University Secretariat

Index of Personal Information Banks

A "Personal Information Bank" (PIB) is a collection of personal information that is organized and capable of being retrieved by an individual’s name or other individual identifier, such as a student number or employee number. PIBs can consist of electronic files, paper files or a combination of both.

This Index of Personal Information Banks provides details on the type of personal information maintained by the University, where it is located, how it is used, to whom it is disclosed, and how long it is retained. Questions about the PIBs should be directed to the Information and Privacy Office.

Select Personal Information Bank By Category:



01 - Administration

Select "Administration" Personal Information Bank By Name:

Governance Bodies and University Committees

01-1 Membership Records

Location: University Secretariat, Faculties/Schools, Research Western.
Legal authority to collect: University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of name, date of birth, age, home contact information, gender, marital/family status, citizenship information [Board of Governors], degrees and certifications held, areas of expertise, employment information, photographs.
Uses: Information is used to elect or appoint individuals, including to confirm eligibility to serve, administer meetings and for contact purposes.
Users: University Secretariat, authorized individuals, and Ministry of Government Services [for Board of Governors’ information only]. Members of bodies may be provided with copies of each others’ home contact information.
Individuals in bank: Members of the Board of Governors, Senate, Advisory Councils, Faculty Councils, and their associated committees.
Retention and disposal: To be determined.

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Honorary Degrees

01-2 Honorary Degree Records

Location: University Secretariat.
Legal authority to collect: University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of name, date and/or place of birth, home/emergency contact information, gender, citizenship information, education information, degrees and certifications held, employment information, reference letters, photographs, comments and opinions.
Uses: Information is used in the selection process, and for convocation-related events.
Users: University Secretariat, Office of the President, Department of Communications and Public Affairs (press releases), Honorary Degree Committee.
Individuals in bank: Honorary degree nominees, individuals providing information in support of nominations, emergency contacts.
Retention and disposal: To be determined.

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Strategic Planning

01-3 Faculty Members and Staff Records – Full-time

Location: Office of Institutional Planning and Budgeting.
Legal Authority to Collect: University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of name, date of birth, gender, citizenship information, employee number, education information, employment information, payroll and benefits.
Uses: Information is used for planning, budgeting and reporting purposes.
Users: Office of Institutional Planning and Budgeting, Division of Human Resources, Office of Faculty Relations, Statistics Canada.
Individuals in bank: Full-time faculty members and staff.
Retention and disposal: To be determined.

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01-4 Student Records

Location: Office of Institutional Planning and Budgeting.
Legal authority to collect: University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of name, age, date of birth, home contact information, gender, marital/family status, citizenship information, SIN, student number, education information, financial information, mother tongue.
Uses: Information is used for planning, budgeting and reporting purposes.
Users: Office of Institutional Planning and Budgeting, Office of the Registrar, Faculties/Schools, Ministry of Training, Colleges and Universities, and Statistics Canada, other universities (for system-wide planning).
Individuals in bank: Students.
Retention and disposal: To be determined.

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01-5 Space and Facility Management Records

Location: Office of Institutional Planning and Budgeting, Division of Physical Plant & Capital Planning Services, Faculties/Schools and Units.
Legal authority to collect: University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of name, home contact information, employee/student number, booking information.
Uses: Information is used to administer the use of facilities.
Users: Office of Institutional Planning and Budgeting, Division of Physical Plant & Capital Planning Services, Faculties/Schools and Units.
Individuals in bank: Faculty members, staff, students, individuals external to the University.
Retention and disposal period: To be determined.

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Public Liability Insurance

01-6 Insurance Records

Location: Division of Human Resources.
Legal authority to collect: University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of name, date of birth, home contact information, driver’s licence information, certificate of insurance, auto insurance information, claim numbers.
Uses: Information is used for the purpose of claims administration (fire, theft, damage, etc.).
Users: Division of Human Resources, insurance carriers, appraisers, adjusters.
Individuals in bank: Faculty members, staff, students, individuals external to the University.
Retention and disposal: To be determined.

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Access to Information and Protection of Privacy

01-7 Access to Information and Protection of Privacy Records

Location: University Secretariat.
Legal authority to collect: University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of name, home contact information, details of request/issue.
Uses: Information is used to administer access requests, correction to personal information requests, and privacy complaints.
Users: Information and Privacy Office, authorized individuals from Faculties/Schools and Units, Information and Privacy Commissioner/Ontario (IPC).
Individuals in bank:
Requesters, privacy complainants, other individuals.
Retention and disposal:
To be determined.

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02 - Human Resources

Select "Human Resources" Personal Information Bank By Name:

Recruitment and Hiring

02-1 Recruitment and Hiring Records

Location: Division of Human Resources, Office of Faculty Relations, offices responsible for selection and appointment committees.
Legal authority to collect: University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of name, home contact information, gender, marital/family status, eligibility to work in Canada, employee/student number, education information, employment information, offers of employment, designated group status, contract status, union affiliation, student evaluation results, reference letters, comments and opinions.
Uses: Information is used to administer the hiring process.
Users: Division of Human Resources, Office of Faculty Relations, authorized individuals.
Individuals in bank: Applicants, candidates.
Retention and disposal: To be determined.

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Personnel Records - Faculty Members and Staff

02-2 Personnel Records

Location: Division of Human Resources, Office of Faculty Relations, Faculties/Schools and Units.
Legal authority to collect: University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of name, date of birth, home/emergency contact information, marital/family status and information, next-of-kin, beneficiary information, citizenship/immigration status, SIN, employee/student number, education information, research information, employment information, performance evaluations, discipline information, grievance information, criminal record check, attendance, financial information, disability and/or medical information, photographs, physical description, reference letters, comments and opinions.
Uses: Information is used to administer the employment relationship from the point of hiring to termination in accordance with established polices, collective agreements, and legislative requirements, and for contact/reporting purposes.
Users: Division of Human Resources, Office of Faculty Relations, Faculties/Schools and Units, authorized individuals and/or external agencies.
Individuals in bank: Faculty members, staff, beneficiaries, emergency contacts and/or next-of-kin, individuals external to the University.
Retention and disposal: To be determined.

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02-3 Pension Records

Location: Division of Human Resources.
Legal authority to collect: University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of name, date of birth, home contact information, beneficiary information, SIN, employee number, employment information, benefit information, retirement financial plans, tax information.
Uses: Information is used to administer pension entitlements and provide retirement financial planning.
Users: Division of Human Resources, Division of Financial Services, and authorized external agencies.
Individuals in bank: Current and former faculty members and staff.
Retention and disposal: To be determined.

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02-4 Investigation and Complaint Records

Location: Equity and Human Rights Services, Division of Human Resources, Office of Faculty Relations, Deans’ Offices.
Legal authority to collect: University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of name, date of birth, gender, employee/student number, employment information, financial information, details of issue and related documents.
Uses: Information is used to investigate and resolve employee complaints, employee misconduct, manage labour relations, and administer the grievance and arbitration process.
Users: Equity and Human Rights Services, Division of Human Resources, Office of Faculty Relations, authorized individuals.
Individuals in bank: Faculty members, staff, students, individuals external to the University.
Retention and disposal: To be determined.

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Benefits Management and Claims

02-5 Benefits Claims Administration Records

Location: Division of Human Resources.
Legal authority to collect: University of Western Ontario Act, 1982, as amended. Information maintained: Some or all of name, date of birth, home contact information, marital/family status and information, SIN, employee number, employment information, long term disability claim information, Workplace Safety and Insurance Board claim information, financial information.
Uses: Information is used to administer claims and benefits, monitor accommodation, and for return to work planning.
Users: Division of Human Resources, authorized individuals and external agencies.
Individuals in bank: Faculty members, staff, dependents and beneficiaries.
Retention and disposal: To be determined.

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Occupational Health and Safety

02-6 Occupational Accident Records

Location: Division of Human Resources.
Legal authority to collect: University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of name, date of birth, home contact information, gender, SIN, employee/student number, employment information, medical information. Uses: Information is used to administer compensation, conduct laboratory or workplace inspections, provide accommodation/return to work planning, and for reporting purposes.
Users: Division of Human Resources, Faculties/Schools and Units and authorized external agencies.
Individuals in bank: Faculty members, staff, students, individuals external to the University.
Retention and disposal: To be determined.

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Prevention Measures

02-7 Accident Investigation Report Records

Location: Division of Human Resources, Faculties/Schools and Units.
Legal authority to collect: University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of name, home contact information, employee number, witness name, witness home contact information, witness statement.
Uses: Information is used to investigate incidents and maintain a safe campus environment.
Users: Division of Human Resources, Faculties/Schools and Units. Individuals in bank: Faculty members, staff, students, individuals external to the University.
Retention and disposal: To be determined.

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03 - Financial Resources

Select "Financial Resources" Personal Information Bank By Name:

Accounts Payable - General

03-1 Accounts Payable Records

Location: Division of Financial Services.
Legal Authority: University of Western Ontario Act, 1982, as amended. Information Maintained: Some or all of name, home contact information, employee number, financial information.
Uses:
Information is used to document the expenditure of monies for supplies and services on behalf of the University, and for audit purposes. Users: Division of Financial Services, Faculties/Schools and Units.
Individuals in Bank: Faculty members, staff.
Retention & Disposal:
In accordance with approved University retention schedules.

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03-2 Research Account Records

Location: Division of Financial Services.
Legal Authority:
University of Western Ontario Act, 1982, as amended.
Information Maintained: Some or all of name, home contact information, employee/student number, research information, financial information, donor information, students’ names and financial information. Uses: Information is used to document the administration of funds, including compliance monitoring and expenditure tracking.
Users: Division of Financial Services, Faculties/Schools and Units, research funding agencies.
Individuals in Bank: Faculty members, staff, students.
Retention & Disposal: In accordance with approved University retention schedules.

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Accounts Receivable - General

03-3 Accounts Receivable Records

Location: Division of Financial Services.
Legal Authority:
University of Western Ontario Act, 1982, as amended.
Information Maintained: Some or all of name, home contact information, employee/student number, financial information.
Uses:
Information is used to document monies received by the University, including general revenues, tuition, fines, and fees for goods and services provided to external clients, and to generate invoices for outstanding accounts.
Users:
Division of Financial Services, Faculties/Schools and Units.
Individuals in Bank: Faculty members, staff, students, individuals external to the University.
Retention & Disposal: In accordance with approved University retention schedules.

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Allowances

03-4 Expense Records

Location: Division of Financial Services, Hospitality Services.
Legal authority to collect: University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of name, home contact information, SIN, employee/student number, education information, financial information, meal plan information, event attendance.
Uses: Information is used to administer faculty members’ and staff professional allowances, advances, travel expenses, reimbursements, and meal plans (Hospitality Services). Users: Division of Financial Services, Hospitality Services, Faculties/Schools and Units.
Individuals in bank:
Faculty members, staff, students.
Retention and disposal:
In accordance with approved University retention schedules.

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Endowments

03-5 Fund Records

Location: Division of Financial Services, Department of Alumni Relations and Development, Advancement Services.
Legal authority to collect:
University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of name, date of birth, home contact information, marital/family status and information, next-of-kin, education information, employment information, financial information, donation history, photographs, comments and opinions.
Uses: Information is used to administer endowments, donations and funds, recognize donors, and for contact purposes.
Users:
Division of Financial Services, Department of Alumni Relations and Development, Advancement Services, authorized individuals involved in development activities within Faculties/Schools and Units.
Individuals in bank: Current/prospective donors, next-of-kin.
Retention and disposal: In accordance with approved University retention schedules.

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Fundraising

03-6 Donor Records

Location: Division of Financial Services, Department of Alumni Relations and Development, Advancement Services, Faculties/Schools and Units.
Legal authority to collect:
University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of name, date of birth, home contact information, gender, marital/family status and information, employee/student number, intellectual property information, education information, scholarships/awards received, employment information, associations and memberships, financial information, donation history, photographs.
Uses: Information is used to process/appraise donations, administer agreements and development activities, prepare tax receipts, recognize donors, and for contact purposes.
Users: Division of Financial Services, Department of Alumni Relations and Development, Advancement Services, authorized individuals involved in development activities within Faculties/Schools and Units.
Individuals in bank: Current/prospective donors, next-of-kin.
Retention and disposal: In accordance with approved University retention schedules.

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Investments and Loans

03-7 Employee Loan Records

Location: Division of Financial Services.
Legal authority to collect: University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of name, home contact information, marital/family status, employee number, salary, spouse salary, mortgage details, payroll deductions, mortgage guarantee information.
Uses: Information is used to administer loans, arrange payroll deductions, and approve guarantee.
Users: Division of Financial Services, financial institution representative.
Individuals in bank: Faculty members, staff.
Retention and disposal: In accordance with approved University retention schedules.

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Payroll

03-8 Payroll Administration Records

Location: Division of Financial Services, Division of Human Resources.
Legal authority to collect: University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of name, date of birth, gender, marital/family information, SIN, employee/student number, employment information, attendance, rates of pay, banking information.
Uses:
Information is used to administer pay and reimbursements, maintain records of hours worked and vacation time, and for contact purposes.
Users:
Division of Financial Services, Division of Human Resources, Faculties/Schools and Units.
Individuals in bank:
Faculty members, staff, individuals on contract to the University, next-of-kin.
Retention and disposal:
To be determined.

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04 - Real Property and Moveable Assets

Select "Real Property and Moveable Assets" Personal Information Bank By Name:

Parking Permits

04-1 Parking Records

Location: Western Parking and Visitor Services.
Legal authority to collect: University of Western Ontario Act, 1982, as amended. Information maintained: Some or all of name, home contact information, employee/student number, vehicle information, financial information.
Uses:
Information is used to administer parking services (including ticketing, payments and collection of outstanding fines), maintain records of parking infractions, and for contact purposes.
Users:
Western Parking and Visitor Services, authorized individuals.
Individuals in bank: Current and former faculty members, staff, students, alumni, individuals external to the University.
Retention and disposal:
To be determined.

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Protective Services

04-2 Incident Records

Location: Campus Community Police Service.
Legal authority to collect:
University of Western Ontario Act, 1982, as amended. Information maintained: Some or all of name/aliases, date of birth, home contact information, gender, marital/family status, next-of-kin, employee/student number, vehicle/licence information, employment information, photographs, physical characteristics, criminal record check, incident and charge information, previous police contacts, comments and opinions. Uses: Information is used to investigate security incidents, issue safety alerts, and maintain a safe campus environment.
Users:
Campus Community Police Service, authorized individuals involved in investigation and/or resolution (may include external law enforcement agencies).
Individuals in bank:
Faculty members, staff, students, next-of-kin, individuals external to the University.
Retention and disposal: To be determined.

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Access Controls

04-3 Security Card and Key Access Records

Location: Division of Physical Plant & Capital Planning Services, Campus Community Police Service.
Legal authority to collect: University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of name, home contact information, employee/student number, photographs.
Uses:
Information is used to administer and maintain access control, including emergency alarm systems planning.
Users:
Division of Physical Plant & Capital Planning Services, Campus Community Police Service, Faculties/Schools and Units.
Individuals in bank: Faculty members, staff, students and individuals on contract to the University.
Retention and disposal:
To be determined.

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04-4 Video Security Records

Location: Campus Community Police Service, and locations where video monitoring is authorized.
Legal authority to collect: University of Western Ontario Act, 1982, as amended. Information maintained: Video images of people entering or using University facilities.
Uses:
Information is used to investigate incidents relating to safety or security. Users: Campus Community Police Service, and authorized individuals involved in investigation and/or resolution.
Individuals in bank:
Faculty members, staff, students, individuals external to the University.
Retention and disposal: To be determined.

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05 - Student Affairs

Select "Student Affairs" Personal Information Bank By Name:

Student Recruitment

05-1 Program Recruitment – Prospective Graduate and Undergraduate Student Records

Location: Faculties/Schools, Office of the Registrar.
Legal authority to collect:
University of Western Ontario Act, 1982, as amended.
Information maintained: Name, home contact information, education information, program interests.
Uses:
Information is used to maintain records of prospective students and for outreach activities.
Users:
Faculties/Schools and Units, Office of the Registrar.
Individuals in bank: Prospective students.
Retention and disposal:
In accordance with approved University retention schedules.

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Admissions Management (Operational Records)

05-2 Admissions and Registration Records – Graduate and Undergraduate

Location: Office of the Registrar, School of Graduate and Postdoctoral Studies, Faculties.
Legal authority to collect: University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of name, date and/or place of birth, home contact information, gender, marital/family status and information, next-of-kin, citizenship information, visa status, SIN, student number, Ontario Universities Application Centre application code/number, education information, program interests, employment information, financial information, medical information, photographs, physical characteristics, languages spoken, extra-curricular activities, biographical information, reference letters, comments and opinions.
Uses:
Information is used to determine eligibility for admission, admit and register students, issue student cards, and administer admission-related events.
Users: Office of the Registrar, Faculties/Schools and Units, Affiliated University Colleges.
Individuals in bank:
Applicants, students, next-of-kin.
Retention and disposal: In accordance with approved University retention schedules.

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Student Academic Records

05-3 Student Academic Records – Graduate and Undergraduate

Location: Office of the Registrar, School of Graduate and Postdoctoral Studies.
Legal authority to collect:
University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of name, date and/or place of birth/death, home contact information, student number, education information, recommendation for graduation, discipline information, scholarships and awards received, comments and opinions.
Uses:
Information is used to document academic status, record academic achievement and standing, process official transcript requests, determine eligibility for special programs (exchanges, internships, etc.), student awards, scholarships and financial support, and for contact purposes.
Users:
Office of the Registrar, Faculties/Schools and Units, Affiliated University Colleges, authorized individuals (some external to the University).
Individuals in bank: Students.
Retention and disposal:
In accordance with approved University retention schedules.

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Student Records

05-4 Student Records - Graduate and Undergraduate

Location: Office of the Registrar, Faculties/Schools and Units.
Legal authority to collect:
University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of name, date of birth/death, home/residence contact information, gender, marital/family status, next-of-kin, citizenship information, visa status, SIN, student number, Ontario Universities Application Centre application code/number, passport number, education information, program interests, recommendation for graduation, employment information, financial information, scholarship, award and bursary information, medical information, photographs, physical characteristics, languages spoken, criminal record check, extra-curricular activities, reference letters, biographical information, comments and opinions.
Uses:
Information is used to administer academic programs and activities.
Users:
Office of the Registrar, Faculties/Schools and Units, Affiliated University Colleges, authorized representatives of student governments, and other authorized individuals (some external to the University).
Individuals in bank: Applicants accepted to Western, students, emergency contacts and/or next-of-kin.
Retention and disposal:
In accordance with approved University retention schedules.

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Student Academic Counselling

05-5 Academic Advising – Student Records

Location: Faculties/Schools.
Legal authority to collect: University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of name, date of birth, home contact information, gender, information about family or other individuals affected by or involved in the process, citizenship information, student number, education information, medical information, counseling notes and recommendations, comments and opinions.
Uses:
Information is used to assist with academic difficulties, monitor progress, advise on course selection and other academic matters.
Users: Faculty/School academic counseling offices, Teaching and Learning Services, Affiliated University Colleges, and authorized individuals.
Individuals in bank:
Students, family members and other individuals affected by or involved in the process.
Retention and disposal:
In accordance with approved University retention schedules.

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Student Evaluation

05-6 Examination and Course Mark Records

Location: Faculties/Schools.
Legal authority to collect:
University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of name, student number, education information, exam grades/final grades, program progression, comments and opinions.
Uses: Information is used to assess academic standing and progress, document the testing and examination process, verify student grades submitted in the event of an appeal, and respond to grade inquiries.
Users: Faculties/Schools, Office of the Registrar.
Individuals in bank:
Students.
Retention and disposal:
In accordance with approved University retention schedules.

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Student Scholastic Offenses and Academic Requests for Relief

05-7 Student Scholastic Offences and Academic Requests for Relief Records

Location: Faculties/Schools, University Secretariat.
Legal authority to collect:
University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of name, home contact information, student number, education information, academic appeal information, discipline information, disability and/or medical information, details of incident and supporting documentation, comments and opinions.
Uses: Information is used to administer academic appeal and scholastic discipline processes.
Users: Faculties/Schools/Affiliated University Colleges, Senate appeal committee, University Secretariat, Office of the Registrar, and authorized individuals.
Individuals in bank: Students, other individuals affected by or involved in the process.
Retention and disposal: In accordance with approved University retention schedules.

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Code of Student Conduct

05-8 Code of Student Conduct Records

Location: Faculty/Schools, Office of the Vice-Provost (Academic Programs and Students), University Secretariat.
Legal authority to collect: University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of name, home contact information, student number, education information, discipline information, disability and/or medical information, details of incident and supporting documentation, comments and opinions.
Uses: Information is used to administer the non-academic discipline process.
Users:
Faculties/Schools, Office of the Vice-Provost (Academic Programs and Students), University Secretariat, appeal committee, authorized individuals.
Individuals in bank: Students, other individuals affected by or involved in the process.
Retention and disposal: In accordance with approved University retention schedules.

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Alumni Records

05-9 Alumni Records

Location: Department of Alumni Relations and Development.
Legal authority to collect:
University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of name, date and/or place of birth/death, home contact information (current and historical), gender, marital/family status and information, student number, education information, scholarships/awards/honors received, employment information, financial information, donation history, philanthropic interests, relationships with donors and/or other alumni, photographs, event attendance, communication preferences, intercollegiate athletic information, volunteer information, comments.
Uses: Information is used to initiate and administer alumni relations, maintain records of gifts and pledges, recognize donors, select award/scholarship recipients, recruit volunteers, and for contact/reporting purposes.
Users: Department of Alumni Relations and Development, Advancement Services, Faculties/Schools and Units, award selection committees, Department of Communications and Public Affairs, Foundation Western, third-party organizations assisting with Alumni Affairs’ program delivery and fundraising.
Individuals in bank: Students, alumni, next-of-kin, individuals external to the University.
Retention and disposal: In accordance with approved University retention schedules.

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Exchange Programs – Student Records

05-10 Exchange Program Student Records

Location: Office of the Registrar, Faculties/Schools.
Legal authority to collect: University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of name, date of birth, home/emergency contact information, gender, marital/family status, citizenship information, student number, education information, academic counseling information, employment information, financial information, insurance providers, medical information, biographical information, reference letters.
Uses:
Information is used to administer exchange programs.
Users:
Faculties/Schools, Office of the Registrar, other educational institutions, and authorized individuals.
Individuals in bank: Exchange students, emergency contacts.
Retention and disposal: In accordance with approved University retention schedules.

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Student Services – Client Records

05-11 Student Services Client Records

Location: Office of the Registrar, student support services reporting to the Office of the Registrar, Faculties/Schools and Units.
Legal authority to collect:
University of Western Ontario Act, 1982, as amended.
Information maintained: Depending on the nature of the specific service provided, some or all of name, date of birth, home/emergency contact information, gender, marital/family status, citizenship information, student number, education information, employment information, career interests, financial information, medical information, counseling information, accommodation information, security clearance, communication preferences, reference letters, comments and opinions. Uses: Information is used to administer programs and maintain records for various student support services.
Users:
Office of the Registrar, staff in student support services, Faculties/Schools and Units, authorized external agencies.
Individuals in bank: Depending on the nature of the specific service provided, one or more of students, prospective students, staff, alumni, volunteers, and emergency contacts.
Retention and disposal: In accordance with approved University retention schedules.

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Financial Assistance – Student Records

05-12 Loans, Bursaries and Grants Records

Location: Faculties/Schools and Units, Student Financial Services. Legal authority to collect: University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of name, date of birth, home contact information, gender, marital/family status and information, citizenship information, SIN, student number, education information, employment information, financial information, specific
eligibility criteria, medical information, extra-curricular activities, comments and opinions. Uses: Information is used to determine eligibility for financial support, administer financial aid and government financial assistance programs, provide emergency loans, maintain records of graduate funding, identify students with OSAP funding, issue tax receipts, and for contact/reporting purposes.
Users:
Faculties/Schools, Office of the Registrar, Student Financial Services, Division of Housing and Ancillary Services, Division of Financial Services, donors, financial institutions, government bodies, and authorized individuals.
Individuals in bank: Students, next-of-kin.
Retention and disposal: In accordance with approved University retention schedules.

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Scholarships and Awards – Student Records

05-13 Scholarships and Awards Records

Location: Faculties/Schools, Office of the Registrar.
Legal authority to collect: University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of name, home contact information, marital/family status and information, citizenship information, SIN, student number, education information, employment information, financial information, specific eligibility criteria, photographs, reference letters, comments and opinions.
Uses: Information is used to administer scholarships and awards, maintain records of recipients, and for contact/reporting purposes.
Users:
Faculties/Schools, Office of the Registrar, Department of Alumni Relations and Development, donors, government bodies, and authorized individuals.
Individuals in bank:
Students, donors, next-of-kin.
Retention and disposal:
In accordance with approved University retention schedules.

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06 - Community Services

Select "Community Services" Personal Information Bank By Name:

Housing Services

06-1 Housing Services – Resident Records

Location: Division of Housing and Ancillary Services.
Legal authority to collect:
University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of name, home/emergency contact information, gender, marital/family status and information, roommate assignments, citizenship information, student number, health card and/or medical information, education information, employment information, financial information, telephone/internet/meal plan options, photographs, personal comments and opinions.
Uses:
Information is used to administer services and housing facilities and for contact purposes.
Users:
Housing Services (for students occupying residences during academic year), Conference Services (for occupants of residences in summer), authorized individuals and external agencies.
Individuals in bank:
Students, emergency contacts and/or next-of-kin, individuals external to the University.
Retention and disposal: To be determined.

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Health Services

06-2 Health Services - Client Records

Location: Student/Faculty/Staff Health Services, Schulich School of Medicine & Dentistry, Faculty of Health Sciences.
Legal authority to collect:
University of Western Ontario Act, 1982, as amended; Personal Health Information Protection Act, S.O. 2004.
Information maintained: Some or all of name, date of birth, home/next-of-kin contact information, gender, marital/family status and information, employee/student number, health card and/or medical information, education information.
Uses:
Information is used to facilitate health care, maintain patient records, and for contact/reporting purposes.
Users: Student/Faculty/Staff Health Services, clinics administered by the School of Dentistry and the Faculty of Health Sciences, authorized individuals and external agencies.
Individuals in bank:
Patients, next-of-kin.
Retention and disposal:
To be determined.

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Legal Advice

06-3 Legal Advice – Client Records

Location: Faculty of Law.
Legal authority to collect:
University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of name, home/next-of-kin contact information, student number, education information, financial information, details of issue and related documents, comments and opinions.
Uses:
Information is used to provide legal and other services to clients.
Users:
Legal clinics in the Faculty of Law, authorized individuals and external agencies.
Individuals in bank: Clients, next of kin, other individuals affected by or involved in the process.
Retention and disposal:
To be determined.

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Athletics

06-4 Sport and Recreation Records

Location: Faculty of Health Sciences.
Legal authority to collect:
University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of name, date and/or place of birth, home/next-of-kin contact information, gender, employee/student number, health card and/or medical information, education information, financial information, photographs, athletics history, reference letters, resumes, comments and opinions.
Uses:
Information is used to administer Western’s Sports and Recreation programs and services, student participation in organized sports, ticket orders, and for contact purposes.
Users:
Faculty of Health Sciences, authorized individuals.
Individuals in bank: Faculty members, staff, students, alumni, next-of-kin, individuals external to the University.
Retention and disposal: To be determined.

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Preschool Services

06-5 Laboratory School Services – Client Records

Location: Faculty of Social Science.
Legal authority to collect:
University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of parent, child or designated contact name, date of birth, home/emergency contact information, gender, marital/family status and information, education information, financial information, disability, health card and/or medical information, medical insurance information, attendance/absence reports, child custody status/issues, comments and opinions.
Uses:
Information is used to administer school services, conduct approved research projects, and for contact purposes.
Users:
Dr. Mary J. Wright University Laboratory School, authorized researchers.
Individuals in bank: Registered children and parents, emergency/designated contacts and/or next-of-kin.
Retention and disposal:
To be determined.

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Special Events

06-6 Event Management Records

Location: Faculties/Schools and Units, Hospitality Services.
Legal authority to collect: University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of name, home contact information, marital/family status, employee/student number, education information, financial information, allergies and/or dietary restrictions, arrival/departure dates, lecture/speaker information (may include comments or opinions, biographical, research, or employment information, and photographs).
Uses: Information is used to administer events, register participants and for contact purposes.
Users:
Faculties/Schools and Units, Conference Services. Users: Faculties/Schools and Units, Conference Services.
Individuals in bank:
Faculty members, staff, students, prospective students, alumni, volunteers, emergency contacts, and individuals external to the University.
Retention and disposal:
To be determined.

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06-7 Summer Camps and Programs Records

Location: Faculties/Schools administering summer camps and programs.
Legal authority to collect: University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of parent, child or designated contact name, date of birth, age, home/emergency contact information, gender, marital/family status, health card and/or medical information, education information, financial information, child custody information.
Uses:
Information is used to administer summer camps and programs and for contact purposes.
Users: Faculties/Schools administering summer camps and programs.
Individuals in bank: Registrants, parents of children, emergency/designated contacts.
Retention and disposal: To be determined.

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Ancillary Services

06-8 Purchase and Rental Service Records

Location: Division of Housing and Ancillary Services, Richard Ivey School of Business, Faculty of Education.
Legal authority to collect:
University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of name, home contact information, family information, employee/student number, education information, employment information, financial information, physical description (regalia and/or ring orders only), items ordered, comments and opinions.
Uses:
Information is used to administer purchases and rentals of goods or services (may include books, publications and thesis binding, clothing and regalia, catering and Meal Plan services) and for contact/reporting purposes.
Users:
Bookstore at Western, Graphic Services, Hospitality Services, Ivey Trading Company, Ivey Publishing, The Althouse Press, authorized individuals and external agencies.
Individuals in Bank:
Faculty members, staff, students, alumni, retirees, next-of-kin, individuals external to the University.
Retention and Disposal: To be determined.

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07 - Teaching

Select "Teaching" Personal Information Bank By Name:

Student Trainees

07-1 Experiential Learning - Student Records

Location: Faculties/Schools and Units.
Legal authority to collect: University of Western Ontario Act, 1982, as amended. Information maintained: Some or all of name, date of birth, home/emergency contact information, gender, marital/family status and information, citizenship information, SIN, employee/student number, education information, school affiliation, employment information, placement information, rankings, performance evaluations, assessments, financial information, pay information, medical information, security clearances, languages spoken, reference letters, comments and opinions.
Uses: Information is used to administer on and off campus placements, monitor fieldwork progress, evaluate participants, and for reporting purposes.
Users: Faculties/Schools and Units, supervisors/employers, external organizations involved in co-op, work-study, internship, fieldwork, and off-campus placement programs.
Individuals in bank: Students, supervisors, emergency contacts and/or next-of-kin, individuals external to the University.
Retention and disposal: To be determined.

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Teaching Evaluations

07-2 Course and Instructor Evaluation Records

Location: Office of Institutional Planning and Budgeting, Faculties/Schools. Legal authority to collect: University of Western Ontario Act, 1982, as amended. Information maintained: Some or all of faculty member/instructor name, employee number, numerical summaries, student comments. Uses: Information is used to post summary course/section data on the web, and for employment-planning and performance evaluations. Users: Office of Institutional Planning and Budgeting, Faculties/Schools, faculty members/instructors, and others with Western login access (numerical summaries only). Individuals in bank: Faculty members/instructors. Retention and disposal period: Numerical data kept indefinitely; remainder to be determined.

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07-3 Teaching Award Records

Location: University Secretariat, Faculties/Schools. Legal authority to collect: University of Western Ontario Act, 1982, as amended. Information maintained: Some or all of name, home contact information, education information, employment information, copies of instructor evaluations, students’ names, names of peers, reference letters, comments and opinions. Uses: Information is used to determine recipients of teaching awards. Users: Teaching award committees of Senate and Faculties/Schools, and University Secretariat. Individuals in bank: Faculty members/instructors, individuals providing information in support of nominations. Retention and disposal: To be determined.

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08 - Research and Development

Select "Community Services" Personal Information Bank By Name:


Research Grant Applications

08-1 Research Application and Award Records

Location: Faculties/Schools and Units, Research Western.
Legal authority to collect: University of Western Ontario Act, 1982, as amended. Information maintained: Some or all of name, home contact information, marital/family status, citizenship information, employee/student number, education information, research information, research award nominations, ethics protocol information, employment information, site-visit information, financial information (including funding-specific identifiers), funding appraisals, photographs, reference letters, comments and opinions.
Uses:
Information is used to administer applications for funding (internal and external), maintain the accounts, develop research proposals and/or collaborations, provide feedback, administer research ethics/risk management reviews, and for contact/reporting purposes.
Users: Faculties/Schools, Research Western, authorized individuals (including internal and external reviewers and funding agencies).
Individuals in bank: Faculty members, researchers, students, individuals external to the University.
Retention and disposal:
To be determined.

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Researchers

08-2 Researcher Information Records

Location: Faculties/Schools and Units, Research Western.
Legal authority to collect: University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of name, home contact information, employee/student number, education information, research activities, names and contact information of research subjects, names and contact information of research assistants and students, publication history, employment information, financial information, disability and/or medical information, photographs, reference letters, comments and opinions.
Uses: Information is used to administer research projects, and to maintain a record of subject contact information.
Users:
Faculties/Schools, Research Western, Department of Communications and Public Affairs, authorized individuals (including reviewers, funding agencies).
Individuals in bank: Researchers, research assistants, research subjects, students, individuals external to the University.
Retention and disposal:
To be determined.

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09 - Information and Communications

Select "Information and Communications" Personal Information Bank By Name:

Communications

09-1 Public Relations – Contact List Records

Location: Department of Communications and Public Affairs, Faculties/Schools and Units.
Legal authority to collect: University of Western Ontario Act, 1982, as amended. Information maintained: Some or all of name, home contact information, next-of-kin and/or family information, employee/student number, education information, invitation information.
Uses:
Information is used to promote the University, its activities, and opportunities for involvement.
Users:
Department of Communications and Public Affairs, Faculties/Schools and Units.
Individuals in bank: Current and former faculty members, staff, students, alumni, next-of-kin, and individuals external to the University.
Retention and disposal:
To be determined.

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Archives, Library and Gallery Holdings

09-2 Library Administration – Patron Records

Location: Faculties/Schools and Units.
Legal authority to collect: University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of name, home contact information, employee/student number, education information, employment information, reasons for requesting borrower privileges.
Uses:
Information is used to administer accounts, identify potential donors, and for contact purposes.
Users:
Western Libraries staff (including on-campus resource centres), authorized individuals involved in development activities of Faculties/Schools and Units.
Individuals in bank:
Current and former faculty members, staff, students, individuals external to the University.
Retention and disposal:
To be determined.

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09-3 Gallery Administration – Collection Records

Location: McIntosh Gallery.
Legal authority to collect: University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of artist, executor and/or donor name, date and/or place of birth/death, home contact information, citizenship information.
Uses: Information is used to administer the collection, exhibitions and publications, grant applications, Cultural Property Export Review Board submissions, teaching and research, and for contact purposes.
Users:
McIntosh Gallery staff, Faculties/Schools and Units, researchers and students. Individuals in bank: Artists, executors, donors.
Retention and disposal:
To be determined.

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Computer & Audio-Visual Resources

09-4 Equipment Loans – Client Records

Location: Faculties/Schools and Units.
Legal authority to collect: University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of name, home contact information, employee/student number, education information, employment information.
Uses:
Information is used to administer equipment loans.
Users:
Faculties/Schools and Units.
Individuals in bank: Faculty members, staff, students.
Retention and disposal: To be determined.

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09-5 Systems and Accounts – Client Account Administration Records

Location: Division of Information Technology Services, Division of Housing and Ancillary Services.
Legal authority to collect:
University of Western Ontario Act, 1982, as amended.
Information maintained: Some or all of name, username, password, home/residence contact information, employee/student number.
Uses:
Information is used to create telephone, Internet and e-mail accounts for students, faculty members and staff, administer access permissions, respond to user inquiries, investigate incidents, produce long-distance reports, and for contact purposes.
Users: Division of Information Technology Services, Division of Housing and Ancillary Services, Office of the Registrar, Division of Human Resources, Faculties/Schools and Units.
Individuals in bank: Faculty members, staff, students, individuals external to the University.
Retention and disposal:
To be determined.

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