2. Policy for Releasing Student Information to Primary Student Organizations

Policy for Releasing Student Information to Primary Student Organizations

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Purpose

The University of Guelph has collected and, through the Office of the Vice-Provost (Student Affairs), and Registrarial Services, will release certain student information to Primary Student Organizations (PSO). Student information may be requested for the purposes of administering correspondence, or an election, or hosting an event where attendance is limited to a specified group of students. The following information may be requested:

  • Last name
  • First name
  • *Student number
  • College and/or Program
  • Course load: part-time or full-time (where applicable)
  • Email address (where applicable)
  • Mailing labels (full name and home address)

*Note: The University will not normally release the name and student number together and the preference is to never release student numbers.

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Timeline

At least 5 business days notice is suggested when requesting student information.

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Confidentiality

It is understood that the PSO shall only request pertinent information in order to conduct business. For example, student numbers are not necessarily required to send correspondence.  

It is understood that the release of information to the PSO does not constitute authorization to share that information with a third party.

It is understood that the release of information to a PSO is subject to the conditions set out in the Confidentiality Agreement with the University. 

It is also understood that the PSO will adhere to Protection of Privacy and Access to Information at the University of Guelph.

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Appendix 1: Student Information Request Form

To request student information please complete the below information and the PSO Confidentiality Agreement (reference Appendix 2) and submit both documents to the Office of Student Affairs by emailing studentaffairs@uoguelph.ca.

1. Name of Primary Student Organization:

2. Name of Person Placing the Request (Main Contact):

3. University of Guelph Email Address of Main Contact:

4. Purpose of the Request:

  • Correspondence
  • Election
  • Event

5. How will the above information assist with the purpose of this request:

6. Type of Information Requested:

  • Last name
  • First name
  • *Student number
  • College and/or Program
  • Course load (part-time or full-time)
  • Email address
  • Mailing labels (full name and home address)

*Note: The University will not normally release the name and student number together and the preference is to never release student numbers.

7. How will the above information assist with the purpose of this request:

8. What is the desired date for information (DD/MM/YY):

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Appendix 2: Primary Student Organization Confidentiality Agreement

THIS AGREEMENT (this “Agreement”) is made as of this date: 

BETWEEN: THE UNIVERSITY OF GUELPH (“University”) and [INSERT NAME OF PRIMARY STUDENT ORGANIZATION]

WHEREAS the University collects personal information from its undergraduate students (“students”) for purposes related to the students’ post-secondary education;

AND WHEREAS the PSO is a student union administered by elected student representatives and which provides certain services for students registered at the University;

AND WHEREAS these services include communication to students concerning activities and issues, facilitation of the use of correspondence, elections, and events for student representatives (“Purposes”);

AND WHEREAS the University intends to assist the PSO regarding the Purposes.

NOW THEREFORE this Agreement witnesses that in consideration of promises and the mutual covenants herein contained, the parties hereto mutually covenant and agree as follows:

Section 1. Term

1.1 Subject to early termination as provided for in this Agreement, the term of this Agreement shall commence as of the date first-above written and shall continue until the end of the academic year of the agreement.

1.2 Either party may terminate this Agreement upon 45 days prior written notice to the other.

Section 2. Definitions 

“Student Information” includes the following information for each individual registered from time to time as a student of the University:

  • name;
  • student identification number;
  • name of College of the University in which the student is registered (as applicable);
  • home mailing address;
  • registration status (e.g., full-time or part-time)

Section  3. Collection, Use and Disclosure of Student Information

3.1 The PSO shall implement physical, organizational, technological and other security measures:  (a) to restrict access to the Student Information by any of its employees, agents, representatives and advisors on a need to know basis; and (b) to prevent the loss or disposal of the Student Information; (c) to prevent the theft or improper access, collection, modification, copying, use, or disclosure (subject only to Section 3.2) of the Student Information by or to any other person.  Each agent, representative or advisor of the PSO may only be given access to any or all of the Student Information if the applicable agent, representative or advisor is legally bound, by agreement to treat the Student Information in compliance with this Agreement and to protect the received Student Information from unauthorized use or disclosure.  The PSOshall allow the University to conduct an audit of the PSO’s compliance with this provision, upon delivery of at least 48 hours’ prior written notice during normal business hours.

3.2 The PSO shall use and disclose the Student Information for the Purposes set out in this Agreement only and shall not collect, use or disclose the Personal Information except as reasonably necessary to give effect to its duties and obligations hereunder.

3.3 The PSO shall otherwise comply with all applicable privacy legislation, including, if applicable, by maintaining and complying with a privacy policy which is compliant with all applicable privacy legislation.  The PSO shall deliver to the University a copy of any such privacy policy (and any amendment(s) to same).

3.4 The PSO shall immediately report to the University any other use or disclosure of any or all of the Student Information of which it becomes aware (including if any Student Information in the PSO's possession or control has been stolen, lost or accessed by unauthorized persons).

Section 4. Retention of Student Information

The PSO shall retain each item of the Student Information only for the period of time reasonably necessary to fulfil the Purposes and to comply with all applicable privacy legislation.

Section 5. Destruction of Student Information

Should the University request the return or destruction of all or any part of the Student Information held by the PSO, the PSO shall immediately and, in any event, within 14 days, return all documents and technical devices provided by the University which contain all or such part of the Student Information as requested or will confirm, by an officer’s certificate or substitute documentation (all in form acceptable to the University) that the PSO has:  (i) completely removed from its systems all or such part of the Student Information as requested; or (ii) completely deleted all or such part of the Student Information as requested from any documents which it retains in its possession; or (iii) or both.  The PSO shall not use all or such part of the Student Information in any manner after such return or destruction.

Section 6. Cooperation

Upon and in accordance with the University's written request, the PSO agrees to cooperate in all respects with the University regarding any request of any governmental privacy commissioner or governmental ministry or department regarding any Student Information, any investigation or audit by such a commissioner, ministry or department regarding any Student Information, or any request for access or correction made by any individual to the University regarding his or her Student Information.  The PSO also agrees to permit the University and its authorized representatives with access to all Student Information forthwith following request by the University.

Section 7. Indemnification

7.1 The University agrees to hold harmless the PSO, and its employees from any and all third party claims, demands, or actions, that may arise out of the negligent acts or omissions of the University or its employees or agents in the performance of this Agreement, unless and to the extent such negligent acts or omissions are at the direction of or occasioned by the PSO, its employees or agents.

7.2 The PSO agrees to hold harmless the University and its employees from any and all third party claims, demands, or actions, that may arise out of the negligent acts or omissions of the PSO or its employees or agents in the performance of this Agreement or out of the delivery of any Student Information by the University to a health provider in the context of facilitating student access to student health and dental plans, unless and to the extent such negligent acts or omissions are at the direction of or occasioned by the University, its employees or agents.

Section 8. Freedom of Information and Protection of Privacy Act (Ontario)

The PSO acknowledges that the University is an educational institution to which the Freedom of Information and Protection of Privacy Act (Ontario) applies.

Section 9. Approval Signatures

PRIMARY STUDENT ORGANIZATION:

On this date:
Name:
Title:
Signature (I have authority to bind the Primary Student Organization):

UNIVERSITY OF GUELPH:

On this date:             
Name:             
Title:               
Signature (I have authority to bind the Primary Student Organization):  

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Authorization: Vice-Provost (Student Affairs)
Established: May 2007
Revised: July 2014
Editorial Changes: n/a
Next Review: 2019-2020