Personal Information Banks

Personal Information Banks

Pursuant to the Freedom of Information and Protection of Privacy Act (FIPPA), section 35, Brock University has made available this Directory of Records. The following lists the general classes or types of records held by the University. For details about Brock programs and administrative functions, go to the Brock University homepage, and click “Departments”, then “A-Z Listing”, and scroll down the list to select the appropriate administrative and academic department name(s).

Directory of Records

Academic

Activities focused on instruction and the acquisition and dissemination of knowledge.

Administration

Activities with regard to the day-to-day management of University and departmental offices.

Advancement

Activities related to alumni relations, development and donor relations, and communications.

Campus and
Community Services

Activities focused on the provision of support services to students and the broader community.

Facilities Management

 

Activities related to the maintenance, operations and development of campus facilities and grounds.

Finances

Activities providing financial and administrative support for the University community.

Governance

Activities related to governance of the University.

Human Resources - Environment, Health and Safety

 

Activities that support and enhance the success of the University and in particular its People by providing leadership, and services, promoting personal and professional development, building strategic partnerships and fostering a positive, safe and healthy environment. 

Research

Activities focused on furthering knowledge and delivering effective research.

Student Services
and Records

Activities focused on supporting and promoting the present and future well being of students.


Personal Information Banks by Function

Pursuant to the Freedom of Information and Protection of Privacy Act (FIPPA), section 35, Brock University has made available this list of Personal Information Banks.

A Personal Information Bank lists the types of personal information that the University collects. The University protects the personal privacy of individuals and, in keeping with FIPPA, access to information is subject to limited and specific exemptions and exclusions.

Academic

Administration

Advancement

Campus and Community Services

Finances

Governance

Research

Student Services and Records


Personal Information Banks by Function

A Personal Information Bank lists the types of personal information that the University collects to carry out its mandate and to perform related administrative functions.  Brock University’s Personal Information Banks are as follows:

Academic

Tests, Examinations and Assessments Records
Location:  Offices of Academic faculty members and/or instructors.
Legal Authority:  The Brock University Act, 1964.
Information Maintained: Name, student number, completed tests/examinations, and other assessments, marks.
Uses: Assess academic standing and progress, document the testing and examination process.
Users: Faculty, staff.
Individuals in Bank: Students.
Retention and Disposal: 6 months, then confidential destruction.

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Administration

Campus Security Services Incident Reporting Records
Location: Campus Security Services.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, address, telephone number, e-mail address, student number, incident reports, physical descriptions, incident discipline records.
Uses: To develop incident reports and issue security alerts on campus.
Users: Campus Security Services staff and senior administration.
Individuals in Bank: Individuals related to the incident.
Retention and Disposal: 7 years, then confidential destruction.

Information Technology Services Computer Accounts Records
Location: Information Technology Services.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, address, telephone number, e-mail address, student number; employee number, password, contracts or agreements, financial information.
Uses: To maintain internet and intranet accounts for students, faculty and staff.
Users: Information Technology Services staff.
Individuals in Bank: Students, faculty, staff.
Retention and Disposal: Varied.

Information Technology Swipe Card Records  
Location: Information Technology Services.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, student number, employee number, photo, swipe card number.
Uses: To identify and provide identification for students, faculty and staff, and to provide access to secure areas on campus.
Users: Information Technology Services staff, Campus Security Services.
Individuals in Bank: Students, faculty, staff.
Retention and Disposal: Varied.

Internal Academic Review Records
Location: Office of the Vice-President (Academic), Faculties, Departments.
Legal Authority: The Brock University Act, 1964.
Information Maintained: CVs, publication and research records, external review reports and accreditation body reports.
Uses: To maintain a list of academic departments undergoing the Academic Review process.
Users: Vice-President (Academic), Faculties, Departments.
Individuals in Bank: Faculty, staff.
Retention and Disposal: 7 years, then confidential destruction.

Request Management System Records
Location:  Freedom of Information and Privacy Office.
Legal Authority: Freedom of Information and Protection of Privacy Act (FIPPA), 1990.
Information Maintained: Name, address, telephone number, e-mail address, description of information requested/to be corrected, correspondence, copies of requested records.
Uses:  Maintain a record of all requests; compile statistics.
Users:  Freedom of Information and Privacy Protection staff, President and Vice Chancellor and/or delegate.
Individuals in Bank: Individuals submitting requests under the Freedom of Information and Protection of Privacy Act (FIPPA).
Retention and Disposal: Kept on database permanently; request files kept 5 years, then confidential destruction.

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Advancement

Alumni Records
Location: Office of University Advancement.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, address (current and historical), telephone number, fax number, e-mail address, date of birth, student number,  kin name/address/telephone number, marital/family connections, occupational information, degree(s)/professional designations, program and graduation information, awards, extracurricular activities and interests, volunteer information, photographs, donation history, communication regarding donations/contacts with University.
Uses: To maintain a record of students and alumni for contact and communications, fundraising, and social activities.
Users: Advancement staff, senior University staff, staff involved with alumni and donor relations.
Individuals in Bank: Students and Alumni and their next of kin, individuals external to the University.
Retention and Disposal: Kept on file permanently.

Donor and Prospect Records
Location: Office of University Advancement.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, address (current and historical), telephone number, fax number, e-mail address, date of birth, marital/family connections, occupational information, educational history, extracurricular activities and interests, volunteer information, donation history, donor identification number, financial information, photographs, communication regarding donations/contacts with University, reports related to University campaigns/initiatives.
Uses: To maintain a record of corporate and individual donors and their donation history as well as prospective donors for the purposes of fundraising, communication and promotional activities.
Users: Advancement staff, Student Awards and Financial Aid, senior University staff, staff involved with alumni and donor relations.
Individuals in Bank: Donors.
Retention and Disposal: Kept on file permanently.

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Campus and Community Services

Archives Services Records
Location: Brock University Archives.
Legal Authority:   The Brock University Act, 1964.
Information Maintained: Name, address, telephone number, e-mail address, student number, research interests, registration cards, reprographic requests.
Uses: To maintain records of Archives users and to provide public services.
Users: Archives staff.
Individuals in Bank: Students, faculty, staff, alumni, and members of the public.
Retention and Disposal: Researcher and donor records kept on file permanently; Potential donors or archival records and book collections kept 15 years, then confidential destruction.

Brock Niagara Aquatics Swim Club Records
Location:  Department of Recreation Services.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, address, telephone number, e-mail address, date of birth, educational history, health concerns, emergency contact information, next-of-kin, credit card information.
Uses: Registration history with Swim Ontario, contact billing, and awards.
Users: Swim club administrators, coaches.
Individuals in Bank: Swim athletes.
Retention and Disposal: 1 year after athlete leaves program, then confidential destruction.

Centre for the Arts Ticket Sales Records
Location: Centre for the Arts.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, address, telephone number, fax number, e-mail address.
Uses: Process ticket sales, memberships, donations.
Users: Centre for the Arts staff.
Individuals in Bank: Patrons.
Retention and Disposal: Kept on file permanently.

Continuing Education Registration Records
Location: Continuing Education Office, Management Development Centre, Cool Climate Oenology and Viticulture Institute (CCOVI).
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, address, telephone number, fax number, e-mail address, date of birth, program and registration history, credit card information or cheque. 
Uses: Processing registrations, attendance lists for Continuing Education instructors, check membership status, marketing and program design purposes.
Users: Continuing Education staff, Community Learning staff, Management Development Centre staff, Cool Climate Oenology and Viticulture Institute staff.
Individuals in Bank: Registrants.
Retention and Disposal: Kept on database permanently; registration forms kept 7 years, then confidential destruction.

Library Services Records
Location: University Library System.
Legal Authority:  The Brock University Act, 1964.
Information Maintained: Name, address, telephone number, e-mail address, student number, employee number, circulation history, library fines, membership fees.
Uses: To maintain records of library circulation and user services.
Users: Library staff.
Individuals in Bank: Students, faculty, staff, alumni, and members of the public.
Retention and Disposal: Indefinitely in electronic format.

Off-Campus Living and Neighbourhood Relations Accommodation Advertising Records
Location: Off-Campus Living and Neighbourhood Relations Services.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, address, telephone number, e-mail address, alternate contact telephone number, rental property address and description, credit card number.
Uses: Advertising landlords’ vacant properties.
Users: Off-Campus Living and Neighbourhood Relations Services staff.
Individuals in Bank: Landlords.
Retention and Disposal: Kept on database permanently; credit card information kept 1 year, then confidential destruction.

Parking Services Records
Location: Parking Services.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, address, telephone number, e-mail address, student number, employee number, special needs parking status, vehicle licence plate, vehicle make and model, payment status.
Uses: To maintain records on student, employee, and community members parking permits and parking violations.
Users: Parking Services staff.
Individuals in Bank: Students, faculty, staff, community members.
Retention and Disposal: Kept on file permanently.

Recreation Services Registrations Records
Location: Department of Recreation Services.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, address, telephone number, e-mail address, health concerns, date of birth, emergency contact, program and registration history.
Uses: Attendance lists for Recreation instructors, processing registrations, check membership status.
Users: Recreation Services staff.
Individuals in Bank: Registrants, members, Athletic Department camp registrants.
Retention and Disposal: Kept on file permanently. 

Rodman Hall Membership Records
Location: Rodman Hall.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, address, telephone number, e-mail address.
Uses: To promote participation in exhibitions, educational programs and gallery events.
Users: Rodman Hall staff.
Individuals in Bank: Members.
Retention and Disposal: 1 year after membership expires, then confidential destruction.

Rodman Hall Registrant Records
Location: Rodman Hall.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, address, telephone number, e-mail address, age, health concerns (children only), emergency contact (children only), program and registration history.
Uses: To maintain a record of course registrants, and promote exhibitions, educational programs and gallery events.
Users: Rodman Hall staff.
Individuals in Bank: Registrants.
Retention and Disposal: 10 years, then confidential destruction. 

Rodman Hall Volunteer Records  
Location: Rodman Hall.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, address, telephone number, e-mail address, date of birth (optional), emergency contact, interests, educational history, volunteer experience, references, police clearance certificate (for those involved in children’s programs), health restrictions.
Uses: To track volunteers’ availability.
Users: Rodman Hall staff.
Individuals in Bank: Students, volunteers.
Retention and Disposal: 1 year after volunteer services terminate, then confidential destruction.

Scheduling for Meeting Room Booking Records
Location: Conference Services.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, address, telephone number, e-mail address, meeting or classroom assigned, room set-up arrangements, method of payment.
Uses: To maintain records of conference and event planning and delivery at the University.
Users: Conference Services staff.
Individuals in Bank: Conference guests/delegates.
Retention and Disposal: 7 years, then confidential destruction.

Youth University Registration Records
Location: Youth University.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, address, telephone number, e-mail address, date of birth, health concerns, emergency contact information, school or organization, credit card information.
Uses: Record and process registrations and program delivery.
Users: Youth University staff.
Individuals in Bank: Youth University registrants.
Retention and Disposal:  Credit card information shredded after program completion; health information kept a minimum of 10 years, then confidential destruction.

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Finances

Student Financial System Records 
Location: Student Accounts Finance Office.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Records of tuition and incidental fees paid and reimbursed, and records of balances owing for residence fees, library fees, and other fees, reports to collection agencies.
Uses: To manage student financial accounts with the University.
Users: Registrar staff, Student Accounts Finance staff, Student Awards and Financial Aid staff.
Individuals in Bank: Students.
Retention and Disposal: Minimum of 7 years, then confidential destruction.

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Governance 

Board of Trustees Membership Records
Location: University Secretariat.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, address, telephone number, e-mail address, occupation, public or professional organization experience, biographical information, CV.
Uses: To maintain a list of past and present board members.
Users: Board of Trustees, President’s Office, University Secretariat.
Individuals in Bank: Board of Trustees members.
Retention and Disposal:  Varied documentation archived. 

Honourary Degree Records
Location: University Secretariat.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, address, telephone number, e-mail address, occupation, public or professional organization experience, biographical information, CV.
Uses: To maintain a list of honorary degree recipients.
Users: Senate, University Secretariat.
Individuals in Bank: Honorary degree nominees and recipients.
Retention and Disposal:  Archived indefinitely.

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Research

Research Project Management Records
Location: Research Services, Faculties and Departments.
Legal Authority: The Brock University Act, 1964
Information Maintained: Name, address, date of birth, educational history, employment history, confidential letters of recommendation, research agreements, interview responses, extracurricular activities and interests, animal care protocols, human research ethics protocols, research contracts agreements including  Material Transfer Agreements, confidentiality agreements.
Uses: For submission to research sponsors, including government agencies and departments, not-for-profit organizations and industry.
Users: Research Grant Facilitators, Research Ethics Officer, Research Ethics Board members (human research ethics protocols and related documentation), staff.
Individuals in Bank: Students, faculty.
Retention and Disposal: Varied.

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Student Services and Records

Academic Supervision of Student Records
Location: Faculties, Graduate Programs.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, address, telephone number, e-mail address, student number, transcripts, educational history, résumés, student profiles, graduate supervision and advisory/monitoring records, achievements and awards, graduate program progress reports.
Uses: To assess and monitor student progress in graduate programs.
Users: Graduate Program Directors, faculty, research supervisors.
Individuals in Bank: Students.
Retention and Disposal: Varied.

Brock Abroad: Namibia, Brock Abroad: Botswana, and ABC: Ghana Participant Records
Location: International Services and Programs Abroad.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, address, telephone number, e-mail address, date of birth, student number, health concerns, emergency contact information, next-of-kin.
Uses: To process applications of students wanting to participate in overseas experiential learning programs.
Users: International Services and Programs Abroad staff.
Individuals in Bank:  Program applicants include faculty, staff, students and community members.
Retention and Disposal: 2 years, then confidential destruction.

Career Related Events and Programming Records
Location: Career Services.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, e-mail address, student number, educational history.
Uses: To communicate with students in their graduating year about employment and educational opportunities.
Users: Career Services staff.
Individuals in Bank: Students enrolled in the program.
Retention and Disposal: 2 years, then confidential destruction.

Co-op Employer Contacts Records
Location: Cooperative Programs Office (Co-op).
Legal Authority: The Brock University Act, 1964.
Information Maintained: Employer contact information (including name, company’s name, address, telephone number, e-mail address, fax number), names of co-op students hired, student number, students’ position titles, employer classification (active or inactive co-op employer), work term.
Uses: Marketing and promotion of Brock Co-op programs to employers.
Users: Co-op staff.
Individuals in Bank: Co-op Students, Co-op Employers.
Retention and Disposal: Kept on database permanently.

Co-op Student Placement Records
Location: Cooperative Programs Office (Co-op).
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, address, telephone number, e-mail address, program of study, intake year, notes regarding placement.
Uses: Contacting students for the purpose of facilitating placement process.
Users: Co-op staff.
Individuals in Bank: Co-op Students.
Retention and Disposal: Kept on database permanently.

Equity/Human Rights Records
Location: Office of Human Rights and Equity Services.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, address, telephone number, e-mail address, record of advising sessions and referral services, complaints, reports.
Uses: To counsel, assist, resolve and refer students and staff with human rights questions/issues, equity inquiries and/or complaints.
Users: Office of Human Rights and Equity Services staff.
Individuals in Bank: Students, faculty, staff.
Retention and Disposal: 10 years, then confidential destruction.

Experience Plus Programs Records  
Location: Career Services.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, address, telephone number, e-mail address, student number, educational history, employment history, volunteer history, extracurricular activities and interests, employment skill sets, program goals and objectives, résumé.
Uses: To track and support students co-curricular activities.
Users: Career Services staff, students enrolled in the program.
Individuals in Bank: Students, Experience Plus employers and agencies.
Retention and Disposal: Kept on database permanently; extracurricular activities and interests kept 1 year, then confidential destruction. 

Funded On-Campus Employment Opportunities Records
Location: Career Services.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, address, telephone number, e-mail address, student number, employment history, social insurance number.
Uses: To assign and track University funds designated to support on-campus student employment.
Users: Career Services staff.
Individuals in Bank: Students, on-campus employers.
Retention and Disposal: Kept on database permanently; social insurance number deleted from database after 1 year; contract information kept 3 years, then confidential destruction. 

Global Transitions Program Participant Records
Location: International Services and Programs Abroad.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, address, telephone number, e-mail address, date of birth, student number, health concerns, emergency contact information, next-of-kin.
Uses: To process applications of students wanting to participate in this experiential learning program in Ghana.
Users: International Services and Programs Abroad, Office of the Registrar, Recruitment and Liaison Office, Financial and Administrative Services.
Individuals in Bank: Program applicants include faculty, staff, students and community members.
Retention and Disposal: 2 years, then confidential destruction. 

Graduate Fellowships, Scholarships, Bursaries and Awards Records
Location: Graduate Studies.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, address, date of birth, student number, program information, fellowship/scholarship/bursary/award criteria, evaluations, budget documentation, payment information.
Uses: To determine eligibility for fellowships, scholarships, bursaries and awards, maintain award donor information, to process payment to student.
Users: Graduate Studies faculty and non-academic staff as necessary, sponsor.
Individuals in Bank:
Students applying, nominated or receiving fellowship/scholarship/bursary/award.
Retention and Disposal:
Varied

Incoming Exchange Student and Study Abroad Student Records
Location: International Services and Programs Abroad.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, address, telephone number, e-mail address, date of birth, student number, educational history, health concerns, emergency contact information.
Uses: To process application for study at Brock.
Users: International Services and Programs Abroad staff, Registrar’s Office, Financial and Administrative Services, Student Awards and Financial Aid.
Individuals in Bank:  International applicants.
Retention and Disposal: 5 years, then confidential destruction.

International Plus Students Records
Location: International Services and Programs Abroad, Career Services.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, student number, address, telephone number, e-mail address, program participation.
Uses: To assist students in developing a global awareness and learn about the world around them.
Users: International Services and Programs Abroad staff, Career Services staff.
Individuals in Bank:  Student participants.
Retention and Disposal: 2 years after graduation, then confidential destruction.

Leadership Programs Records 
Location: Student Development Centre.
Legal Authority:  The Brock University Act, 1964.
Information Maintained: Name, address, telephone number, e-mail address, date of birth, sex , student number, educational history, start year, number of credits, part-time or full-time student, major, login, program involvement, payment status.
Uses: Record of service (dates of involvement and program completion), documenting communications/compiling information for planning and program development.
Users: Student Development Program staff.
Individuals in Bank: Students, faculty, and staff seeking leadership training.
Retention and Disposal: 5 years, then confidential destruction.

Med Plus Records  
Location: Career Services.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, address, telephone number, e-mail address, student number, educational history, volunteer/service learning placement information, TB test results, date of birth, extracurricular activities and interests, health-care areas of interest, program and career goals and objectives, professional and personal experience, references.
Uses: To track and support students co-curricular activities related to the health-care sector.
Users: Career Services staff.
Individuals in Bank: Students enrolled in the program, community agencies, health care practitioners.
Retention and Disposal: Kept on database permanently; extracurricular activities and interests kept for 10 years after graduating, then confidential destruction; TB test results confidentially destroyed after graduating. 

Med Plus Professional Contacts Records  
Location: Career Services.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Professional contact information (including name, organization name, address, telephone number, e-mail address, fax number), occupation, participation details, names of students volunteering.
Uses: Requesting and scheduling volunteer placements, service learning projects.
Users: Career Services staff.
Individuals in Bank: Med Plus students, health care practitioners, volunteer agencies, service learning agencies.
Retention and Disposal: Kept on database permanently. 

Mentorship Plus Programs
Location:  Career Services.
Legal Authority:  The Brock University Act, 1964.
Information Maintained: Name, address, telephone number, e-mail address, student number, educational history, employment history, volunteer history, extracurricular activities and interests, employment skill sets, program goals and objectives, program application, mentorship activities.
Uses:  To facilitate  successful participation in the mentorship program.
Users:  Career Services staff, Alumni Relations staff.
Individuals in Bank:  Students, alumni, community members.
Retention and Disposal:  Kept on database permanently.

Non-Academic Student Records
Location: Student Development Centre, Department of Residences, Campus Security Services.
Legal Authority:  The Brock University Act, 1964.
Information Maintained: Name, address, telephone number, fax number, e-mail address, date of birth, age, sex, student number, transcripts, enrolment/class schedule, educational history, employment history, individual's own personal opinions, opinions expressed about individual by another; information about disciplinary history/action.
Uses: To maintain a record of students for non-academic purposes.                                                                  Users: Department of Residences staff, Student Conduct Manager, Campus Security Services staff, Associate Vice-President of Student Services.
Individuals in Bank: Students in residence, and students under review (and adjudicated) for non-academic discipline.
Retention and Disposal: Student Development Centre keeps 4 years after graduation, then confidential destruction. Department of Residences keeps 7 years, then confidential destruction.

Off-Campus Living and Neighbourhood Relations Student Listings Registration Records  
Location: Off-Campus Living and Neighbourhood Relations Services.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, telephone number, e-mail address, student number, major, study year, extracurricular activities, alternate contact telephone number.
Uses: Advertising vacant rooms, and accommodation needs.
Users: Off-Campus Living and Neighbourhood Relations Services staff.
Individuals in Bank: Students.
Retention and Disposal: Kept on database permanently; kept 1 year, then confidential destruction.

Off-Campus Work Program Records  
Location: International Services and Programs Abroad.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, student number, address, telephone number, e-mail address, date of birth, academic standing.
Uses: To verify the status of a student applicant with Citizen and Immigration Canada.
Users: International Services and Programs Abroad staff.
Individuals in Bank:  International student applicants.
Retention and Disposal: 1 year, then confidential destruction.

Outbound Exchange Students Records
Location: International Services and Programs Abroad.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, address, telephone number, e-mail address, date of birth, student number, educational history, emergency contact information, next-of-kin.
Uses: To process application for study abroad.
Users: International Services and Programs Abroad staff, Office of the Registrar staff, Financial and Administrative Services staff, Student Awards & Financial Aid staff.
Individuals in Bank:  Brock student applicants.
Retention and Disposal: 5 years, then confidential destruction.

Scholarships and Awards Records  
Location: Office of the Registrar and other academic units.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, address, date of birth, student number, course/program information, scholarship/award criteria, evaluations, budget documentation, tax certificates.
Uses: To determine eligibility for scholarships, bursaries, fellowships, or awards, award donor information.
Users: Financial Aid Office staff, Registrar's staff, academic/program staff, sponsor.
Individuals in Bank: Students applying, nominated for or receiving award/scholarship.
Retention and Disposal: Varied.

Student Academic Advising Records
Location: Faculty, Departments, Office the Registrar, Graduate Studies.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, address, telephone number, e-mail address, student number, record of advising sessions, educational history.
Uses: To assist students in making program, degree, and course choices.
Users: Faculty, staff.
Individuals in Bank: Students seeking academic advising.
Retention and Disposal: Faculty based: Active advising records kept 1 year after graduation, then confidential destruction. Inactive advising records kept 1 year after last contact, then confidential destruction.

Student Academic Discipline Records 
Location: Office of the Registrar, Graduate Studies, Faculties, Departments.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, address, telephone number, fax number, e-mail address, date of birth, age, student number, transcripts, employment history, educational history, individual's own personal opinions, opinions expressed about individual by another; information about disciplinary action.
Uses: To maintain a record of students with which academic disciplinary action has been taken.
Users: Office of the Registrar staff, Graduate Studies staff, Faculties and Departments.
Individuals in Bank: Students under review for academic discipline.
Retention and Disposal: Varied.

Student Admissions Records
Location: Office of the Registrar, Graduate Studies.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, address, telephone number, e-mail address, date of birth, citizenship, marital status, secondary school/prior educational history, English language proficiency test results, degree/graduate programs applied for, secondary school grades/prior institutions transcripts, supplementary information, offers of admission and decisions.
Uses: To determine eligibility for admission; document the admissions process, and admit students to programs.
Users: Office of the Registrar, Graduate Studies, faculty and non-academic staff as necessary.
Individuals in Bank: Applicants.
Retention and Disposal: Varied.

Student Athletes Records 
Location: Athletics Centre.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, address, telephone number, e-mail address, date of birth, student number, major, study year, sports participation, height, weight, high-school attended.
Uses: To track athletes’ eligibility to participate in interuniversity sports.
Users: Athletic Centre staff.
Individuals in Bank: Student athlete applicants and participants. 
Retention and Disposal:  5 years, then confidential destruction.

Student Awards and Financial Aid Records  
Location: Student Awards and Financial Aid.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, address, age, sex, social insurance number, marital status, residency status, employment history, educational history, income and assets of applicant, scholarships and bursaries received, parents, sponsors, spouse, budget documentation, tax certificates.
Uses: To determine eligibility for the Ontario Student Assistance Program, the Canada Student Loans Plan, other governmental loans, to assess funding amounts and to assess eligibility for university-funded awards. Includes the Line of Credit Program. Includes emergency loan applications and funds dispersal.
Users: Student Awards and Financial Aid Office staff, the Ministry of Education and Training, partner banking institutions.
Individuals in Bank: Students seeking financial assistance.
Retention and Disposal: Varied.

Student Community Placements Records
Location: Faculty of Education.                            
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, address, telephone number, e-mail address, student number, major, mode of transportation, availability, police clearance, TB test, visa status, notes regarding placement.
Uses: Contacting students and informing instructors for the purpose of facilitating placement process.
Users: Students, Faculty, Faculty of Education staff, Child and Youth Studies staff.
Individuals in Bank: Students.
Retention and Disposal: Kept on database permanently; student placement form kept 1 year, then confidential destruction.

Student Counselling Records 
Location: Student Development Centre
Legal Authority:  The Brock University Act, 1964.
Information Maintained: Name, address, telephone number, e-mail address, student number, date of birth, sex, major, educational history, start year, number of credits, part-time or full-time student, referrals, assessments, record of counselling sessions, release forms, copies of communications, compiling of information for planning and program development.
Uses: Record of service usage, assessments, recording interventions, tracking progress, documenting communications.
Users: Student Development Counselling staff.
Individuals in Bank: Students seeking counselling.
Retention and Disposal: 10 years, then confidential destruction.

Student Disabilities Services Records  
Location: Student Development Centre, Services for Students with Disabilities.
Legal Authority:  The Brock University Act, 1964.
Information Maintained: Name, address, telephone numbers, e-mail address, date of birth, sex, student number, educational history, transcripts, disability assessments, academic accommodations, referrals, assessments, release forms, copies of communications, records of appointments, OSAP eligibility.
Uses: Record of service usage, assessments, assessing and recommending academic accommodations, referrals, documenting communications.
Users: Disability Services staff, Student Development Counselling Manager.
Individuals in Bank: Students requesting services and accommodations through Services for Students with Disabilities office, individuals requesting consideration for admission through Accessibility Admissions Policy.
Retention and Disposal: 10 years, then confidential destruction.

Student Grievances and Appeals Records  
Location: Office of the Registrar, Graduate Studies, Faculties, Departments.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, student number, program, study year, appeal and grievance documentation.
Uses: To document student appeal process.
Users: Students, faculty, Registrar Office staff, Senate Appeal Board Members, representatives.
Individuals in Bank: Students with appeals and/or grievances.
Retention and Disposal: Varied.

Student Life and Community Experience Participation Passport Records
Location: Student Life and Community Experience Office.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, address, e-mail address, student number, major.
Uses: Track students’ participation of campus and community events and rewards for student contributions.
Users: Student Life and Community Experience staff.
Individuals in Bank: Students.
Retention and Disposal: Kept on database while a Brock student, then confidential destruction.

Student Records
Location: Office of the Registrar, Graduate Studies, and other academic units.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, address, date of birth, student number, cumulative academic record, course registration and withdrawal, achievements and awards, degree lists, official transcripts, academic decisions, record of academic advising sessions.
Uses: Maintain an accurate record of the student’s educational progress.
Users: Office of the Registrar, Graduate Studies, faculty and non-academic staff as necessary.
Individuals in Bank: Students.
Retention and Disposal: Varied

Student Recruitment Records
Location: Office of the Registrar, Graduate Studies Office, International Recruitment Office.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, address, telephone number, e-mail address, citizenship, educational history, academic programs of interest, language(s) spoken (International Recruitment only), areas of interest (i.e. clubs, athletics, etc.), date of contact/communication, event registration details, current school attending, current academic standing.
Uses: To provide undergraduate and graduate academic program information, admissions details, and general University information.
Users:  Office of the Registrar, Graduate Studies, International Recruitment, faculty and non-academic staff as necessary.
Individuals in Bank: Prospective Students, school and counsellor contact data.
Retention and Disposal: Varied

Student Residence Records 
Location: Department of Residences. 
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, address, telephone number, e-mail address, date of birth, sex, student number, student accommodation status, emergency contact information, choices in living accommodations, health concerns and/or disabilities, special dietary needs, room assignment, payment status, employment status, student's guest name and date of birth.
Uses: To maintain a record of students associated with staying in residence.
Users: Department of Residences staff.
Individuals in Bank: Students in residence.
Retention and Disposal: 7 years, then confidential destruction.

University Health Insurance Plan Records  
Location: International Services and Programs Abroad.
Legal Authority: The Brock University Act, 1964.
Information Maintained: Name, address, telephone number, e-mail address, date of birth, student number.
Uses: To register with the University health insurance provider.
Users: International Services and Programs Abroad, Office of the Registrar, Financial and Administrative Services.
Individuals in Bank: International Students and their dependants.
Retention and Disposal: 1 year, then confidential destruction.  

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The Directory of Records and Personal Information Banks are updated on a regular basis and subject to change.