Guidelines for managing students’ personal information in agenda papers and minutes

Guidelines

Objectives

  • To maintain the privacy and confidentiality of student’s personal information and prevent disclosure for reasons other than those necessary to the administration of a student’s academic career.
  • To establish clear guidelines for the presentation of papers/documentation that require a Committee/Board to make or endorse decisions based on information regarding individual students.
  • To securely dispose of documentation at the completion of meetings.
  • To affirm fairness in decision making about students.

Guidelines:

Responsibility

Timeline

1. Committees/Boards originating a decision/recommendation

.

.

When presenting student information for consideration, both student ID and name may be included to provide greater assurance that a decision is made with respect to the correct person.

Author of documentation

Submission to Committee/Board secretary by Committee papers due date

When including reasons/details of the matter for consideration provide a clear objective statement. Where health or financial issues are involved, refer to the situation in general terms only, with an indication of the severity/impact on studies and stating the period covered by professional opinions.

Unsubstantiated statements are to be strictly avoided.

Author of documentation

.

Documentation distributed to members in confidence (electronically/hard copy).

Committee/Board secretary

Usually 5 days prior to meeting

The cover sheet for meeting papers containing personal information to include the following:

“The personal information in these papers is presented in confidence. Members are reminded that they are responsible for the security of these papers while in their possession, and for delivering them for secure disposal after the meeting.”

Committee/Board secretary

Members

.

Hard copy documentation collected at the end of the session and securely destroyed.

Information made available by electronic means is to be taken off the shared drive when no longer needed.

Committee/Board secretary

.

One official hard copy retained and stored securely, the location of which needs to be known by the Academic Registrar.

Committee/Board secretary

Stored securely until appropriate to dispose of, in accordance with Public Records Office Standard 02/01

Decisions/recommendations made with respect to individuals are detailed in a separate attachment to the official minutes of the meeting, and stored with those official minutes.

Committee/Board secretary

Usually 5 days after the meeting

The record in the official minutes could read as follows:

‘Number applications for (eg) advanced standing / block exemption / candidature etc. reviewed, and ‘number’ recommended. Refer to attachment x in the official minutes for details and names.

No data that identifies individual students is to be included in minutes that are posted to the web or widely circulated.

Committee/Board secretary

.

Official minutes (without attachments) posted on website or circulated to Committee/Board members.

Committee/Board secretary

Usually 7 days following the meeting

Where members receive material distributed electronically, it is their responsibility to delete all material saved onto their own computer, all emails and attachments, and/or all pages that they have printed.

Each member of the Board or Committee

Such destruction should be done when the decision is confirmed or the matter resolved.

2. Committees/Boards endorsing a decision/recommendation

.

.

When presenting student data for consideration student ID only to be included in order to reduce possible wrongful disclosure.

Committee/Board secretary

Submission to Committee/Board secretary by Committee papers due date.

When including reasons/details of the matter for consideration, provide a clear objective statement. Where health or financial issues are involved, refer to the situation in general terms only, with an indication of the severity/impact on studies and stating the period covered by professional opinion.

Unsubstantiated statements are to be strictly avoided.

It is likely that less information needs to be given if the decision is being presented for endorsement.

Committee/Board secretary

.

Documentation with identifying details made available at the meeting for inspection (as required).

Committee/Board secretary

.

Hard copy documentation collected at the end of the session and securely destroyed.

Committee/Board secretary

.

One official hard copy maintained for period as defined in PROS 02/01.

Committee/Board secretary / University Archivist

Stored securely until appropriate to dispose of, in accordance with Public Records Office Standard 02/01

Decisions made with respect to individual students (identified only by student number) listed in a separate attachment to the official minutes of the meeting, which is stored with those official minutes.

Committee/Board secretary

Usually 5 days after the meeting

The record in the official minutes could read as follows:

‘Number’ applications for (eg) advanced standing / block exemption / candidature etc. reviewed, and ‘number’ endorsed. Refer to attachment x in the official minutes for details.

No data that identifies individual students is to be included in minutes that are posted to the web or widely circulated.

Committee/Board secretary

Usually 5 days following the meeting

Official minutes (without attachments) posted on website or circulated to Committee/Board members.

Committee/Board secretary

Usually 7 days following the meeting

Where members receive material distributed electronically, it is their responsibility to delete all material saved onto their own computer, all emails and attachments, and/or all pages that they have printed.

Each member of the Board or Committee

Such destruction should be done when the decision is confirmed or the matter resolved.

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