Welcome!
Welcome to the official web site of the Information and Privacy Office at The University of Western Ontario.
This web site provides information on privacy legislation affecting Western. It also provides guidance on how to request records held by the University and how to request corrections to personal information in University records. As it evolves, it will provide guidance for faculty and staff who collect, use, and disclose personal information on behalf of the University in the course of their authorized activities. Additionally, it will enable anyone whose personal information is maintained by Western to learn more about what steps are being taken to protect his or her privacy.
If you have any questions or concerns about Western’s approach to providing access to information or protecting privacy, please visit the Frequently Asked Questions (FAQ) page or contact us directly.
Western's Approach to Information and Protection of Privacy
With the extension of the Freedom of Information and Protection of Privacy Act (FIPPA) to Ontario universities in June 2006, records under Western's custody or control are now subject to this provincial legislation. The two key principles that underlie the Act - public access to information and protection of personal privacy - are principles that Western had taken seriously for many years prior to the application of FIPPA.
In 1996 the Board of Governors approved The University of Western Ontario Guidelines on Access to Information and Protection of Privacy. The principles upon which the Guidelines are based include the following: as a general rule, with the exception of personal information, information contained in University records should be available to members of the University community and to members of the public more generally; exemptions from the general principle favouring access should be as limited and specific as possible; and collection, retention, use, and disclosure of personal information contained in University records should be regulated in a manner that will protect the privacy of individuals who are the subject of such information.
Currently, Western endeavours to provide both the University community and the public with broad access to its records. It continues its efforts to protect the personal information of all individuals who come into contact with the University, be they students, alumni, faculty, staff, or members of the general public. The goal has been to ensure that all information is dealt with appropriately, whether in accordance with University policies or legislation. The latter includes, for example, requirements laid out in the Freedom of Information and Protection of Privacy Act and in the federal Personal Information Protection and Electronic Documents Act (PIPEDA), to the extent that the latter Act is applicable to the University.
Western has established an Information and Privacy Office located in the University Secretariat and appointed an Information and Privacy Coordinator. This Office is responsible for the day-to-day administration of FIPPA and other related legislation. An Advisory Committee has been formed to assist the Coordinator with the task of implementation. Members of the Committee are: Director of the Information and Privacy Office, University Secretary, University Archivist, University Legal Counsel, Director of Internal Audit, Manager of Business Operations, Office of the Registrar, Legal Manager, Research Development Services and Director, Information Technology Services.
Each major academic and administrative unit has designated a Liaison Officer to assist with implementation. Liaison Officers will oversee implementation measures at the local level, act as a primary contact with the Coordinator, and assist Deans and Budget Unit Heads to carry out their delegated responsibilities.
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