that may be found on an individual's workspace or computer monitor or other electronic displays.
• Devices should not be operated directly above crowds or gatherings.

The dissemination of visual or audio transmissions of the actions of an individual without that individual's consent is prohibited.

Users must always operate these devices in a safe manner. Cell phones should not be used by drivers when driving on University business unless they use a Bluetooth function on the phone. Users should not be distracted using the devices when moving about campus such that they can cause bodily harm, property damage or disrupt campus activities.

Requirements for Operations

All UAV flights must be conducted in accordance with applicable FAA, federal , state, local, and University safety requirements. All flights of UAVs must be approved by the Environmental Health & Safety Officer. This includes:

• All UAV flights, aircraft, and hobbyists and or remote pilots must meet current FAA requirements for the type of flight, purpose of the flight, remote pilot requirements, and flight conditions.
• All Commercial or employee operators are required to complete the necessary requirements to be issued a FAA license for operating UAV's. All recreational Operators of UAV's are required to secure a Trust Certificate which requires a UAV Safety Test.
• UAVs are not allowed to be used inside any campus building unless it is for building inspection purposes and under the direction of Facilities Planning and Management.
• UAVs shall not be flown above any group of people.
• UAVs shall only be flown within eyesight of the operator.
• UAVs are prohibited from using a dropping/release device.
• All parties shall work with the University's Risk Manager so that proper insurance is obtained.
• University-owned manned or unmanned aerial vehicles and/or systems cannot be used for personal/recreational use.
• Vendors and parties unaffiliated with the University parties may not operate on University Property without sponsorship by a University office, appropriate FAA authorization, proof of insurance coverage, and prior approval from University Risk Management. Sponsoring department must coordinate with the Vice President for Business Affairs office.
• Emergency Management, the Incident Management Team, and other authorized first responders may operate FAA-authorized UAS for law enforcement or emergency purposes in accordance with applicable law.
• The operator should obtain the permission of private property owners prior to conducting flights over off-University Property.

Purchases with University Funds

When a UAV is purchased with University Funds, the financial manager of the department shall communicate the necessary information to insure the drone and its pilot(s) to the University's Risk Manager. University owned devices are not to be operated outside of the United States.

Violations

Violations of this policy will be handled in accordance with University personnel policies for employees and the Student Code for students. Legal action may be pursued against parties that violate this policy.

Unauthorized Operations

Any flight that is not authorized by the University will be considered a breach of University Policy.

Unauthorized flights over University Property should be reported to the University Police Department through the non-emergency phone line.

UAV operation that appears dangerous or is being used to commit a crime should immediately be reported to local law enforcement.

UAV flights not following FAA rules may be reported to the local FAA Flight Standards District Office.

Unauthorized drone operators may be subject to penalties and criminal charges.