Personal Information and Protecting Student Privacy at Olds College

The Freedom of Information and Protection of Privacy Act (FOIP)

Purpose of the FOIP Act

  • To allow any person a right of access to the records in the custody or under the control of a public body subject to limited and specific exceptions set out in the Act.
  • To control the manner in which a public body may collect personal information from individuals; to control the use made of the information and the disclosure by a public body of that information.
  • To allow individuals, subject to limited and specific exceptions set out in the Act, a right of access to personal information about themselves held by the public body.
  • To allow individuals a right to request corrections to personal information about themselves held by the public body.
  • To provide for independent reviews of decisions made by public bodies under the Act and the resolution of complaints under this Act.

Who Collects What and Why?

Olds College, under the authority of the Post Secondary Learning Act which mandates Olds College to provide programs and services, as per the Freedom of Information and Protection of Privacy Act, Section 33(c), collects and uses only the personal information it needs with respect to (Section 39):

  • Admissions
  • Registration
  • Using a particular service
  • Health services
  • Residence
  • Recreation
  • Library

Personal information collected from students is used for:

  • Managing programs and services
  • Maintaining financial records of student accounts
  • Emergency contacts
  • Providing library and computer services
  • Providing specific services, such as health services
  • Alumni Association & Foundation
  • Determining suitability for an honor or award and graduation

 

How Can This Personal Information Be Used or Released by Olds College?

Olds College may use the personal information only for the purposes indicated when it was collected for purposes consistent with the original reason it was collected.  Each year some personal information may be provided to Alberta Advanced Education or to Statistics Canada.  These government departments will require Olds College to provide specific reports.  This information includes application information, demographic information and/or educational history.  Government departments use the information:

  • For planning
  • To determine funding
  • To conduct enrollment audits
  • For demographic and other statistical research purposes

 

Access to Personal Information

Upon request, the Registrar or designated staff will:

  • Confirm whether or not an individual is registered and in what program
  • Receive personal messages and forward to the appropriate department
  • Provide instructors with phone numbers of students on an 'as needed' basis only

Students are encouraged to provide contact information to family, friends and/or relatives.

 

What About Student Photographs?

A photograph or digital image of a student is deemed to be that person's personal information.

  • Olds College protects privacy involving photographs with the same confidentiality as other personal information
  • Photos are used on ID cards for identification purposes including the College Residence, Library, Cafeteria, access to the Town of Olds Aquatic Centre, and when requesting access to their personal information.
  • Photos or videos taken for Olds College marketing purposes are taken in a manner that respects privacy concerns.  Participating students will be asked to sign a FOIP form or to refrain from having their picture taken.

 

What Personal Information About Students Has Restricted Access?

  • Instructors and other staff are restricted from providing references when students seek employment -- unless a student completes a 'Reference' form available at the Reception Desk or Academic Department.
  • Student addresses, telephone numbers, grades and class schedules are not released without a student's consent
  • Without a student's written consent, Olds College employees cannot release personal information to parents, family members or other third parties (e.g. grades, financial records, address in Olds College Residence, etc.)
  • All Olds College employees do not have access to all student records.
  • Severing (whiting-out some parts) may be required before records are released should an official request for information occur.

 

Security Measures

Information collected from students through the admissions and registration processes, as well as through other service departments at Olds College, is kept secure.  Access is restricted.  Olds College uses a computerized system to maintain student records and other records.  Access to this system is restricted by password protection.

 

What is Personal Information?

Personal Information is defined in Sec. 1(1)(n) of the Freedom of Information and Protection of Privacy Act (FOIP) as including any recorded information about an identifiable individual including but not restricted to:

  • An individual's name, home or business address or telephone numbers
  • The individual's race, national or ethnic origin, colour or religion or political beliefs or associations
  • The individual's age, sex, marital status or family status
  • An identifying number, symbol or other particular assigned to the individual
  • The individual's fingerprints, other biometric information, blood type, genetic information or inheritable characteristics
  • Information about the individual's health and health care history, including information about a physical or mental disability
  • Information about the individual's education, financial, employment or criminal history including criminal records where a pardon has been given
  • Anyone else's opinions about the individual;
  • The individual's personal views or opinion, except if they are about someone else

 

If You Have Any Questions or Concerns

Olds College supports the right of the public to access information about the College and the right of individuals to the privacy of their own personal information.

Request for Information forms are available at the Reception Desk in Duncan Marshall Place.

If you have any questions about the collection, use or disclosure of your personal information or on any matters of access or privacy, please feel free to contact:

FOIP Coordinator

Henry Czarnota
hczarnota@oldscollege.ca

Olds College
4500 - 50 Street
OLDS, AB  T4H 1R6

 Phone 1 800 661-6537