Features
Is That Information Private?
University Secretariat offers training on access, privacy issues
BY ANDREW VOWLES
When Maclean's upped the ante this fall, Vicki Hodgkinson took notice — although for slightly different reasons than officials at almost two dozen universities across Canada that received access-to-information requests by the magazine seeking data for its annual university rankings issue.
Hodgkinson, who was named Guelph's first University secretary in the spring, is now watching events as the magazine pursues its bid, particularly in Ontario, where a new Freedom of Information and Protection of Privacy Act (FIPPA) implemented this summer now requires universities to meet access and privacy provisions formerly applied only to government agencies and community colleges.
Unlike those 22 universities across the country, Guelph released information to the newsmagazine for its rankings issue to be published this fall.
“We continue to have some reservations about the magazine's use of some of the information, but we respect the public's desire for transparency,” says the former executive assistant to the president.
Although the Maclean's case has garnered plenty of news headlines this fall, Hodgkinson says the province's still-fledgling legislation on access and privacy is actually old news in many ways for universities in general and Guelph in particular.
That legislation “sets a new benchmark of accountability but not a new philosophy,” she says. “FIPPA really just represents another step because the University of Guelph has had policies around access to information and protection of privacy for years. A great part of everything we do is informed by that.”
Her key message for U of G members about the impact of the legislation is: Don't panic — and look to learn about FIPPA through resource materials and training sessions provided through her office.
So far, that office has handled one FIPPA request — from a prospective student looking for information about materials such as reference letters used in evaluating the candidate's application. In that case, the University was obliged to release only the candidate's own application material and information about selection criteria used to assess and admit applicants, says Hodgkinson.
Pointing out that this particular query mirrored a number of requests fielded by high-demand and professional programs at other Ontario universities since FIPPA was enacted, she says: “Universities are using FIPPA to protect the reference process.”
She says U of G units that are reviewing their privacy and access policies and practices since the new legislation was implemented include Alumni Affairs and Development, Registrarial Services and Hospitality Services.
Hodgkinson has also discussed the issue with U of G's student governments. “The average student will see no difference, but they'll get a stronger tool to raise questions about protection of privacy or access to information.”
She says faculty and staff across campus may need to review how they share information about students with, say, reporters asking for comments for a news story or with emergency services when students need medical help or hospitalization.
Hodgkinson notes that people seeking information informally should first approach the pertinent academic or administrative unit. If that is unsuccessful, or if clarification is needed as to what information should be released or withheld, people should contact the University secretary's office, she says.
“It's helpful to remember that no one must use FIPPA provisions to request and/or receive information from the University. Routine requests — verbal and written — don't have to be funnelled through the FIPPA process. The key will be in handling non-routine inquiries and those that present themselves from the outset as FIPPA requests.”
Departments that receive non-routine requests or identified FIPPA requests should contact the University Secretariat.
Besides Hodgkinson, the secretariat includes Chris Graves, who joined the University this summer as records management co-ordinator. An information management specialist, he is working with members of the U of G community on systems and practices for collecting and storing personal information and administrative records, partly to enable the University to respond appropriately and efficiently to access-to-information requests. He is also providing training to U of G community members on the new FIPPA requirements.
The secretariat has developed a website with practical information about privacy and access provisions and handling FIPPA requests. The University's policy statement about protection of privacy and access to information is available at www.uoguelph.ca/info/privacyguidelines. For more information, visit www.uoguelph.ca/secretariat/privacy.shtml or call Ext. 56760.