• Applicant |
• Faculty/Staff |
• Leader/Manager |
• Student |
• Former Employee

Collection of Personal Data

We must collect personal information in order to verify the identity of each individual and to help ensure that we use the same Western ID number for the same individual each time they have a relationship with Western.  Issuing more than one number for one individual can create great confusion and delay access to critical resources for that individual.  

At this time, one number is assigned upon application to Western as a student and one number is assigned when an individual is hired as an employee of Western or has been registered as an Associated Person with Western. A plan is in place at Western to gradually change these processes, and retain only one Western ID for a person regardless of how many relationships that person may have or how they may change (student, employee, associated person). Therefore, once conversion of data and processes is complete, each person will have one unique Western identification number and a corresponding unique UserID and password.

In order to facilitate this planned migration to one Western ID by determining if this person already has a relationship with Western, we are requesting the following personal information for registering associated persons.

1. Western Employee Number (if one already exists)
2. Western Student Number (if one already exists)
3. Name (first, middle and last)
4. Birth Date (yyyy/mm/dd)
5. Gender
6. Last 4 digits of SIN
7. Address (address, city, province, country, postal code)

This information is required to maintain the practice of using one Western ID for an individual, and ensure that appropriate resources are available to that person as quickly as possible.  This ID number is used by the department of Information Technology Services (ITS) to ensure one UserID is assigned or re-activated as required. 

Note: Calls to the ITS accounting office regarding a UserID and Password will also require verification of identity and personal information.  If this information is missing or incorrect, ITS will not be able to securely verify the identity of the person and the person will be asked to contact the Human Resources Communication Centre (HRCC).

Collection of Relationship Information

Since the individual issued a Western ID could, based on that relationship type, gain access to Western’s administrative systems, library systems and /or physical access to Western buildings, it is important that we accurately identify the type of relationship this person has to Western.   As well, the duration of this relationship must define appropriate start and end dates of this access. 

For each new or renewed associated person, you must specify the following information:

1. Start Date
2. End Date
3. Department (department code and name)
4. Type of relationship

This access can only be issued for a maximum length of 1 year.  You can review this relationship at the end of that initial period and renew it if required.

For all new or renewed associated persons, you must accurately indicate the nature of the relationship the person has with the University.  Definitions can be found at Relationship Definitions. If you feel that the existing relationship types are not applicable and you feel you need a new relationship type setup in order to help manage your people, please contact HRCC for assistance.

As well, the name and phone number of the Department Faculty/Staff member accountable for that individual must be completed for all Associated Person registrations.

HR Vision Statement

Recognized leaders in human resource practices and strategic partners in the success of Western and its people.