University Registrar

OFFICE OF THE

University Registrar

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Access and Privacy Policy

Personal information collected from registered students will be held and used in accordance with the Freedom of Information Protection of Privacy Act (FIPPA).

To review our Student and Applicant Record Policy, please click here.

To review the University's Notice of Collection, Use and Disclosure of Student Information

To review the University-wide policies relating to student privacy and access to student information, please click here.

To review our Staff Policy on the Electronic Storage of Personal Information, please click here.

Student Security - Complete Privacy
Students requiring complete privacy should speak with the Associate University Registrar (Student Records and Services) in Gordon Hall, Room 125.
Student Authorization to Release Information
Students wishing the University to release financial and/or academic information to an individual, including a parent, or to an agency external to the University may do so on SOLUS.
Guidelines / Procedures for Assigning Access to Student Records

This section 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.

1. 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 PeopleSoft Student Information System, and the Student Photo Identification Card database.

Notes

  • Through the University's Student Information System, 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 their academic record with the member.
  • Access to the Student Information System 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 a defined period of time will be provided via the completion of a request submitted into the PeopleSoft Student iTrack system.

2. 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 complete a submission into the PeopleSoft Student iTrack system which will be approved by both an OUR staff member and a PeopleSoft Sustainment Team staff member.