Privacy and Use of Confidential Information
Wilfrid Laurier University falls under the ambit of Ontario’s Freedom of Information and Protection of Privacy Act (the Act). Pursuant to section 39 (2) of the Act, R.S.O. 1990, information is collected under the legal authority of the Wilfrid Laurier University Act to administer the university-student relationship. Information will be used for administrative and statistical purposes, and determining academic support services. In addition to the preceding, individuals have the rights and duties set out in the Act. Where the Act and the university’s policies conflict, the Act shall prevail.
All information about the nature of the student’s disability remains strictly confidential within the Accessible Learning Centre (ALC). Due to privacy regulations, students must consent before the centre may discuss their individual needs or release information related to the functional impact of their disability to faculty, administration, professionals or family members. The rare exceptions to this policy include when the release of information is required by law and/or a student’s safety is at risk.
All files will be maintained in a locked filing cabinet within a locked office. There will be no unauthorized accessed (e.g. individuals who are not staff of the ALC) to the file without the expressed and written consent of the student. A signed consent form will be produced identifying what information is being requested, the purpose and the person to whom the information be released. All files subpoenaed for legal purposes will be processed as indicated by the associate director in consultation with the consultant assigned to the file. Copies of all information released for such purposes will be maintained with the associate director along with a copy held within the student file.
The associate director will be notified immediately upon discovery that a file has been compromised or the privacy of a student’s information has been breached. Appropriate actions will be taken including a review of the circumstances that lead to the breach, communication to the student (that their privacy has been compromised), and a report to the University Privacy Office.
All student files will be maintained for the duration of the student’s registration and will be destroyed seven years post graduation via confidential shredding. Should a student withdraw from their studies, the file will be maintained securely within the consultant office for a period of one year. Should the student not return after the one-year period, the file will be locked and archived within the main office and recorded as such in the ALC database.
Use of Information and Disclosure to MTCU
The university is required to report ALC registration data to the Ministry of Training, Colleges and Universities (MTCU) as a condition of its receipt of operating grant funding (Accessibility Fund for Students with Disabilities). Aggregate data that represents program utilization by disability type is collected and reported to MTCU in the form of an annual report.
Refer to Univeristy-Level Policies for a complete list of Laurier's policies and procedures.