Protection of Privacy Issues

Can I post students' grades using student I.D. numbers as identifiers?

It is recommended that faculty not post grades by I.D. numbers that can be reconstructed into alphabetical listings. Alternatives are:

1. to relay the information verbally;
2. to scramble the order of the student I.D. numbers to avoid reconstruction of the class list in alphabetical order;
3. to post only the last four digits of the student I.D.; or
4. to let students access their grades on the website.

Can I leave marked student papers or lab reports in a box outside my office?

No. These must be given to students directly.

Should I leave the book containing my students' grades on my desk unattended?

While offices are considered the private domain of individual faculty members, it is good practice to leave grade books in a secured drawer or filing cabinet to prevent unauthorized collection of personal data.

Can I release students' phone numbers, timetables, addresses, etc. to a third party?

No. Please explain to the requester that the FOI/POP Act and VIU policy prevent you from issuing this information. When dealing with an emergency (i.e., severe illness or death), or requests from legal authorities, please contact the Registrar (local 6356) or Vice-President of Student Services (local 6411) at the Nanaimo campus, and Campus Principals at the regional campuses. They are responsible for handling such matters.

Can I give parents information about their child(ren), such as whether their son or daughter is attending class regularly?

No. Personal information about students cannot be disclosed - even to a parent - without the student's consent. Contact the Vice-President of Student Services, the Registrar, or Campus Principals if you have any concerns.

Do reference checks required by potential employers require student's/employee's consent?

Reference checks must have consent from the student/employee prior to release of this type of personal information. Students/employees are entitled to copies of these references, upon request.

Can I store personal information collected on behalf of the University at any place other than Vancouver Island University?

No.

Do I need to concern myself with personal information that I am required to send via fax?

The concern for protecting personal privacy also extends to information that is faxed. As a rule, highly sensitive, personal data should never be faxed, unless it can be sent to a fax machine that can store the document in a "Confidential Mailbox" at the receiver's end. If at all possible, personal information should be sent by courier or mail; however, if time is of the essence, please ensure that the appropriate party is waiting to accept the personal information at the receiving end.