Privacy and Access in B.C.Access to Information Issues
I made notes during a personal interview with a student/employee. Can I withhold this information from the interviewee?
No. Under the Act, this information is classified as "personal" and must be released to the interviewee, if requested.
Do students have access to anecdotal notes made by faculty in the clinical portion of a program?
Yes. These notes are opinions about students and, as such, are accessible by students upon request.
Are students entitled to view evaluation opinions of selection committees for admissions or awards?
Yes. This is classified as personal data; however, the student is not entitled to view information about other students considered for admissions or awards.
Do students have access to the personal evaluation forms completed by employers who accepted students in practicum or co-operative education placements?
Yes. Students have a right to see all personal information the institution has collected on them.
Do interviewees have access to the notes I took during hiring interviews?
Under the FOI/POP Act, individuals have access to any information recorded about them, including notes taken during interviews. As a general rule, it is wise to be objective when recording information and not write down anecdotal comments, unless you are prepared to have it read by the interviewee(s) at some future date.
Do I have to release information contained in confidential files?
All confidential files should be considered releasable unless one of the exemptions under the FOI/POP Act applies. Contact the Office of the University Secretary/Senior Policy Advisor, if you have any questions about exemptions.
Does VIU have to give personal data to lawyers or law enforcement agents?
Please refer such requests to the Office of the University Secretary/Senior Policy Advisor, Vice-President of Student Services, or Campus Principals. The Act allows for exemptions for legitimate requests.
How does VIU collect personal information from students and/or employees?
The Act requires that forms used to collect personal information state the legal authority, specific purpose(s) for collection and usage of the data, as well as identify a person who can provide further information. The notice on forms should follow this general format:
Collection and Use of Information
The information on this form is collected under the legal authority of [.usually the College and Institute Act]. The information provided will only be used to [.state use]. If you have questions about the collection and use of this information, contact [.name and/or position] at [.phone number] or the Office of the University Secretary/Senior Policy Advisor, 250-740-6564.