Guidelines & Procedures for Assigning Access to Student Records
This document describes the Office of University Registrar (OUR) guidelines and procedures, in accordance with the Freedom of Information and Protection of Privacy Act, for assigning access to student and applicant records. These records are collected to assess students' qualification for entry, establish a record of their performance in programs and courses, provide the basis for awards and government funding and to assist the University in the academic and financial administration of its affairs.
Also, as stipulated in the OUR's Student Applicant and Record Policy: Faculty and staff members of the University are given access to information contained in student records if they need to know the information in order to perform their official duties.
Guidelines and Procedures
- Faculty and staff holding certain positions in academic departments (e.g., chair of undergraduate studies, departmental administrator) and Faculty Offices may request access to the contents of students' records contained in the student data warehouse, the degree list data warehouse, the student photo identification card database and the student information system.
- Through the University's registration system, SOLUS, each student has access to his/her academic record. If an individual student seeks academic advice from a faculty or staff member who does not have OUR-authorized access to student record information, the student may, at his/her discretion, elect to share the SOLUS academic record with the member.
- Access to the student information system data base is assigned according to the required level of access as determined by a member's official duties connected with the purpose for which the data was collected (i.e. to assess students' qualification for entry, establish a record of their performance in programs and courses, provide the basis for awards and government funding and to assist the University in the academic and financial administration of its affairs). Differing levels of access are available and these levels are defined as a series of "profiles." Each profile allows access to specific information and on either a query or update basis.
- Students of Queen's University may be assigned access to students' records in the capacity of employees or volunteers. Supervisors assume the responsibility for ensuring confidentiality is maintained and for ensuring that students understand that violation of confidentiality constitutes a breach of the agreement to maintain confidentiality and a breach of the University's Code of Conduct. Access for defined period of time will be provided on authorization by the supervisor.
- The procedure for obtaining access to the contents of students' records in the data bases referred to in 1. above, requires the faculty or staff member wishing access to be approved by the Department Head and the OUR Security Administrator.
- If a status change occurs, e.g., a new NetID, a change in duties or position within the University, etc., the Security Administrator will approve the appropriate changes before continued access to student records takes place. Individuals newly receiving access to update profiles will be contacted and offered training on PeopleSoft screens (and related SOLUS screens).