Information Details

Location

Office of Indigenous Initiatives
University of Guelph

OneDrive, Colleague and Qualtrics attached to a University account that is password protected and has multi-factor authentication enabled. University email for communications. 

Information Maintained

First and last name, full name on citizenship or membership document (if different from chosen first and last name), University student ID or University employee number, address (for non-university employees), Indigenous citizenship or membership documents, supporting documents for Indigenous identity confirmation.

Uses

Indigenous identification confirmation purposes.

Users

Primary Sources: Indigenous Initiatives staff

Outcomes of Confirmation Process: Indigenous Student Centre staff, Student Financial Services staff, College-level Awards Staff for students within Colleague, Human Resources staff and selection committee managers for hiring, awards or opportunities.

Individuals in Bank

Students, employees, community members and members of the public.

Category

Student and Campus Services

Legal

Legal Authority

University of Guelph Act (sections 11 & 13), 1964.

Retention and Disposal

Personal information will be retained in keeping with university records management policies and procedures. The documents submitted to support identity confirmation for students will be retained for as long as students are enrolled or for date of last attendance plus seven years in accordance with University of Guelph data retention standards. The documents submitted to support identity confirmation for employees will be retained for the period of employment plus seven years in accordance with University of Guelph data retention standards. Personal information for unsuccessful candidates will be retained for one year after the date of communication indicating they did not receive the appointment in accordance with University of Guelph retention standards.