Personal Information Banks
A Personal Information Bank (PIB) is defined under the Freedom of Information and Protection of Privacy Act (FIPPA) 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."
The University maintains and publishes the following list of PIBs pursuant to section 45 of FIPPA. Each PIB includes:
- Name and location;
- Legal authority for its establishment;
- Type of information maintained within the bank;
- How the information is used on a regular basis;
- Who uses the information on a regular basis;
- Categories of individuals whose information is within the bank; and
- Retention and disposition requirements.
The PIBs below are organized based on the major work functions set out in the University's Records Classification and Retention Schedule (RCRS).
Campus Administrative Services
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Video Surveillance
Location:
Office of Campus Safety and Security
Legal Authority:
University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O
Information Maintained:
Video captured by surveillance cameras
Uses:
To monitor the safety and security of the campus and investigate past occurrences, security incidents or emergency situations.
Users:
Authorized personnel in the Office of Campus Safety and Security
Individuals in Bank:
Students, faculty, staff and visitors to campus.
Retention and Disposal:
Video not used as part of an investigation: retained until overwritten.
Video used to investigate an occurrence, security incident or emergency situation: retained permanently.
Community Engagement and Partnerships
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Alumni
Location:
Alumni Relations – External Relations, Advancement Information Systems
Legal Authority:
University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O
Information Maintained:
Name, address, academic history, age and gender of children, communication preference, date of birth, donation history,
email address, employment history, financial information, gender, honours and awards, marital status, name of spouse, student number, telephone number, university memberships,Uses:
To maintain contact with graduates and assist in planning alumni events
Users:
Alumni Relations staff, Advancement Office staff.
Individuals in Bank:
Alumni
Retention and Disposal:
-
Donors
Location:
Advancement Office – External Relations, Advancement Information Systems
Legal Authority:
University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O
Information Maintained:
Name, address, academic history, contracts and agreements, donation history, email address, employment history, financial information, payment details, telephone number,
Uses:
To maintain information regarding current and potential individual and corporate donors for use in fundraising and promoting the university
Users:
Advancement Office staff.
Individuals in Bank:
Donors and potential donors, alumni.
Retention and Disposal:
Compliance, Legal and Risk Management
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Access to Information and Privacy: Case Files
Location:
Office of the University Secretary and General Counsel
Legal Authority:
Freedom of Information and Protection of Privacy Act, RSO 1990, c F.31
Information Maintained:
Name, collected personal information needed to respond to access to information requests, contact information
Uses:
To respond to access to information requests, privacy complaints, and requests to correct personal information.
Users:
Authorized personnel in the Office of the University Secretary and General Counsel
Individuals in Bank:
Individuals making access to information requests, or requests to correct personal information.
Retention and Disposal:
Human Resources
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Employee Files
Location:
Human Resources, Originating Unit, Human Resources Information Systems
Legal Authority:
University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O
Information Maintained:
Name, address and telephone numbers, age, banner number, banking information, benefits and pension information, correspondence, date of birth, employment history, educational history, gender, marital/family status, performance review results, promotions and appointments, salaries, social insurance number.
Uses:
To maintain employment records of university employees
Users:
Senior administrators, Human Resources personnel as authorized, supervisors, managers and authorized personnel in originating unit
Individuals in Bank:
Faculty and Staff
Retention and Disposal:
HUM-0100 Human Resources Information System
HUM-0400 Annual Performance Review
HUM-0900 Employee Relations: Complaints
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Employee Files - Benefits
Location:
Human Resources, Human Resources Information Systems
Legal Authority:
University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O
Information Maintained:
Name, age, address and telephone numbers, banner number, benefits information, benefits election forms, benefits transactions, confidential correspondence between the individual and the institution, date of birth, gender, marital/family status, social insurance number
Uses:
To manage benefits programs
Users:
Human Resources personnel as authorized
Individuals in Bank:
Faculty and staff who are eligible for benefits
Retention and Disposal:
HUM-0710 Benefits: Employee Files
HUM-0730 Benefits: Health Care Expense Account (Retired Employees)
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Employee Files - Pension
Location:
Human Resources, Human Resources Information Systems
Legal Authority:
University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O
Information Maintained:
Name, age, address and telephone numbers, banner number, confidential correspondence between the individual and the institution, date of birth, gender, marital/family status, pension information, pension option forms, pension payment details, social insurance number
Uses:
To administer the university’s pension program
Users:
Human Resources personnel as authorized
Individuals in Bank:
Faculty and staff who are enrolled in the pension plan
Retention and Disposal:
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Faculty Official Files
Location:
Academic Affairs – Office of the Associate Provost
Legal Authority:
University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O
Information Maintained:
Name, address and telephone numbers, age, annual reports, banking information, banner number, certificates or records of professional development or achievement, confidential letters of reference, confidential correspondence between the individual and the institution, course evaluations, c.v., date of birth, educational history including evidence of degrees obtained, gender, leave of absence including research leave, letter of appointment or continuing appointment, marital/family status, performance reviews including third year review report, personal opinions or views of the individual, promotions and appointments, salaries, signed letters of commendation or complaint, social insurance number, teaching dossier.
Uses:
To administer the employment of teaching faculty, tenure and tenure-track faculty
Users:
Senior administrators, Dean, Academic Affairs staff, Human Resources personnel as authorized
Individuals in Bank:
Teaching faculty, tenure and tenure-track faculty
Retention and Disposal:
HUM-0120 Official File (Faculty Members)
HUM-0410 Performance Review: Faculty Members
HUM-0930 Employee Relations: Discipline Letters (Faculty Association)
HUM-0940 Employee Relations: Discipline Letters (Sessional Lecturers)
HUM-0950 Employee Relations: Discipline Letters (Teaching Assistants and Research Assistants)
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Grievances and Arbitration
Location:
Academic Affairs – Office of the Associate Provost
Legal Authority:
University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O
Information Maintained:
Name, nature of grievance or appeal, submissions, occupation, records of meetings and correspondence
Uses:
To document the adjudication of grievances and any corrective action
Users:
Authorized Academic Affairs staff
Individuals in Bank:
Current and former faculty and staff
Retention and Disposal:
-
Recruitment
Location:
Human Resources, Originating Unit, Human Resources Information Systems
Legal Authority:
University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O
Information Maintained:
Name, address, contact information, work history, education history, resume/CV, reference letters
Uses:
To evaluate candidates for job competitions
Users:
Human Resources staff, Hiring managers, and Hiring committee members
Individuals in Bank:
Individuals who apply to employment competitions
Retention and Disposal:
-
Tenure and Promotion Dossier
Location:
Academic Affairs – Office of the Associate Provost, Faculties (copy)
Legal Authority:
University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O
Information Maintained:
Name, confidential letters of assessment, course evaluations, committee reports and recommendations, c.v., documents for the assessment of scholarship/professional practice and teaching ability
Uses:
To evaluate candidates for the granting of tenure, promotion and/or renewal
Users:
President, Provost, Dean, Committee members as approved
Individuals in Bank:
Full-time tenure and tenure-track staff being considered for tenure, promotion and/or renewal
Retention and Disposal:
IT Administration/Management
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Learning Tool Program
Location:
IT Services, IT Services Information Systems, Student Information Systems
Legal Authority:
University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O
Information Maintained:
Name, address, academic program, banner number, current configuration, email, learning tool agreements, machine assigned to student, telephone number
Uses:
To administer students' participation in the mobile learning program and track IT assets
Users:
IT Services staff
Individuals in Bank:
Students
Retention and Disposal:
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IT Asset Sales
Location:
IT Services, Finance, IT Services and Finance Information Systems
Legal Authority:
University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O
Information Maintained:
Name, academic program, address, banner number, email, learning tool agreements, machine assigned to student, telephone number
Uses:
To provide receipts and track accounting for the sale of used IT assets
Users:
IT Services staff, Finance
Individuals in Bank:
Faculty staff and students that purchase used IT assets
Retention and Disposal:
-
User Access Requests
Location:
IT Services, IT Services Information Systems
Legal Authority:
University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O
Information Maintained:
Name, address, academic program, banner number, passwords, telephone number
Uses:
To administer IT system security credentials
Users:
Authorized IT staff
Individuals in Bank:
Faculty, staff and students
Retention and Disposal:
Research
-
Compliance
Location:
Office of Research Services, Office of the VP Research Innovation and International, Biosafety and Radiation Safety Office, Research Services Information Systems
Legal Authority:
University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O
Information Maintained:
Name, address and telephone numbers, banner number, background check, biographic information, educational history, gender, c.v., security clearance.
Uses:
To ensure the University's compliance with federal regulations and guidelines governing research activities
Users:
VP Research, Innovation and International, compliance administrators, members of compliance committees as appointed
Individuals in Bank:
Individuals applying for compliance approval of research involving human subjects, animals, potentially biohazardous materials and human and animal tissues, or radioisotopes or involving exposure to ionizing radiation, or Faculty, staff and students engaged in such research activities
Retention and Disposal:
RES-0620 Research Ethics Board: Review, Approval and Ongoing Monitoring
RES-0630 Research Ethics Board: Adverse Events and Non-compliance
RES-0820 Animal Care Committee: Review, Approval and Ongoing Monitoring
RES-0830 Animal Care Committee: Adverse Events and Non-compliance
CAS-1310 Radiation Safety: Licensing
CAS-1320 Radiation Safety: Security Clearances
CAS-1350 Radiation Safety: Worker Registration and Training
CAS-1360 Radiation Safety: Personal Dose Record
CAS-1420 Biosafety: Security Clearances
CAS-1440 Biosafety: Control of Pathogens
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Compliance Committee Membership and Qualifications
Location:
Office of Research Services
Legal Authority:
University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O
Information Maintained:
Name, address and telephone numbers, biographical information, business address, business telephone number, business facsimile number, certifications and training records, correspondence, email address, photograph, resume/CV, spouse's name, staff contact information
Uses:
To demonstrate the qualifications and training of compliance committee members.
Users:
Authorized Research Compliance staff
Individuals in Bank:
Members of the Research Ethics Board and/or Animal Care Committee
Retention and Disposal:
-
Research Project Administration
Location:
Office of Research Services, Research Services Information Systems
Legal Authority:
University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O
Information Maintained:
Name, address and telephone numbers, banner number, biographic information, c.v., educational history, gender, research funding and transactions
Uses:
To maintain records of research grants and contracts
Users:
Research administrators as authorized
Individuals in Bank:
Faculty, staff and students engaged in research activities
Retention and Disposal:
Students
-
Academic
10.1.1 Undergraduate
Location:
Records & Scheduling – Office of the Registrar, Originating Faculty, Academic Advising Offices, Student Information Systems
Legal Authority:
University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O
Information Maintained:
Name, academic program, academic status (progress report forms, grade appeals), address, add/drop course, admissions related information, application data (application forms, transcripts, letters of reference) , applications for re-admission, telephone number, application summaries, awards and honours, banner number, citizenship, CPR verification, criminal reference checks, date of attendance, date of birth, email, emergency contact information, fees appeals, gender, grades, email, entry immunization forms, letter of permission, personal contact information, registration information, research study participation, requests for credit transfer, tuition deferral forms
Uses:
To maintain records of undergraduate students' academic progress
Users:
Authorized Registrar’s Office personnel, academic advisors, Faculty personnel
Individuals in Bank:
Students and applicants
Retention and Disposal:
STU-0200 Student Academic Records: Undergraduate
STU-0300 Registration: Undergraduate
STU-0400 Academic Advising: Undergraduate
STU-0320 Clinical Placements: Nursing, Medlab
STU-0330 Faculty Student Files: Forensic Science
STU-0340 Faculty Student Files
TEA-0500 Experiential Learning: Learning Experiences Database
10.1.2 Graduate
Location:
Office of Graduate Studies, Student Information Systems
Legal Authority:
University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O
Information Maintained:
Name, academic program, academic status (progress report forms, grade appeals), address, add/drop course, admission recommendation application data (application forms, transcripts, letters of reference, requests for credit transfer, application summary for faculty committees), banner number, documentation related to approval and release of thesis, email, external scholarship activation forms, Graduate Research Award contracts, OCGS application forms, registration information (changes in status or program, leaves of absence of extensions) , student employment contracts (TA/RA) , telephone number, tuition deferral forms,
Uses:
To maintain records of graduate student’s academic progress
Users:
Authorized Graduate studies personnel, Faculty personnel, faculty Dean’s Office personnel
Individuals in Bank:
Students and applicants.
Retention and Disposal:
STU-0210 Student Academic Records: Graduate
STU-0310 Registration: Graduate
STU-0410 Academic Advising: Graduate
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Academic Conduct and Issues
Location:
Records & Scheduling – Office of the Registrar, Originating Faculty, Office of the University Secretary and General Counsel, Student Information Systems
Legal Authority:
University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O
Information Maintained:
Name, academic program, address number, banner number, confidential correspondence, decision rendered, documentation, email, minutes of disciplinary hearings and appeals, name of advocate, names and information of witnesses, relationship to appellant and phone number, telephone
Uses:
To adjudicate issues of academic conduct and appeals
Users:
Deans, academic advisors, academic integrity committee members, appeals committee members, authorized office of the University Secretary and General Counsel staff
Individuals in Bank:
Students, witnesses
Retention and Disposal:
Student Issues
STU-1100 Academic Misconduct: Decisions
STU-1110 Academic Misconduct: Case Files
STU-1120 Academic Appeals: Case Files
STU-1130 Academic Misconduct: Suspensions or Transcript Notations
-
Admissions
10.1.1 Undergraduate
Location:
Admissions – Office of the Registrar, Records & Scheduling – Office of the Registrar, Student Information Systems
Legal Authority:
University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O
Information Maintained:
Name, address, telephone number, date of birth, educational history, email address, gender, reference letters, transcripts
Uses:
To assess and admit prospective students
Users:
Authorized Registrar’s Office staff, academic advisors
Individuals in Bank:
Applicants
Retention and Disposal:
10.1.2 Graduate
Location:
Graduate Studies Office, Student Information Systems
Legal Authority:
University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O
Information Maintained:
Name, address, date of birth, application data (application forms, transcripts, letters of reference), educational history, email address, gender , telephone number
Uses:
To assess and admit prospective students
Users:
Authorized Graduate Studies Office staff, Faculty personnel
Individuals in Bank:
Applicants
Retention and Disposal:
-
Non-academic Issues
Location:
Office of the Associate Provost, Student Life, Originating Faculty, Office of the University Secretary and General Counsel, Student Life Information Systems
Legal Authority:
University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O
Information Maintained:
Name, academic program, address, banner number, decision rendered, minutes of disciplinary hearings and appeals, documentation, email, name of advocate, names of witnesses, relationship to appellant and phone number, telephone number
Uses:
To adjudicate issues of non-academic conduct and appeals
Users:
Students involved in disputes and appeals regarding non-academic conduct or administrative decision-making.
Individuals in Bank:
Students involved in disputes and appeals regarding non-academic conduct or administrative decision-making.
Retention and Disposal:
STU-2400 Student Conduct: Case Files
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Ontario Student Assistance Program Documentation
Location:
Student Awards and Financial Aid – Office of the Registrar, Student Information Systems
Legal Authority:
University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O
Information Maintained:
Name, address, academic program, applications for awards, banner number, telephone number, email, Social Insurance Number, student financial information, transaction data, workplace insurance.
Uses:
To assess, award and administer the distribution of financial aid to students
Users:
Authorized Financial Aid personnel
Individuals in Bank:
Students that apply for and receive financial assistance through OSAP
Retention and Disposal:
STU-0610 Financial Aid and Awards: Ontario Student Assistance Program Documentation
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Students Accounts
Location:
Finance, Finance Information Systems
Legal Authority:
University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O
Information Maintained:
Name, address, balance of account, banner number, financial history, Social Insurance Number, transactions, telephone number.
Uses:
To administer payment of student fees including registration, ancillary and service fees
Users:
Authorized Finance staff
Individuals in Bank:
Current and former undergraduate and graduate students
Retention and Disposal:
-
Student Accessibility Services
Location:
Student Accessibility Services – Student Life, Student Life Information Systems
Legal Authority:
University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O
Information Maintained:
Name, academic program, address, banner number, confidential correspondence between the individual and the institution, counselling records, email, medical, psychoeducational, or psychiatric information/documents, consent to release personal and disability related information forms, telephone number
Uses:
To provide support students with disabilities in their academic studies
Users:
Authorized Accessibility Services staff, Test Centre staff,
Individuals in Bank:
Students seeking accommodation
Retention and Disposal:
-
Student Awards & Financial Aid
Location:
Student Awards and Financial Aid – Office of the Registrar, Risk Management – Office of the University Secretary and General Counsel, Student Information Systems
Legal Authority:
University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O
Information Maintained:
Name, address, academic program, applications for awards, banner number, telephone number, email, Social Insurance Number, student financial information, transaction data, workplace insurance.
Uses:
To assess and award financial aid to students
Users:
Authorized Financial Aid staff
Individuals in Bank:
Students that apply for or receive awards, scholarships and financial assistance including work study
Retention and Disposal:
CMP-1220 Insurance: Student (Work Study)
STU-0600 Financial Aid and Awards: Distribution
STU-0620 Financial Aid and Awards: Processing
-
Student mental Health Services
Location:
Student Mental Health Services – Student Life, Student Life Information Systems
Legal Authority:
University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O
Information Maintained:
Name, academic program, address, banner number, clinical notes, confidential correspondence between the individual and the institution, counselling records, email, medical, consent to release personal and disability related information forms, psychoeducational, or psychiatric information/documents, telephone number
Uses:
To provide counselling to students
Users:
Counsellors
Individuals in Bank:
Student clients of Mental Health Services
Retention and Disposal:
-
Student life - General
Location:
Student Life: Career Centre, Varsity Athletics, Student Learning Centre, Student Experience Centre, Office of the AVP Student Life, Student Life Information Systems
Legal Authority:
University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O
Information Maintained:
Name, academic program, address, advising/counselling notes, athletic history, banner number, co-curricular record, date of birth, email, photo/video consents, telephone number.
Uses:
To record attendance at events, workshops and appointments, maintain the co-curricular record, and maintain case notes to administer Student Life programs including career counselling, peer tutoring, learner support, and varsity athletics
Users:
Authorized Student Life staff
Individuals in Bank:
Students participating in Student Life programs
Retention and Disposal:
GCIR-1110 Images and Recordings: Consent (athlete files)
STU-1600 Student Life: Attendance and Registration
STU-1700 Student Life: Case Files
Teaching and Learning
-
Library patrons
Location:
University Library (all locations), Library Information Systems
Legal Authority:
University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O
Information Maintained:
Name, address and phone number, email address, fines and payments, library transactions, permanent address and phone number, user identification number, user profile, and appeals
Uses:
To manage the circulation of library materials.
Users:
Authorized Library staff
Individuals in Bank:
Students, staff, community members with library cards
Retention and Disposal:
University Governance
-
Governing Body and Committee Membership and Qualifications
Location:
Office of the University Secretary and General Counsel
Legal Authority:
University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O
Information Maintained:
Name, address and telephone numbers, biographical information, business address, business telephone number, business facsimile number, correspondence, email address, photograph, resume/CV, spouse's name, staff contact information
Uses:
To coordinate and facilitate the work of university governing bodies and committees.
Users:
Authorized Office of the University Secretary staff
Individuals in Bank:
Members of the Board of Governors, Academic Council
Retention and Disposal:
