First Nations University of Canada (FNUniv) is committed to protecting the privacy of individuals who work and study at FNUniv or who otherwise interact with FNUniv in accordance with the standards set out in The Local Authority Freedom of Information and Protection of Privacy Act (Saskatchewan) which governs the University of Regina as well as the Personal Information Protection and Electronic Documents Act (Canada).
The purpose of this Policy is to inform individuals how FNUniv fulfills that commitment as it is required to adhere to the provincial law as a federated college of the University of Regina and pursuant to the agreement that has been put in place for the sharing of Personal Information between FNUniv and the University of Regina for students that attend FNUniv.
For non-core commercial activity activities that FNUniv may engage in ( such as selling an alumni list or if Personal Information is collected for the purpose of providing a good or service such as running a parking garage or a bookstore), the Personal Information Protection and Electronic Documents Act (Canada) is the governing legislation.
This Policy applies to Personal Information and Organizational Records in the custody or under the control of First Nations University of Canada.
Collection – means the act of gathering, acquiring, recording, or obtaining Personal Information from any source and by any means.
Consent – means an express or implied agreement to collection, use, and/or disclosure of Personal Information for defined purposes.
Commercial activity – means “any particular transaction, act or conduct or any regular course of conduct that is of a commercial character, including the selling, bartering or leasing of donor, membership or other fundraising lists” as defined by PIPEDA.
Disclosure – means making Personal Information available to a Third Party.
Formal Access Request – means a written request for access to Personal Information pursuant to LAFOIP.
LAFOIP –means The Local Authority Freedom of Information and Protection of Privacy Act and the Regulations thereto, in each case in effect from time to time.
Organizational Records – means all records that are prepared by of for FNUNiv for the purposes of operating FNUniv.
Personal Information – means personal information about an identifiable individual that is recorded in any form, as defined in LAFOIP or PIPEDA, as the case may be. Examples include, but are not limited to, information related to race, creed, religion, colour, sex, sexual orientation, family or marital status, disability, age, nationality, education, employment, health, identifying number, home or business address, etc.
PIPEDA – means the Personal Information Protection and Electronic Documents Actand the Regulations thereto, in each case in effect from time to time.
Privacy Breach – means an actual, alleged or suspected unauthorized collection, use or disclosure of Personal information
Privacy Legislation – means LAFOIP and PIPEDA, as applicable.
Systems – means, collectively, the University of Regina’s “BANNER” Student Module electronic information service and database, CASPUR, Web Mark Entry, Moodle and Novell.
Third Party – means a person or an entity other than (i) the individual whose Personal Information is in question, (ii) an employee of FNUniv, acting is his or her official capacity, and (iii) an employee of the University of Regina, acting is his or her official capacity.
University Official – means a person who has authority to act in an administrative capacity at FNUniv.
Members of FNUniv’s Board of Governors and all faculty and staff are responsible for the appropriate collection, access, use, disposal/archival, and disclosure of Personal Information as defined in the applicable Privacy Legislation and this Policy.
Contractors and third party service providers who receive confidential FNUniv records or personal information are also required to comply with the applicable Privacy Legislation and this Policy. This expectation will be communicated in writing in the contract that is signed with the contractor and/or third party service provider.
The University of Regina grants access to student records and files maintained by the University of Regina to the FNUniv Registrar’s Office staff who have been trained on the Systems as well as to the President, Vice-Presidents and the Department Heads of FNUniv.
The University of Regina provides access to the Personal Information of University of Regina students who are enrolled at FNUniv, and to the Systems for the following purposes:
Without the consent of both the student and the University of Regina, FNUniv shall not access any additional Personal Information or the System for any purpose not directly related to the provision of academic services to students of FNUniv and the University of Regina.
All FNUniv Organizational Records that contain Personal Information will be protected and kept confidential. This information is to be used only for the purpose that was intended when collected and will be archived and/or disposed of according to the records management schedule that has been approved for, and is relevant to, this information.
All Organizational Records are to be protected and kept confidential unless a University Official has otherwise determined to make the information public or to disclose the information. Organizational Records are not subject to LAFOIP and are not accessible through an access to information request. Organizational Records will be archived and/or disposed of according to the records management schedule that has been approved for, and is relevant to, this information.
A breach of this Policy, a breach of the Privacy Legislation or an unauthorized use or disclosure of Personal Information may have ramifications for FNUniv (and the University of Regina), which could include: legal action; financial costs; imposition of fines; and, the loss of reputation. Individuals who breach this Policy, breach the Privacy Legislation or commit an unauthorized use or disclosure of Personal Information may also be subject to disciplinary action, up to and including termination.
Violators of this Policy may be subject to penalties under FNUniv regulations, collective agreements, and under provincial and federal laws.