Records Management and Privacy Office

Records Management and Privacy Office

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Personal Information Banks

The following is a list of Personal Information Banks (PIBs - July 2006) at Queen’s University pursuant to section 45 of the Freedom of Information and Protection of Privacy Act (FIPPA).  FIPPA defines a Personal Information Bank as "a collection of personal information that is organized and capable of being retrieved using an individual's name or an identifying number or particular assigned to the individual."

University Governance

Board of Trustees Membership

Location: University Secretariat.

Legal Authority:

Information Maintained: Name, address, telephone number, email, occupation, education, public or professional organization experience, biographical information, CV. Includes elections and appointments to the Board.

Uses: To maintain a record of past and present board members.

Users: Board of Trustees, Principal's Office staff, University Secretariat.

Individuals in Bank: Board of Trustees members.

Retention and Disposal: Varied/To be determined.

Senate Membership

Location: University Secretariat.

Legal Authority:

Information Maintained: Name, address, telephone number, email, occupation, education, public or professional organization experience, biographical information, CV. Includes elections and appointments to the Senate.

Uses: To maintain a record of past and present senate members.

Users: University Senate, Principal's Office staff, University Secretariat.

Individuals in Bank: Senate members.

Retention and Disposal: Varied/To be determined.

University Council Membership

Location: University Secretariat.

Legal Authority:

Information Maintained: Name, address, telephone number, email, occupation, education, public or professional organization experience, biographical information, CV. Includes elections and appointments to the University Council. Also includes election of University Chancellor and University Rector.

Uses: Maintain a record of past and present council members.

Users: University Council, Principal's Office staff, University Secretariat.

Individuals in Bank: Council members.

Retention and Disposal: Varied/To be determined.

Honorary Degrees

Location: University Secretariat.

Legal Authority:

Information Maintained: name, home address, home telephone number, home fax number, email address, date of birth, age, gender, marital/family status, national/ethnic origin, education history, employment history, resumes, reference letters, political beliefs and opinions expressed about individual by another.

Uses: To gather information on prospective honorary degree recipients.

Users: Senate, University Secretariat.

Individuals in Bank: Prospective degree recipients.

Retention and Disposal: Varied/To be determined.


University Advancement

Alumni Records

Location: Office of Advancement.

Legal Authority:

Information Maintained: Name, sex, date of birth, telephone, email, parent's name and address, marital status, name of spouse, program and graduation information, student activities, further education, donations, gifts, employment status and description.

Uses: To maintain a record of alumni for contact and communications, fundraising, and social activities.

Users: Advancement staff, senior university staff.

Individuals in Bank: Alumni.

Retention and Disposal: Varied/To be determined.

Donor Records

Location: Queen’s University Archives, Libraries, Agnes Etherington Art Centre, Office of Advancement.

Legal Authority:

Information Maintained:  Name, home address and phone number, home fax number, home e-mail address, date of birth, age, gender, marital/family status, education history, employment history, correspondence regarding donations/contacts with University, reports related to University campaigns/initiatives.

Uses: To maintenance donation and/or accession file.

Users: Archives, library, art centre and Office of Advancement staff.

Individuals in Bank: Donors.

Retention and Disposal: Varied/To be determined.

Potential Donors/Prospects

Location:  Office of Advancement.

Legal Authority:

Information Maintained: Name, home address and phone number, home fax number, email address, date of birth, age, marital/family status, credit card number, education history, employment history, financial history, correspondence regarding donations/contacts with University, reports related to University campaigns/initiatives.

Uses: To maintain a record of corporate and individual donors for use in fundraising and promotional purposes.

Users: Office of Advancement staff.

Individuals in Bank: Potential Donors.

Retention and Disposal: Varied/To be determined.

Planned Giving

Location: Office of Advancement

Legal Authority:

Information Maintained: Name; financial history, planned gift commitments.

Uses: To track planned gifts, such as charitable trusts or bequests that require special arrangements.

Users: Office of Advancement staff.

Individuals in Bank: Donors.

Retention and Disposal: To be determined.


Student Records

Faculty and Departmental Student Files

Location: Faculties, Departments and other academic units.

Legal Authority:

Information Maintained: Name, date of birth, address, student number, cumulative academic record, course withdrawal, medical information, achievements and awards, degree lists, official transcripts.

Uses: To maintain a record of student academic and administrative history and progression through studies.

Users: Faculty and Department staff.

Individuals in Bank: Students.

Retention and Disposal: Varied/To be determined.

Student Admissions

Location: Office of the University Registrar, School of Graduate Studies and Research Registrar, unit-specific Registrar Offices.

Legal Authority:

Information Maintained: Name, date of birth, citizenship, address, telephone, marital status, secondary school/prior educational history, functional level test results, degree programs applied for, supplementary information, applications to transfer from other institutions, admissions committee deliberations and decisions, offers of admission.

Uses: To determine eligibility for admission; document the admissions process, and admit students to programs.

Users: Registrar Staff (unit-specific), and academic staff.

Individuals in Bank: Applicants.

Retention and Disposal: Varied/To be determined.

Student Registration and Academic History

Location: Office of the University Registrar, unit-specific Registrar Offices, and other academic units.

Legal Authority:

Information Maintained: Name, date of birth, address, student number, cumulative academic record, course registration and withdrawal, achievements and awards, degree lists, official transcripts.

Uses: To maintain a record of student registration and academic history, to verify academic achievement and to provide the Ministry of Education and Training with statistical reports.

Users: Registrar's staff, academic division/program/course staff.

Individuals in Bank: Students.

Retention and Disposal: Varied/To be determined.

Student Placements

Location: Unit-specific Registrar Offices (Faculty of Education, School of Business and School of Medicine).

Legal Authority:

Information Maintained: Name, address, age, sex, placement assessments and reviews.

Uses: To record student progress and outcomes in educational placements.

Users: Faculty staff.

Individuals in Bank: Students completing educational placements.

Retention and Disposal: Varied/To be determined.

Student Financial Aid

Location: Office of the University Registrar.

Legal Authority:

Information Maintained: Name, Social Insurance Number, address, age, sex, marital status, residency status, education, employment history, income and assets of applicant, parents, sponsors, spouse, budget documentation, tax certificates.

Uses: To determine eligibility for the Ontario Study Grant Plan, the Canada Student Loans Plan, the Ontario Student Loans Plan, and any other governmental loans, and to assess funding amounts. Includes the Line of Credit Program. Includes emergency loan applications and funds dispersal.

Users: Financial Aid Office staff, the Ministry of Education and Training, partner banking institutions.

Individuals in Bank: Students seeking financial assistance.

Retention and Disposal: Varied/To be determined.

Scholarships and Awards

Location: Office of the University Registrar and other academic units.

Legal Authority:

Information Maintained: Name, address, date of birth, student number, course/program information, scholarship/award criteria, evaluations, budget documentation, tax certificates.

Uses: To determine eligibility for scholarships, bursaries, fellowships, or awards, award donor information.

Users: Financial Aid Office staff, Registrar's staff, academic/program staff, sponsor.

Individuals in Bank: Students applying, nominated for or receiving award/scholarship.

Retention and Disposal: Varied/To be determined.

Student Academic Advising

Location: Faculty, Department, Office the University Registrar, unit-specific Registrar Offices.

Legal Authority:

Information Maintained: Name, student number, address, telephone, email, record of advising sessions.

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

Users: Faculty, Department and Registrar staff.

Individuals in Bank: Students.

Retention and Disposal: Varied/To be determined.

Student Financial Advising

Location: Office of the University Registrar, unit-specific Registrars.

Legal Authority:

Information Maintained: Name, student number, address, telephone, email, record of advising sessions, budget records.

Uses: To assist students in determining financial aid options and available programs.

Users: Office of the University Registrar staff and unit-specific Registrar staff.

Individuals in Bank: Students.

Retention and Disposal: Varied/To be determined.

Student Financial Accounting

Location: Office of the University Registrar, Financial Services.

Legal Authority:

Information Maintained: Records of tuition and incidental fees paid and reimbursed, and records of balances owing for residence fees, library fees, and other fees, reports to collection agencies.

Uses: To manage student financial accounts with the University.

Users: Office of the University Registrar, Financial Services and other units.

Individuals in Bank: Students.

Retention and Disposal: Varied/To be determined.

Tests, Examinations and Assessments

Location: Academic divisions and/or instructors' offices.

Legal Authority:

Information Maintained: Name and/or student number, completed tests/examinations, and 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.

Retention and Disposal: Varied/To be determined.

Student Academic Discipline

Location: University Secretariat, Faculties, Departments.

Legal Authority:

Information Maintained: Name, home address, home telephone and fax numbers, email, date of birth, age, student number, transcripts, education history, employment history, individual's own personal opinions, opinions expressed about individual by another; information about disciplinary action.

Uses: To maintain a record of students with which academic disciplinary action has been taken.

Users: Faculties and Departments, Office of the University Registrar, unit-specific Registrar Offices.

Individuals in Bank: Students under review for academic discipline.

Retention and Disposal: Varied/To be determined.

Student Non-Academic Discipline

Location: University Secretariat, Faculties, Departments, Alma Mater Society, Residence Office.

Legal Authority:

Information Maintained: Name, home address, home telephone and fax numbers, home e-mail address, date of birth, age, gender, marital/family status, student number, transcripts, education history, employment history, individual's own personal opinions, opinions expressed about individual by another; information about disciplinary action.

Uses: To maintain a record of students with which non-academic disciplinary action has been taken.

Users: Faculties and Departments.

Individuals in Bank: Students under review for non-academic discipline.

Retention and Disposal: Varied/To be determined.

Student Grievances and Appeals

Location: Secretariat, Faculty Boards, University Rector, Alma Mater Society, Coordinator of Dispute Resolution Mechanisms.

Legal Authority:

Information Maintained: Name, student number, program/year, appeal and grievance documentation.

Uses: To document student appeal process.

Users: Senior staff, University Rector, Coordinator of Dispute Resolution Mechanisms, Alma Mater Society representatives.

Individuals in Bank: Students with appeals and/or grievances.

Retention and Disposal: Varied/To be determined.

Academic Supervision of Students

Location: Faculties, Departments.

Legal Authority:

Information Maintained: Name, home address, home telephone number, student number, transcripts, education history, resumes, reference letters, performance appraisals, graduate supervision and advisory records.

Uses: To assess student progress in graduate programs and other specific programs.

Users: Faculty members and supervisors.

Individuals in Bank: Students.

Retention and Disposal: Varied/To be determined.


Student Services

Student Residence and Housing Records

Location: Residence Office, Student Apartment and Housing Office.

Legal Authority:

Information Maintained: Name, address, email, telephone, questionnaires, parent/guardian, and next of kin contacts, housing contracts, incident reports, records of non-academic discipline.

Uses: To maintain record of students applying and staying in residence and  records of students using the apartment and housing services.

Users: Residence staff, Student Apartment and Housing staff, collection agencies.

Individuals in Bank: Students in residence and students in apartments and housing owned by the University.

Retention and Disposal: Varied/To be determined.

Career Services

Location: Career Services.

Legal Authority:

Information Maintained: Name, address, student number, career counselling notes, vocational assessments, CVs, applications, letters of recommendation for internships.

Uses: Records documenting student participation in co-op, internship programs and employment. Used for job matching and assessing student career goals and options. Also used to assist students in finding summer, part-time and post-degree employment.

Users: Career Services Staff, registered employers (limited access).

Individuals in Bank: Students.

Retention and Disposal: Varied/To be determined.

Student Health Records

Location: Health, Counselling & Disability Services Office.

Legal Authority:

Information Maintained: Name, address, telephone, OHIP number, record of physical examination, medical history, chest x-ray and immunization record (for health sciences students).

Uses: To maintain records of student health records.

Users: Health, Counselling and Disability Services staff.

Individuals in Bank: Students enrolled in health sciences programs, employees and students using health centre services.

Retention and Disposal: Varied/ To be determined.

Student Counselling Records

Location: Health, Counselling & Disability Services Office.

Legal Authority:

Information Maintained: Name, student number, referrals, assessments, record of counselling sessions.

Uses: Assessing and referring students in need of counselling and psychiatric services.

Users: Counselling staff, Psychiatric Services staff.

Individuals in Bank: Students seeking counselling and psychiatric services.

Retention and Disposal: Varied/To be determined.

Student Disability Services

Location: Health, Counselling & Disability Services Office.

Legal Authority:

Information Maintained: Name, student number, referrals, disability assessments, record of accommodations.

Uses: Assessing and referring students in need of accommodation services.

Users: Disability Services staff, Library staff, Faculty and Departmental staff.

Individuals in Bank: Students seeking accommodations through Disability Services.

Retention and Disposal: Varied/To be determined.

University Chaplain

Location: University Chaplain.

Legal Authority:

Information Maintained: Name, student number, address, telephone, email, counselling records.

Uses: To counsel students on personal matters.

Users: University Chaplain.

Individuals in Bank: Students.

Retention and Disposal: Varied/To be determined.

International Student Centre

Location: Queen’s University International Centre.

Legal Authority:

Information Maintained: Name, student number, address, telephone, email, health insurance, record of advising sessions and referral services.

Uses: To assist international students in making program choices, and finding services available at the University and in the community.

Users: Queen’s University International Centre staff.

Individuals in Bank: Students.

Retention and Disposal: Varied/To be determined.

Equity/Human Rights

Location: Human Rights Office, Equity Office.

Legal Authority:

Information Maintained: Name, student number, employee number, address, telephone, email, record of advising sessions and referral services, complaints, reports.

Uses: To counsel, assist and refer students and staff with human rights and/or equity complaints.

Users: Human Rights Office staff, Equity Office staff.

Individuals in Bank: Staff and students.

Retention and Disposal: Varied/ To be determined.

Student Athletics and Fitness Programs

Location: Athletics Centre.

Legal Authority:

Information Maintained: Name, address, student number, sports participation, general medical history, name of contact in case of emergency.

Uses: Record student, staff, and other members’ participation in organized sports and fitness programs and notification in case of emergency.

Users: Athletic Centre staff, physical education staff.

Individuals in Bank: Students, staff and the public participating in organized sports and fitness programs.

Retention and Disposal: Varied/To be determined.


Academic Program Management

Internal Academic Review

Location: University Secretariat, Office of the Vice-Principal (Academic), Faculties, Departments.

Legal Authority:

Information Maintained: CVs, publication and research records, external review reports and accreditation body reports.

Uses: To maintain record on academic departments and faculties undergoing the Academic Review process.

Users: Vice-Principal Academic, Faculties, Departments, and University Secretariat staff.

Individuals in Bank: Faculty and other staff.

Retention and Disposal: Varied/To be determined.

Professional Issues Management

Location: Vice-Principal (Academic), Faculties, Departments.

Legal Authority:

Information Maintained: Name, address, telephone, home email, date of birth, SIN, employee number, employment history, education history, resumes, reference letters, performance appraisals, reports, personal health, third party opinions about the individual.

Uses: To maintain records of professional inquiries, reviews and appeals.

Users: Senior staff, professional organization staff.

Individuals in Bank: Faculty, Senior Staff.

Retention and Disposal: Varied/To be determined.

Research Project Management

Location: University Secretariat, Office of Research Services, Vice-Principal (Research), Faculties and Departments.

Legal Authority:

Information Maintained: Name, employee number, academic history, professional history, research grant applications and proposals, agreements and contracts, reviews and decisions by the Ethics Boards.

Uses: To maintain records of research projects and contracts between faculty and other bodies.

Users: University Secretariat, Office of Research Services, Vice-Principal (Research), Faculties and Departments.

Individuals in Bank: Faculty and other research staff.

Retention and Disposal: Varied/To be determined.

University Survey of Student Assessment of Teaching

Location: Faculties, Departments, Office of the University Registrar.

Legal Authority:

Information Maintained: Name, opinions and assessments of instructors.

Uses: To maintain records on instructor and course evaluations.

Users: Instructors, faculties and departments.

Individuals in Bank: Faculty, and other teaching staff.

Retention and Disposal: Varied/To be determined.


University Services

Information Technology Services

Location: Information Technology Office and Computer Store.

Legal Authority:

Information Maintained: Name, home address, home telephone number, home e-mail address, student number, employee number, password, contracts or agreements, financial information.

Uses: To maintain internet and intranet accounts for students, faculty and staff.

Users: Information Technology and Computer Office staff.

Individuals in Bank: Students, staff and faculty.

Retention and Disposal: Varied/To be determined.

Library Services

Location: University Library System.

Legal Authority:

Information Maintained: Name, home address, telephone, email, student number, employee number, circulation history, library fines, membership fees.

Uses: To maintain records of library circulation and user services.

Users: Library Staff.

Individuals in Bank: Faculty, staff, students, alumni, and members of the public.

Retention and Disposal: Varied/To be determined.

Archives Services

Location: Queen’s University Archives.

Legal Authority:

Information Maintained: Name, home address, telephone and email, student number, research interests, registration cards, reprographic requests, credit card numbers.

Uses: To maintain records of Archives users and to provide public services.

Users: Archives staff.

Individuals in Bank: Faculty, staff, students, alumni, and members of the public.

Retention and Disposal: Varied/To be determined.

Campus Security

Location: Campus Security Office.

Legal Authority:

Information Maintained: Name, home address, telephone, email, student number, employee number, incident reports, physical descriptions.

Uses: To maintain incident reports and issue security alerts on campus.

Users: Campus Security staff, and senior staff at the University.

Individuals in Bank: Individuals related to the incident.

Retention and Disposal: Varied/To be determined.

Parking Services

Location: Physical Plant Services.

Legal Authority:

Information Maintained: Name, home address, home telephone, employee number, student number, personal health information or medical reports and assessments requested for special needs parking requests.

Uses: To maintain a record on student and staff parking permits.

Users: Physical Plant Services staff.

Individuals in Bank: Faculty, staff and students.

Retention and Disposal: To be determined.

Conference Services

Location: Conference and Hospitality Services.

Information Maintained: Name, home address, home telephone, home email, employee number, credit card number.

Uses: To maintain records of conference and event planning and delivery at the University.

Users: Conference and Hospitality Services staff.

Individuals in Bank: Faculty, staff, members of the public.

Retention and Disposal: To be determined.