Appendix A FOIP - Student Personal Information Policy Definitions Student Academic Record: contains documentation from the initial application to graduation, such as application, official transcripts, name change requests etc. Student Personal Information: recorded information about an identifiable individual. Student Personal Information may include, but is not limited to name, maiden name/other name, address, telephone, gender, marital status, birth date, social insurance number, citizenship information for non-Canadians, financial aid records, previous educational and/or employment background including academic records, letters of referral and location of activity, medical history, fees assessed and paid to Lakeland College, correspondence generated by the college to the student regarding academic standing or disciplinary action taken, anyone else’s opinions about the student, and the student’s personal views or opinions, except if they are about someone else etc. Collection, Storage and Accuracy of Student Records 1. Lakeland College is committed to establishing and maintaining strong effective mechanisms to protect the privacy of our students. All employees of Lakeland College with access to Student Personal Information are required to maintain the confidentiality of student records. 2. Student Personal Information is collected under the authority of the Post-Secondary Learning Act and the FOIP Act and is used in the normal course of operations in accordance with this legislation. The information is used for recruitment, admission, enrolment, academic programs, evaluations, official document requests, financial aid and awards, assisting student associations and graduation and other Lakeland College academic programs and services. 3. The Registrar’s Office is responsible for the collection of Student Personal Information and storage of the official Lakeland College Academic Student Record. Academic and operations departments may also collect and store Personal Student Information.
4. Changes and updates to Student Personal Information are done upon notification to the Office of the Registrar and in accordance with the Correction to Personal Information Procedure Gen 8.91 (“Approval in Progress”). Access to Student Records 5. No information regarding a student’s status or Student’s Academic Record will be released by an individual, besides the Registrar’s Office. 6. Student Personal Information is not shared within or between other Departments except where consistent for the purpose for which the information was collected, and where the information is necessary for the performance of the employee’s duties. Disclosure is limited to a “need-to-know” basis and the minimum personal information necessary will be disclosed. Examples, of where such information may be disclosed include:
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