Notice of Collection and Examples of Use or Disclosure.
Approved by the President, September 9, 2015
Notice of Collection
Wilfrid Laurier University collects personal information under the authority of the Wilfrid Laurier University Act. Personal information collected by any part of the University may be used or disclosed by other units in order to execute the various functions of the University and to administer the various relations between the University and its students, alumni, employees, clients, suppliers, partners, and others. If you have questions about this collection, please contact Shereen Rowe, Privacy Co-ordinator at: email@example.com or 519-884-0710 ext.2037.
Use or Disclosure of Personal Information
Laurier uses and discloses personal information in ways that are consistent with the above notice.
Personal Information as Public Record
The names of, and degrees received by, graduates of the University are a matter of public record. Educational history other than this will be released only by student consent. An example of this would be sending official transcripts or official letters on the studentís behalf to another institution.
Laurier may confirm if an individual is a registered student at the University unless directed otherwise. The program a student is enrolled in and/or campus they are attending will not be disclosed without the studentís consent. The names, programs and other similar personal information of the recipients of honours such as inclusion on a deanís list or receipt of a scholarship are used by the University to create and maintain a public record. Many scholarships, bursaries and prizes have specific additional collection and disclosure conditions. Laurier assumes that persons applying for scholarships, bursaries, and prizes have agreed to the relevant conditions.
Voluntary membership on teams representing Laurier or participation in events as a representative of Laurier, is considered an agreement by the member or participant to the public disclosure of limited personal information, such as name, degree program, and other team- or event-related information.
Information Shared with Third Parties
In order to allow for their elections and other core operations, the University may provide personal information of students to the Wilfrid Laurier University Studentsí Union (WLUSU),
Graduate Student Association (GSA), Wilfrid Laurier University Student Publications (WLUSP) and other similar organizations. The University may also use personal information of students to collect fees on behalf of WLUSU and other student organizations. The University, on behalf of these organizations, discloses students' personal information to insurers selected by the students' associations.
Unless directed otherwise by the student, Laurier may disclose contact information of graduating students to organizations providing convocation-related services, such as photography and degree-framing.
Use of Personal Information in the Classroom and by Instructors
Names of students are collected by the University in order to operate both virtual and physical classroom environments. By registering in courses, students recognize and agree that their names may be divulged, both orally and in written form, to other members of the student body during activities such as taking attendance, assigning topics, organizing students for group work, assessing classroom participation, facilitating classroom discussion, and organizing tutorials. Students who are concerned about such disclosures should contact the course instructor to identify possible alternatives.
Some courses utilize services that help detect plagiarism which require a studentís work be submitted to a third party. By registering in these courses, students acknowledge and accept that some of their personal information may be submitted to a third party and may be retained for future use.
Materials submitted in courses may also be retained by the University for use and disclosure as samples for course design and evaluation.
Administrative Uses of Personal Information
Personal information is used or disclosed to determine eligibility for scholarships, bursaries and other forms of student aid and to promote the availability of such assistance. Address, telephone, e-mail and other information may be used to contact you, by any unit within the university, including our ancillary services, and external agencies involved in the collection of fees and fines owing to the University. This includes the collection of fines for parking-related infractions. Registration records, educational history and supporting documents, including records of misconduct, may be used for the adjudication of admission, progression, and graduation with respect to various programs. Such information may be transmitted to other educational institutions and partners involved in the delivery of programs offered at, with, or through, Laurier, including, but not limited to, entities involved in the provision of joint degrees, cross-registration, practicums, exchanges, placements, co-op positions, and service-learning opportunities.
Personal information is used to create class-lists, grade submission lists and other materials, needed by employees of the University. This includes the utilization of pictures of students collected and intended primarily for inclusion on Laurierís One Card.
Personal information may be collected, used and disclosed in disciplinary or security procedures.
Personal information may be used for institutional development and fundraising programs and initiatives. This includes disclosures of personal information to the alumni association and to independent commercial ventures that become partners of the university or the association in fundraising activities. All persons registered at Laurier are considered members of our alumni. Alumni may instruct the alumni association to refrain from using their personal information for development purposes.
Applicants may be contacted about admission opportunities other than those specifically identified by the applicant. They may also be contacted to guide the improvement of the university's services and offerings.
Statistics and Reporting
Personal information is used by the University to create various statistical and analytical reports, that guide in planning and administration. It may also be transferred to external entities involved in research and statistical analysis of student experience and accomplishment, in order to improve the quality and effectiveness of the universityís programs, policies and practices. E-mail addresses of samples of the student body may be provided to organizations that collect student opinions regarding various aspects of the quality of the educational environment provided by the university. Examples of such research and analyses include the National Survey of Student Engagement, administered from Indiana University, USA, and the Public Economics Data Analysis Laboratory project directed from McMaster University, Canada.
Personal information may be transferred to ministries and agencies of the Ontario Government and the Government of Canada as required by statute or regulation. This includes transfers to entities such as Statistics Canada and the Ministry of Training Colleges and Universities (MTCU). More information on what information is shared with the MTCU and Statistics Canada, can be found at https://legacy.wlu.ca/page.php?grp_id=1779&p=22957&pv=1