FOIPOP Frequently Asked Questions: 3. Student - Academic

Can high school counselors request information on the status of a high school student's application for admission to Saint Mary's University?

Yes. Two public bodies named in the FOIPOP Act can share the information.

Can a high school counselor request the names of students who have been admitted to the University?

The information will only be provided if the counsellor is able to demonstrate that the student has consented to the disclosure. It would be better if the student obtains the information needed and provides it to the counsellor.

Can the University release information on former students/graduates?

The Act provides the University with the discretionary right to release information already available to the public. Lists of graduates and degrees awarded are published and available in the convocation programs.

Can the University release a student's timetable?

No. A timetable contains information about a student's educational history. It would also contain the student's name and likely, identification number. Consent should be obtained from the student before release unless there is discretionary right to disclose so that family or a friend of an injured, ill or deceased individual may be contacted.

Can a faculty member ask a student for personal information?

Yes. A faculty member is permitted to ask a student for personal information if s/he can demonstrate that the information relates directly to and is necessary for an operating program or activity of the course or program. S/he would also have to inform the student of the purpose for which the information is required. Personal information is defined on page 4.

Can the University release student information to a collection agency when a student has outstanding accounts?

Yes. The Act allows disclosure for the purpose of collecting a fine or debt owed by an individual to the University. The University should release only that information needed to enable the collection agency to do its job. This would likely mean name, home address and telephone number and, if the student is working, business address and telephone number, as well as the amount owing and the reason.

Can the University collect information about a third party from students [e.g. a parent's date of birth/education]?

The Act governs the collection of personal information. The University takes care to collect only that information which is related directly to and is necessary for student admission and attendance at the University.

Can the Registrar refuse to release an official transcript or diploma for a student who owes money to the University?

Yes. However, if there is a formal FOIPOP request, the University cannot withhold personal information from the subject based on money owed to the University by the applicant. The Act provides an applicant with a right of access to any record in the custody or under the control of the University, including a record containing personal information about the applicant. In this case, the University is required to provide a statement of grades to the student. It can refuse to issue an official transcript or diploma unless the student settles the outstanding account.

Can the University share information about students with the Students' Union?

Information may be shared to the extent that an agreement between the University and the Students' Union requires information sharing. Any other disclosures should only be done with the consent of the student.

Is there a limit on how many additional copies of unofficial transcripts a student can ask for or can the University charge for re-issuing the statement?

The University is only required to provide one copy of any record in response to a request for personal information. However, a student can submit the same request a second or subsequent time. If the FOIPOP Administrator feels that the student is abusing the right of access by making repetitious requests for the same information, the Administrator can ask for permission to disregard the request. If University policy requires that a fee be paid for second and subsequent copies in order to defray the photocopying costs, then this policy takes precedence over a request under the Act.

In dealing with appeals, complaints and requests for refunds, information must sometimes be obtained on a student's attendance and performance and student loan information. Can this collection continue under the Act?

Yes. The Act permits disclosure to an employee of the University so that that person can perform his or her duties. The disclosure should be limited to the information needed to do the job and only provided to the individual who has a need to know the information.

How much will it cost to access information about myself?

No fee is charged for access to your own personal information. The University may request payment for photocopies.

What responsibility does the University have to ensure that the student has actually signed consent to release personal information?

Generally, the University will assume the consent is valid. It should ask for a copy of the consent statement and identification of the person holding the consent, and should keep these on file with a notation of disclosure. If there is any reason to suspect that the consent may not be valid, the student should be contacted to confirm consent.

Can the University disclose student's phone numbers to third parties, (people or organizations outside the University)?

No. As a public body, the University may collect, and use personal information internally when necessary for, and compatible with, the operation of the University and its programs. University personnel may only use such information where it is necessary in the performance of their University duties and part of the University operations. While use of personal information internally is restricted, disclosure of personal information, like student numbers and phone numbers to those outside the University, is almost never allowed without the consent of the student. The following information is considered public information and may be released without restriction, unless the student has requested that it kept confidential: name; period of registration; program of studies; certificates, diplomas, degrees awarded.