Personal Information Bank

Information Details

Location

Relevant Program Counsellors' and/or Faculty Advisor's Office

Information Maintained

Name, student number, address, telephone, e-mail, record of advising sessions, academic record, medical information, incident reports, special needs/disability or health concerns, documentation relating to requests for academic consideration, correspondence.

Uses

To assist students in making program, degree, and course choices.

Information Details

Location

Academic department and/or instructors' offices

Information Maintained

Name and/or student number, completed tests/examinations, other assessments, marks.

Uses

Assess academic standing and progress, document the testing and examination process.

Users

Teaching staff, faculty and departmental staff.

Individuals in Bank

Students.

Category

Academic

Information Details

Location

Student Financial Services

Information Maintained

Name, social insurance number, address, age, marital status, residency status, income and assets of applicant, parents, sponsors, spouse, budget documentation, income tax notice of assessment.

Uses

Determine eligibility for financial aid.

Users

Student Financial Services staff, the Ministry of Training, Colleges and Universities.

Information Details

Location

Judicial Office

Information Maintained

Name, information related to place of origin, citizenship, sex, age, educational or employment history, medical information, criminal activity or records, disciplinary proceedings in which the individual has been involved, home contact information (address, phone numbers, e-mail), correspondence, student number, academic records.

Information Details

Location

Office of Registrarial Services, Dean’s offices

Information Maintained

Name, address, date of birth, student number, course/program information, scholarship/award criteria, evaluations, budget documentation, income tax notice of assessment.

Uses

Determine eligibility for scholarship, bursary, or award, publicize college awards and scholarships.

Information Details

Location

Centre for International Programs

Information Maintained

Incoming exchange student application records: name, student number, address, telephone, e-mail, emergency contact information, course selection information. Outgoing exchange and semester abroad application records: name, student number, address, telephone, e-mail, emergency contact information, course selection information, liability waiver, host institution application, grade reports.

Information Details

Location

Teaching Support Services

Information Maintained

Name, student ID, grade, course number and name, assignments, weight of assignment, program, semester, email, faculty email, faculty courses, record of advising

Uses

Blackboard (WebCT): to return grades, do online assignments and team work, present and discuss reading material. FRINK: to record which faculty use WebCT

Information Details

Location

Office of Registrarial Services, Office of Open Learning

Information Maintained

Name, address, citizenship, date of birth, sex, marital status, education information, employment information, e-mail address, emergency contact information, telephone number, student number, social insurance number, evaluations, grades, record of payment, library card number, record of course participation.

Information Details

Location

Office of Research

Information Details

Location

Occupational Health Services

Information Maintained

Name, age, sex, marital or family status, address, telephone, health card number, record of physical examination, medical history, chest x-ray and immunization record.

Uses

To make referrals or decisions regarding long-term disability. To place a claim with the Workplace Safety and Insurance Board (WSIB).

Users

Occupational Health services staff.