Directory of records and personal information bank

Location: University Secretariat

Legal Authority: University of Ottawa Act, 1965

Information Maintained: CV, name, address, email, telephone number, occupation, education

Uses: Selection process for appointments to the Board of Governors.

Users: University Secretariat and Committee on Governance and Nominating

Individuals in Bank: Candidates being considered for appointment to the Board of Governors

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of such records, see the Procedure 20-4 - Records Retention Periods.

Location: University Secretariat

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, address, telephone number, email, assistant’s contact information (if applicable), food allergies, physical limitations, information on vehicle (type/make/model/year/license plate), spouse’s name

Uses: To communicate with board members serving in their role as board members.

Users: University Secretariat, President’s Office, Ceremonies and Events

Individuals in Bank: Honorary, past, and present members of the Board of Governors and external members appointed by the Board of Governors

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of such records, see the Procedure 20-4 - Disposition of Information.

Location: University Secretariat

Legal Authority: University of Ottawa Act, 1965

Information Maintained: CV, name, address, telephone number, email, occupation, education

Uses: To determine recipients of an honorary doctorate from the University of Ottawa

Users: Honorary Degrees Committee, University Secretariat, President, and Vice-Chancellor, Executive Committee of the Board of Governors and the Executive Committee of the Senate

Individuals in Bank: Candidates under consideration to receive an honorary doctorate

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of such records, see the Procedure 20-4 - Records Retention Periods.

Location: University Secretariat

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, address, email, telephone number, CV, teaching evaluations, student feedback

Uses: To determine if promotion or tenure should be awarded to professors

Users: University Secretariat, Joint Committee on Promotion and Tenure, Vice-Provost, Faculty Relations

Individuals in Bank: Academics under consideration for a promotion or tenure

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: University Secretariat

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, email, address and student number for contact purposes, as well as all other personal information contained in institutional records that are relevant to the appeal request

Uses: To process, and make a determination on, cases involving an academic appeal

Users: Senate Appeals Committee members, University Secretariat

Individuals in bank: Students

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: University Secretariat

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, email, student number (if applicable), food allergies

Uses: To communicate with Senate members in their role as members of the Senate

Users: University Secretariat, President’s Office, Ceremonies and Events

Individuals in Bank: Members of the Senate (students, professors, deans, presidents, vice presidents, secretary-general, associate deans)

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: External Relations

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, address, telephone number, email, student number, employee number, date of birth, sex, marital status, citizenship, information of parents, information on spouse, information on siblings, occupation, education, biographical information, program/scholarship award criteria, prior educational history, employment history, salary, financial information, donations to the University of Ottawa, donations to other organizations, value of house or assets, record of payment, news articles, videos, correspondence, criminal activity report, volunteer involvement, research interests, benefit options, vehicle information, meeting notes, complaints, insurance policy, obituaries, event participation

Uses: To contact and engage employees and supporters of the University of Ottawa in targeted communications, notify them of events, solicit donations and to obtain or update contact and biographical information. Information is also used to evaluate programs based on employment outcomes

Users: Advancement Services Office, Alumni Relations Office, Development Office

Individuals in Bank: Alumni, staff, supporters, donors, prospective donors, event attendees

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Engineering Outreach Office

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, address, phone number, email, signature, date of birth, sex, race, ethnicity, Indian status, height, special needs/disability or health concerns, information on parents, information on siblings, educational history (elementary/high school attended), school grade, food allergies, medical and behavioural information, liability waivers, participation consent form, history of activity participation, participation feedback, past registration, financial information, incident information, pictures and videos

Uses: To manage and deliver Engineering Outreach Office camps and workshop programs , and to keep a record of participants in outreach activities

Users: Engineering Outreach Programs staff and management

Individuals in Bank: Participants, parents of participants, contacts and schools, individuals designated to pick up child (other than parents), members of various communities

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Engineering Outreach Office

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, telephone number, email, records of expenses and reimbursements, training, criminal activity report, certifications, driver’s licence

Uses: To assign the right employees to manage and deliver workshops and camps as a part of engineering outreach

Users: Engineering Outreach Office

Individuals in Bank: Staff and volunteers delivering engineering outreach programs

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Office of the Chief Risk Officer

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, phone number, position, faculty, social insurance number

Uses: To monitor health and to measure exposure to radiation

Users: Office of the Chief Risk Officer

Individuals in Bank: Researchers and students

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Disposition of Information.

Location: Office of the Chief Risk Officer

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, address, email, phone number, employee number, student number, health information, physician assessment results, doctor’s notes and all other personal information submitted as supporting evidence related to the insurance claim

Uses: To file insurance claims

Users: Office of the Chief Risk Officer

Individuals in Bank: Staff, students, volunteers and visitors of the University of Ottawa

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Office of the Chief Risk Officer

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, address, telephone number, email, date of birth, student number, program, immunization record, criminal activity report as well as personal information contained in supporting evidence that are relevant to immunization, health or police criminal activity report

Uses: To implement clinical placement requirements in order to match students with a clinical placement

Users: Office of the Chief Risk Officer, Clinical placement advisors, placement coordinators, faculty staff

Individuals in Bank: Students and medical residents

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Office of the Chief Risk Officer

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, address, telephone number, email, student number, employee number, employee’s position, as well as all other personal information contained in records pertaining to the description of the incident, such as evidence and medical records

Uses: To identify risks and mitigation strategies, as well as for reporting purposes to the Ministry of Labour and WSIB

Users: Office of the Chief Risk Officer, Human Resources - Health and Wellness Sector

Individuals in Bank: Staff, students, volunteers and visitors to the University of Ottawa

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Office of the Chief Risk Officer

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, address, phone number, history of addresses in the past 5 years, employment history in the past 5/10 years, educational level

Uses: To grant staff access to certain research activities

Users: Office of the Chief Risk Officer

Individuals in Bank: Staff, occasionally students

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Faculty Relations

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, email, employee number, immigration status, date of birth, sex, CV, employment history, work contract, salary, leaves of absence, teaching evaluations, performance evaluations, disciplinary proceedings, incident reports, accommodation needs, correspondence

Uses: To respond to a particular grievance or discipline procedure

Users: Faculty Relations, supervisor

Individuals in Bank: Academic Staff

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Human Resources

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, email, employee number, immigration status, date of birth, sex, CV, employment history, work contract, salary, attendance record, leaves of absence, performance evaluations, disciplinary proceedings, incident reports, accommodation needs, correspondence

Uses: To respond to a particular grievance or discipline procedure

Users: Human Resources

Individuals in Bank: Administrative and support staff

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Human resources

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, date of birth, sex, social insurance number, employee number, address, phone number, email, date of death and supporting documentation (if applicable), relationship of the dependant to the employee, overage dependant full-time student status, overage disabled dependant children status, various life event notifications and dates (adding or removing dependents or beneficiaries due to marriage, separation, divorce, birth of a child, loss/death of a dependent, if applicable), revocable or irrevocable designations, benefit options, benefit costs (employer and employee), taxable benefit calculation, employment insurance (proof of payment), employment history (start date, end date, benefit eligibility date, end of probation date), work contract, salary, leave of absence record, emergency contact, signature, student number, student address and telephone number, financial information, budget documentation, education history, record of payment, union affiliation

Uses: To calculate, administer, and pay benefits to employees

Users: Pension Plans and Benefits sector of Human Resources Financial Resources

Individuals in Bank: Active and former staff, dependents, beneficiaries, spouse

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of such records, see the Procedure 20-4 - Records Retention Periods.

Location: Human Resources

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, employee number, faculty, school or service, department or division, position, signature, position description

Uses : To determine the eligibility of staff members for career development courses or activities and to reimburse expenses for career development courses and activities

Users : Training Centre and Career Development Funds, Human Resources - Leadership, Learning and Organizational Development Sector, Association of Employees of the University of Ottawa, Career Development Fund Committee

Individuals in Bank : Staff members who submit a request to the Career Development Fund

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Health and Wellness Sector, Human Resources

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, employee number, contact information, date of birth, employee’s position number, official title, job class, annual salary, leave of absence record, absence reports, incident reports, correspondence, application forms, medical notes, medical certificates and accommodation requests

Uses: To document workplace accidents involving employees, short-term absences, long-term disability, accommodation and Workplace Safety and Insurance Board claims

Users: Health and Wellness Sector

Individuals in Bank: Employees who have used the services of the Health and Wellness Sector

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Administration, Human Resources

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, address, CV, application, email, phone number, reference letters, correspondence, education, occupation

Uses: To select candidates and to write letters of offer to hire non-academic staff at the University of Ottawa.

Users: Human Resources, selection committee

Individuals in Bank: Non-academic full-time and part-time candidates, staff

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Human Resources

Legal Authority: University of Ottawa Act, 1965; Pension and Benefits Act (Ontario)

Information Maintained: Name, date of birth, sex, employee number, social insurance number, marital status, signature, address, telephone number, email, date of marriage or date of commencement of spousal relationship (if applicable), date of death of member or spouse (if applicable), date of separation or divorce (if applicable), student number (if applicable), personal pension information (amount and value of pension, benefit options), banking information, pension transfer information (if applicable), copy of income tax notice of assessment, employment history, work contract, salary, leave of absence record, emergency contact, record of payment, copy of identification document, copy of separation/divorce agreement (if applicable)

Uses: To calculate, administer, and pay pension benefits to members of University of Ottawa pension plans

Users: Pension Plans and Benefits sector of Human Resources

Individuals in Bank: Active, deferred, and retired members of pension plans as well as their dependent(s), information on beneficiary, spouse and witness

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of such records, see the Procedure 20-4 - Records Retention Periods.

Location: Human Resources

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, address, telephone number, email, employee number, CV, employment history, work contract, salary, position, years of service, financial information, collective agreement

Uses: To determine eligibility of requests for refresher leave

Users: Human Resources - Leadership, Learning and Organizational Development Sector, Committee on Refresher Leave, Administration Committee

Individuals in Bank: Staff members that submit a request for refresher leave

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Human Resources

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, address, phone number, email, social insurance number, employee number, date of birth, sex, civil status, citizenship, residency status, occupation, immigration status, medical leave, pension and benefit information, banking information, salary, hours worked, income tax notice of assessment, records of tuition payment/refund, emergency contact, pictures, federal TD1 tax form

Uses: To administer pay for University employees, generate government tax documentation, and forward relevant information to third

parties, such as insurers or immigration officials

Users: Pension, Benefit and Payroll sector, faculties (limited access), offices (limited access)

Individuals in Bank: Employees and non-employees of the University who have been granted access to University facilities or services

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those such records, see the Procedure 20-4 - Records Retention Periods.

Location: Human Resources

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, employee number, faculty, school or service, department or division, position, years of service, signature, CV, employment history, performance evaluations, psychometric tools

Uses: To manage the coaching program and match employees with a coach

Users: Human Resources - Leadership, Learning and Organizational Development Sector, Consultants (limited access)

Individuals in Bank: Employees who have asked to participated in the coaching program (limited access)

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of such records, see the Procedure 20-4 - Records Retention Periods.

Location: Human Resources

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, employee number, faculty, school or service, department or division, position, years of service, signature, CV, employment history, psychometric tools

Uses: To manage the job shadowing program and match staff members to their peers

Users: Leadership Program Selection Committee, Human Resources - Leadership, Learning and Organizational Development Sector

Individuals in Bank: Staff members chosen by the Leadership Program Selection Committee, person in charge of job shadowing

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Human Resources

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, employee number, faculty, school or service, department or division, position, years of service, psychometric tools

Uses: To choose staff members for the Leadership and Management Program

Users: Leadership Program Selection Committee, Human Resources - Leadership, Learning and Organizational Development Sector

Individuals in Bank: Staff members chosen by the Leadership Program Selection Committee

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Disposition of Information.

Location: Human Resources

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, employee number, faculty, school or service, department or division, position, years of service, signature, CV, employment history, psychometric tools

Uses: To administer the mentoring program and to match staff members with a mentor

Users: Human Resources - Leadership, Learning and Organizational Development Sector, Mentors (limited access)

Individuals in Bank: Staff members who have asked to be part of the mentoring program, mentors

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Human Resources

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, email, employee number, position

Uses: To record the workshops attended by the University employees

Users: Human Resources - Leadership, Learning and Organizational Development Sector, Supervisors of employees in the bank

Individuals in Bank: Administrative and academic staff members

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of such records, see the Procedure 20-4 - Records Retention Periods.

Location: Co-operative Education Programs

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, student number, address, phone number, email, program, CV, unofficial transcript, notes on interactions with students, CO-OP employment history, midterm and final evaluations, student evaluations and feedback

Uses: To match CO-OP students to positions and to track their progress

Users: Co-operative Education Programs, employers (limited access)

Individuals in Bank: Students admitted to the CO-OP programs

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Disposition of Information.

Location: Financial Aid and Awards Service (Financial Aid Section)

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, address, phone number, email, signature, social insurance number, student number, employee number, date of birth, sex, marital status, citizenship, Indian status, special needs/disability or health concerns, residency status, financial information of parents or spouse, occupation, education, course registration, course withdrawal, scholarships and awards criteria, official/unofficial transcript, secondary/prior educational history, completed tests or assignments, reference letters, CV, employment history, work contract, salary, leave of absence record, performance evaluations, disciplinary proceedings, grievances, financial information, budget documentation, payroll, income tax notice of assessment, records of tuition payment/refund, records of residence payment/refund, records of food services payment/refund, emergency contact, record of payment, pictures, incident reports, correspondence, application forms, liability waiver, volunteer involvement, benefit options, consent form, complaints, counselling records, records of advising sessions, third party information

Uses: Process financial aid request from the governments of Canada and other countries

Users: Financial Aid and Awards Service

Individuals in Bank: Students

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: International Office

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, address, telephone number, email, signature, student number, date of birth, sex, citizenship, special needs/disability or health concerns, official/unofficial transcripts, language skills, portfolios, auditions, reference letters, course registration, program, CV, copy of passport, emergency contact, pictures, videos, liability waiver, consent form, insurance policy

Uses: To evaluate student applications in order to determine eligibility for international exchange programs

Users: International Office and academic advisors at faculties

Individuals in Bank: Incoming and outgoing students applying for an international exchange program

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Career Development Centre

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, student number, address, telephone number, email, program

Uses: To provide students with access to various job opportunities in Canada and abroad

Users: Career Development Centre

Individuals in Bank: Students that accessed the JobsNow portal.

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Housing Service

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, mailing and permanent addresses, telephone numbers, student email addresses, signature, student number, employee number, date of birth, gender, language, age, undergraduate/graduate status, CO-OP program, registration status, staff applications, preferred pronouns, employee email, relevant medical information, dietary information, clothing sizes, accommodation requests, performance improvement plans or other accommodation plans, social insurance number, financial data, GPA, employee evaluation data, criminal activity report, first aid

Uses: To hire and train student staff members. This information is also used for performance management, including discipline.

Users: Residence life, Housing Services

Individuals in Bank: Students hired by Residence Life

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Academic Accommodations Service - Academic Accommodation

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, address, contact information, medical forms, medical diagnosis information, psychological reports and assessments, as well as other financial related information such as social insurance number and banking information that might be required for bursary applications or service related payments. Other academic information, such as course schedules, grades, and exam copies may also be stored at various points of time throughout the academic accommodation process.

Uses: To document student disabilities in compliance with provincial legislation and establish accommodations for students with disabilities

Users: Academic Accommodations Service – Academic Accommodations and Director of Academic Accommodations Service

Individuals in Bank: Students registered with Academic Accommodations Service - Academic Accommodations

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Academic Writing Help Center

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, student number, date of birth, faculty, program, course load status, course registration, preferred language, email addresses, citizenship, Indian status, first generation student status, exchange student status, mailing and permanent address. The information also includes information such as the type of and length of the appointment, the name of the academic advisor, and their notes on the interaction.

Uses: To manage appointments with writing advisers, to assist students in developing their writing skills, and to provide information about services that may benefit students, such as study groups and workshops

Users: Academic Support Unit

Individuals in Bank: Students who used the services of the Academic Writing Help Centre

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Counselling and Coaching

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, student number, file number, date of birth, mailing address, permanent address, phone number, email, faculty, program, classification, preferred language, counsellor assigned, clinical documentation: evaluation, report, notes, letter of support, case summary, contact points, consultation form

Uses: To ensure that counselling/psychotherapy services comply with College of Registered Psychotherapist of Ontario standards and to conduct program analysis and statistical measurements

Users: Staff and Chief of Academic Accommodations Service Counselling, Academic Accommodations Service director, Program Evaluation Manager

Individuals in Bank: Students/clients of these services

Retention and Disposal: For ten (10) years, in compliance with Ontario’s controlled act of psychotherapy

Location: Academic Writing Help Center

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, student number, date of birth, faculty, program, email, course load status. The information also includes appointment information, such as type and length of appointment, name of the mentor, and notes on the interaction.

Uses: To manage the mentoring program, including by booking appointments, scheduling and marketing services (study groups and workshops), and by training writing advisors and mentors.

Users: Academic Support Unit, as well as our partners within faculty and services

Individuals in Bank: Students who use Academic Accommodations Service Mentoring services

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Financial Aid and Awards Service (Financial Aid Section)

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, address, phone number, email, signature, social insurance number, student number, employee number, date of birth, sex, marital status, citizenship, Indian status, special needs/disability or health concerns, residency status, financial information of parents and/or spouse, information of sponsors, occupation, education, course registration, course withdrawal, scholarship/award criteria, official/unofficial transcripts, secondary/prior educational history, completed tests or assignments, reference letters, CV, employment history, work contract, salary, leave of absence record, performance evaluations, disciplinary proceedings, grievances, financial information, credit card information, budget documentation, payroll, income tax notice of assessment, records of tuition payment/refund, records of residence payment/refund, records of food services payment/refund, emergency contact, record of payment, pictures, incident reports, correspondence, application forms, liability waiver, volunteer involvement, benefit options, consent form, complaints, counselling records, records of advising sessions, third party information and other supporting document provided for a bursary request

Uses: To process applications for financial aid, scholarships, awards and bursaries and to administer the Work-Study Program. To process requests from the governments of Canada and other countries and to process Work-Study Program admission and reimbursement requests

Users: Financial Aid and Awards Service, Strategic Enrollment Management (limited access), Office of the Vice-Provost, Graduate and Postdoctoral Studies, Advancement Services/Development Office (limited access), bursary selection committee (limited access), Human Resources (limited access), Financial Resources

Individuals in Bank: Previous, current, and future students, third parties (consent required)

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Student Accounts, Financial Resources

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Documentation serving as supporting evidence to prove financial hardship, information of sponsors, financial information, student income tax notice of assessment, decisions of appeal committees, payment of various fees by students and refund of various fees to students

Uses: To manage financial files of student accounts, respond to information requests, issue provincial and federal tax forms, issue proof of payment, make payments and refunds to students, collect payments and process appeal and annulment requests

Users: Student Accounts, faculties, Strategic Enrollment Management, Financial Aid and Awards, Financial Resources

Individuals in Bank: Students, sponsors (external organizations)

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Housing Service

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, email, student number, gender, date of birth, residence address and room number, pictures, documented incident details, meeting notes and communications (email, texts), emergency contact information, Protection Services reports, event attendee names, visitor driver’s licence, student ID or other ID information for guest registry, liability waivers, demographic information for surveys, roommate agreement

Uses: To document, address and respond to safety, security, disciplinary, behavioural or health issues that may arise in residence

Users: Housing Service, Community Advisors

Individuals in Bank: Residents, temporary occupants, guests, hotel guests involved in a residence interaction or incident

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Disposition of Information.

Location: Housing Service

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, mailing and permanent addresses, telephone number, email, signature, student number, date of birth, gender, language, age, applicant type and applications, marital status, undergraduate/graduate status, CO-OP program, registration status, GPA, CGPA, legal status, residence agreement, occupation fees, food services contract and financial data, emergency contact information and relationship to student, record of charges and payment, student pictures, room number, email correspondence and notes, third party authorization documents, residents meeting confirmation forms, sublet agreements, medical and special needs information, student application comments, room changes and termination requests, institutional attendance of temporary occupant, application preference and roommate data, arrival and departure dates

Uses: To assess eligibility for residence accommodation and/or related services, to process resident applicants and sublets, to fulfill Housing obligations under the residence agreement; and to process residence fees

Users: Housing Service

Individuals in Bank: Residents and temporary occupants

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Information is electronically maintained and accessible through the Student Information System

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, address, phone number, date of birth, nationality, next of kin, application, records of previous studies, letters of recommendation, test results, offer of admission and response to the offer, documents submitted to meet admission, registration or advanced-standing requirements, documents or correspondence that can modify the student record (academic changes, letters of permission, requests for exemption), enrollment and performance information (programs of study, examination results, letter of appeal, narrative evaluations, distinctions, sanctions, degrees obtained), financial information (such as fees, payments, awards), any document confirming legal status or a change of status, other letters and forms signed by the student, photos of student used to produce a student card, supporting documents provided by, or at the request of, the student (for example, record of previous studies, letters of reference or medical certificates), documents pertaining to the student’s studies or to the evaluation of the student’s work at the University which cannot be easily recorded in electronic form (such as thesis evaluations), other documentation that the academic unit considers relevant to the student’s studies

Uses: To administer the University’s academic programs, including recruitment, admission, registration, advancement, degree granting and administration. This information is also used to assess the students’ qualifications for entry, establish a record of performance in programs and courses, provide the basis for awards and government funding, and assist the University in the academic and financial administration of its affairs

Users: Staff members. Authorized University representatives and consultants may be granted access to student record information if they need the information to perform their duties or if such access is necessary and appropriate in the discharge of the University’s functions. This includes academic staff in the faculties (support staff and professors with administrative duties), Office of the Registrar, Financial Aid and Awards Service, Academic Accommodations Service, Financial Resources, Protection Services, Teaching and Learning Support Service (limited access).

Individuals in Bank: Students

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Michaëlle Jean Centre for Global and Community Engagement

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, address, telephone number, email, student number, sex, citizenship, volunteer involvement

Uses: To match students with volunteer opportunities. The student and the community partner (email, phone number) contact each other

Users: Michaëlle Jean Centre for Global and Community Engagement, professors (limited access), internal and external community partners (limited access)

Individuals in Bank: Students that accessed the Community Engagement Navigator

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Financial Aid and Awards Service

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, address, telephone number, email, signature, social insurance number, student number, employee number, date of birth, sex, marital status, special needs/handicap or health issues, citizenship, Indian Status, residency status, course load status, program, CV, employment history, salary, work contract, financial questionnaire

Uses: To determine the eligibility of students applying for the Work-Study program and to match students with an employer

Users: Financial Aid and Awards, employers (limited access), Human Resources

Individuals in Bank: Students applying for the Work-Study Program, employers posting Work-Study positions

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Office of Research Ethics and Integrity

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, address, phone number, email, occupation and all other information needed to process allegations.

Uses: To process allegations of breaches of responsible conduct of research

Users: Office of Research Ethics and Integrity

Individuals in Bank: Staff, students or third parties involved in allegations involving breaches of responsible conduct of research

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: TLSS - Teaching and Learning Support Service

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, email, professor’s status (regular, part-time, replacement, etc.), faculty, general topic of the consultation.

Uses: To maintain notes in order to follow-up with the person who reached out to the Pedagogical Consultations Service.

Users: Specialists meeting professors, manager of educational development for statistical purposes.

Individuals in Bank: Members of the teaching personnel who reached out to the Pedagogical Consultations Service.

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Research Management Services

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, contact information, date of birth, sex, marital status, race, ethnic origin, citizenship, Indian status, special needs/disability or health conditions, residency status, occupation, education, biographical information, CV, employment history, salary, teaching evaluations, research interests, application forms, meeting notes, self-identification forms, and consent forms

Uses: To assist in recruitment, hiring and retention. Information may be shared with selection committee members, designated research administrators, referees identified by the applicants, senior management and designated government officials (i.e. Canada Research Chairs Program personnel). The information may also be used for planning and evaluation purposes.

Users: Office of the Vice-President

Individuals in Bank: Candidates applying for a research chair

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Office of Research Ethics and Integrity

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, phone number, address, email, occupation, CV, Research Ethics Board application forms

Uses: To evaluate applications submitted to the Research Ethics Board, as well as to process complaints or allegations of breaches of responsible conduct of research.

Users: Office of Research Ethics and Integrity, Research Ethics Board

Individuals in Bank: Staff, students and external researchers applying for research board approval of an ethical evaluation of a research project.

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Office of Research Ethics and Integrity

Legal Authority: University of Ottawa Act, 1965

Information Maintained: CV, name, address, email, phone numbers, occupation, education, date of birth

Uses: To assess areas of expertise, keep a list of members of both research committees for communication purposes

Users: Office of Research Ethics and Integrity

Individuals in Bank: Members of the Social Sciences and Humanities Research Ethics Board and members of the Health Sciences and Sciences Research Ethics Board

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Research Management Services

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, email, identification numbers, financial information

Uses: To track, monitor, and maintain compliance with the terms and conditions of all research grants and contracts as outlined by the various funders

Users: Research Management Services, Research Management Services’ Financial Services, Faculties (limited access)

Individuals in Bank: Researchers

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Protection Services

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, contact information, identification numbers, access records

Uses: To allow a staff member, student or contractor to access a building or room to facilitate University of Ottawa operations. The records may be used for investigative purposes.

Users: Protection Services, card administrators

Individuals in Bank: Staff, students and contractors who require an access card

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Access to Information and Privacy Office

Legal Authority: University of Ottawa Act, 1965

Information Maintained: This bank describes information related to all requests for information including: informal requests for access to information and personal information; formal requests for access to information; and access to, or correction of, personal information made by individuals in accordance with the Freedom of Information and Protection of Privacy Act (FIPPA). The personal information may include: name, contact information, banking information, identification numbers, and other processing information related to the request, as well as personal information contained in institutional records that are relevant to the request.

Uses: To process access to information requests or correct personal information. Information may be shared with other institutions during consultations required to process and respond to formal requests made under FIPPA. Information may be shared with the Information and Privacy Commissioner of Ontario during an appeal process.

Users: Access to Information and Privacy Office

Individuals in Bank: Individuals and their representatives who make informal or formal requests to either obtain information or correct personal information under the control of the University, and individuals included in the access to information records

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Career Development Centre

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, student number, address, telephone number, email, program, psychometric tools

Uses: To offer career counselling services to help clients recognize their values and interests so they can make informed decisions about their field of study and future careers

Users: Career Development Centre

Individuals in Bank: Students, alumni, and community members who obtain services from the Career Development Centre

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Community Legal Clinic (a program of the Faculty of Law, Common Law Section)

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, address, financial and medical information, case notes

Uses: To provide legal advice and representation to clients who are members of the public or students

Users: Support staff and lawyers employed at the clinic as well as law students enrolled in a clinical legal education course

Individuals in Bank: Clients who receive services from the clinic

Retention and Disposal: With respect to legal files, 15 years from the date of closing the file. For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Protection Services

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, home and cell phone number, emails

Uses: To reach key staff to respond to, or provide information about, emergencies on campus.

Users: Protection Services managers, Protection Services uniformed staff, University of Ottawa Emergency Operations Centre managers, University of Ottawa senior managers

Individuals in Bank: Key staff identified to respond to, or provide information about, emergencies on campus.

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Sports Services

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, address, telephone number, email, date of birth, sex, special needs/disability or health concerns, information of parents, food allergies, health card number, health insurance number, financial information, credit card information, emergency contact, pictures, videos, liability waiver, consent form, swimming lesson level, t-shirt size, signature

Uses: To manage summer camps, to contact individuals

Users: Sports Services; Administrative Services (Finance, Human Resources), Student Life

Individuals in Bank: Children enrolled in camps, their parents, individuals who are authorized to pick up the child

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Sports services

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, address, telephone number, email, social insurance number, date of birth, sex, citizenship, residency status, CV, employment history, reference letters, work contract, salary, volunteer involvement, criminal activity report

Uses: To manage employment

Users: Sports Services; Administrative Services (Finance, Human Resources), Student Life

Individuals in Bank: Individuals who apply for a job at Sports Services

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Sports services

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, address, telephone number, email, social insurance number, date of birth, sex, citizenship, residency status, CV, employment history, reference letters, work contract, salary, volunteer involvement, criminal activity report

Uses: To manage employment

Users: Sports Services; Administrative Services (Finance, Human Resources), Student Life

Individuals in Bank: Individuals who apply for a job at Sports Services

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Sports Services

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, address, telephone number, email, student number, date of birth, sex, height, weight, special needs/disability or health concerns, health card number, record of physical examination, contract, emergency contact, pictures, news articles, videos, liability waiver, consent form, program, sport, position, hometown, high school club, high school coach, other teams played for, provincial and national team experience, last date of competition, other sports played

Uses: To manage the Gee-Gees’ varsity program, to document student eligibility to participate in one of the University’s varsity teams, varsity clubs or competitive teams, to contact individuals

Users: Sports Services; Administrative Services (Finance, Human Resources), Student Life

Individuals in Bank: Student members of varsity teams, varsity clubs or competitive clubs

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Sports Services

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, address, telephone number, email, student number, employee number, date of birth, sex, special needs/disability or health concerns, health card number, financial information, emergency contact, liability waiver

Uses: To manage and promote the gym and its services, to contact individuals

Users: Sports Services; Administrative Services (Finance, Human Resources), Student Life

Individuals in Bank: Students, staff, retirees, external students, alumni, community, member guests

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Human Rights Office

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, contact information, identification numbers, health information and other personal information for processing information related to the complaint.

Uses: To process informal and formal complaints that contain allegations of harassment, discrimination or sexual violence made by individuals. The information may be used for planning and evaluation purposes

Users: Human Rights Office

Individuals in Bank: Individuals who make informal and/or formal complaints containing allegations of harassment, discrimination and sexual violence, as well as other individuals who are related to the complaint, such as respondents and witnesses

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Sports Services

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, address, telephone number, email, student number, employee number, t-shirt size, activity, financial information, credit card information, consent form, liability waiver, signature

Uses: To record students, staff and alumnus participating in intramural sports, to contact individuals, to evaluate intramural sports

Users: Sports Services; Administrative Services (Finance, Human Resources), Student Life

Individuals in Bank: Students, staff and alumnus participating in intramural sports

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Legal Counsel office

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, address, employment, education, financial and medical information

Uses: To provide legal advice and opinions to the University, legal representation of the University before courts, tribunals and in other legal proceedings or matters

Users: Secretary-General, Office of Legal Counsel, External Counsel

Individuals in Bank: Persons for, against, or with whom the University is, or may be, involved in litigation or other legal proceedings or legal matters

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Protection Services

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, contact information, identification numbers, access records

Uses: To allow a parking permit holder to access a gated parking lot or garage. The records may be used for investigative purposes

Users: Protection Services

Individuals in Bank: All parking permit holders that require access

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Protection Services

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, contact information, banking information, identification numbers, vehicle information

Uses: To manage parking permit sales, to manage and enforce parking

Users: Protection Services and Financial Resources

Individuals in Bank: Staff, students, contractors and visitors who have purchased a parking permit or want to purchase one online

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Access to Information and Privacy Office

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Information related to all privacy breaches (whether confirmed or suspected) and privacy complaints handled by the Access to Information and Privacy Office. This bank includes name, telephone number, student number, employee number, email and the breached information of the individuals affected by a suspected or confirmed privacy breach, or necessary to respond to a privacy breach complaint.

Uses: To respond to privacy breaches and privacy complaints. Information may be shared with other institutions, such as the Information and Privacy Commissioner of Ontario, in order to respond to legal obligations

Users: Access to Information and Privacy Office

Individuals in Bank: Individuals affected by a suspected or confirmed privacy breach, complainants and their representatives

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Professional Development Institute

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, address, email, telephone number, social insurance number, occupation, education, course registration, course withdrawal, credits, course history, CV, work contract, teaching evaluation

Uses: To hire course instructors and to keep a record of course participants at the Professional Development Institute

Users: Professional Development Institute

Individuals in Bank: Course participants and course instructors

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Protection Services

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Information related to voice recordings from all incoming and outgoing calls to the Protection Services Call Center (Dispatch). Two-way radio transmissions from uniformed Protection staff on duty.

Uses: To investigate and provide evidence in cases involving complaints, thefts, assaults, damage to property, lawsuits, etc.

Users: Protection Services

Individuals in Bank: Staff, students, general public

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Protection Services

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, contact information, identification numbers, vehicle information, academic information, employment information, videos, pictures and any other information disclosed or found during an incident or investigation

Uses: To document reports, investigations and responses by Protection Services staff

Users: Protection Services

Individuals in Bank: Staff, students and general public

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Sports Services

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, address, telephone number, email, date of birth, financial information, liability waiver

Uses: To manage facility rentals, and to contact individuals

Users: Sports Services; Administrative Services (Finance, Human Resources), Student Life

Individuals in Bank: Students, staff, retirees, external students, alumni, community

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Sports Services

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Name, address, telephone number, email, student number, employee number, member number, date of birth, sex, financial information, liability waiver, t-shirt size

Uses: To administer and promote various activities, to contact individuals

Users: Sports Services; Administrative Services (Finance, Human Resources), Student Life

Individuals in Bank: Students, staff, retirees, external students, alumni, community, member’s guests

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Housing Service

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Individual or company name, address, telephone number, email, financial information, record of payment, liability waiver, room number, reservation number, check-in notes, housekeeping notes, group rooming lists

Uses: To manage summer accommodations and to communicate information about the booking.

Users: Housing Service

Individuals in Bank: Individuals and groups who book summer accommodation

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.

Location: Protection Services, Housing Services

Legal Authority: University of Ottawa Act, 1965

Information Maintained: Video recordings taken by surveillance cameras on the University of Ottawa campuses

Uses: To investigate and provide evidence in cases involving thefts, assaults, damage to property, lawsuits, etc.

Users: Protection Services, Housing Services (managers)

Individuals in Bank: Staff, students and general public

Retention and Disposal: For information on how long specific types of common administrative records are maintained by the University, including the final disposition of those records, see the Procedure 20-4 - Records Retention Periods.