Collection, use, and disclosure of information

What is personal information?

Personal information may be released only to the person whom the information is about, or, with the written consent of that person, to a third party. Personal information means recorded information about an identifiable individual including:

• the individual's name, address or telephone number
• the individual's race, national or ethnic origin, colour, or religious or political beliefs or associations
• the individual's age, sex, sexual orientation, marital status or family status
• an identifying number, symbol or other particular assigned to the individual
• the individual's fingerprints, blood type or inheritable characteristics
• information about the individual's health care history including a physical or mental disability
• information about the individual's educational, financial, criminal or employment history
• anyone else's opinions about the individual
• the individual's personal views or opinions, except if they are about someone else

Guidelines for student information

These guidelines reflect the university practice regarding the release of information about students.

USE OF THE STUDENT INFORMATION SYSTEM: Staff and faculty may have access to students' records for legitimate University purposes. Do not release this information to anyone else without the student's permission.

TRANSCRIPTS: Students will, on submission of a signed request and payment of the fee, have the right to receive transcripts of their own academic record. These transcripts will be marked "Issued to Student". Such right will not apply to students in debt to the University but they will still have the right to inspect and review their records. No partial transcripts of records will be issued. The Registrar's Office will not provide students or third parties with copies of other documents on file, such as transcripts from other institutions.

GRADES: The Registrar's Office is responsible for releasing final grades to students. Grades are not to be posted in a public area. Students can obtain final grades from the Registrar's Office through secure web access. 

EVALUATIVE MATERIAL: Student exams and assignments are personal information. They may include the student's name, identification number, and personal views or opinions. Exams and assignments should be returned only to the student who wrote the paper and not to other individuals, unless written permission has been given from the author. Any material that contributes to a student's grade must not be left in a public place for pick up.

REFERENCE LETTERS: Students have the right to inspect their academic record, except for personal information that is evaluative or opinion material compiled solely for the purpose of admission to an academic program. Copies of Reference letters can be released to the student with the permission of the writer.

DISCLOSURE TO THIRD PARTIES:

The following information is considered public information and may be released without restriction:

Information will be released without student consent to persons in compliance with a judicial order or subpoena or as required by federal or provincial legislation.

Necessary information may be released without student consent in an emergency, if the knowledge of that information is required to protect the health or safety of the student or other persons. Such requests should be directed to the Registrar.

Disclosure to faculty, administrative officers, and committees of the University. Information on students may be disclosed without the consent of the student to University officials or committees deemed to have a legitimate educational or institutional interest.

Other than in the situations indicated above, information on students will be released to third parties only at the written request of the student, or where the student has signed an agreement with a third party, one of the conditions of which is access to their record. (e.g. financial aid). In order to release information about a student's record or performance to a third party, the student must provide written consent.

FOIPOP REQUESTS: A request from a student for access to his/her own file can be processed without a Freedom of Information request. Students have the right to inspect their academic record except for personal information that is evaluative or opinion material compiled solely for the purpose of admission to an academic program and to challenge contents, which they believe to be inaccurate. The file must be reviewed first by the Registrar to determine if it contains any exemptions as stated in the FOIPOP legislation (e.g. third party personal information). It is expected that the student will view the file in the Registrar's office under the supervision of an employee of the Registrar's Office. No records may be removed from the file.

When you collect personal information

Do

• Collect only that personal information required to administer and operate a University program or service.
• Use an appropriate method of collection - in most cases get the information directly from the person it is about.
• Ensure that a proper collection notice is printed on the form or included in the letter used to collect the information.

Don't

• Don't collect information that you don't need.