Miscellaneous

How long should I keep student exams on file?

One year. Section 31 of the Act states that "if a public body uses an individual's personal information to make a decision that directly affects the individual, the public body must retain that information for at least one year after using it, so that the individual has a reasonable opportunity to obtain access to it."

Does the Act require faculty to disclose their research projects?

No, the Act does not apply to faculty research, unless the project requires examination of student records or other personal information.

How does the Act affect examination of personal information for research or statistical purposes?

Section 35 of the Act makes provision for research purposes and sets boundaries on disclosure to protect the privacy of the individual(s) concerned. Please contact the Office of the University Secretary/Senior Policy Advisor for information or copies of Section 35 and/or the complete Act.

How long should I keep personal information on file?

The Act states that institutions should keep personal information for a minimum of a year, depending on their operational needs. If in doubt, please contact the Office of the University Secretary/Senior Policy Advisor.

Can students access and receive copies of previous exam questions?

The Act does not apply to questions used on exams or tests. A suggested interpretation: if the examination is part of an exam database and the questions will be used again, then students may not have access to the exam questions, unless the instructor gives permission. If, however, the exam questions won't be used again, then students may be given access to the information.

Does the Act cover minutes of bargaining agents and/or union meetings?

No. The Act only covers public bodies - not associations or societies. If, however, such minutes are distributed to the library or members of administration, the documents become part of the institution's public record holdings and, as such, may be subject to FOI/POP disclosure requirements.

If I am responsible for a committee that disseminates minutes, are there any precautions that I should take before distributing the minutes?

Most minutes contain information that is of a public record nature and, therefore, there should be no concerns about distributing the minutes to others besides the committee members. If, however, the minutes deal with information of a personal nature - by naming or otherwise identifying individuals - precaution should be taken. The document should be marked "confidential" and should not be distributed to people other than committee members and, possibly, the individual(s) named in the minutes. Committee members should also take precaution when storing minutes that contain personal information. If a third party requests access to such minutes, please consult the Office of the University Secretary/Senior Policy Advisor.