Personal Information Banks
A Personal Information Bank (PIB) is defined under the Freedom of Information and Protection of Privacy Act (FIPPA) as "a collection of personal information that is organized and capable of being retrieved using an individual's name or an identifying number or particular assigned to the individual."
The University maintains and publishes the following list of PIBs pursuant to section 45 of FIPPA. Each PIB includes:
- Name and location;
- Legal authority for its establishment;
- Type of information maintained within the bank;
- How the information is used on a regular basis;
- Who uses the information on a regular basis;
- Categories of individuals whose information is within the bank; and
- Retention and disposition requirements.
The PIBs below are organized based on the major work functions set out in the University's Records Classification and Retention Schedule (RCRS).
Campus Administrative Services
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Video Surveillance
Location:
Office of Campus Safety and Security
Legal Authority:
University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O
Information Maintained:
Video captured by surveillance cameras
Uses:
To monitor the safety and security of the campus and investigate past occurrences, security incidents or emergency situations.
Users:
Authorized personnel in the Office of Campus Safety and Security
Individuals in Bank:
Students, faculty, staff and visitors to campus.
Retention and Disposal:
Video not used as part of an investigation: retained until overwritten.
Video used to investigate an occurrence, security incident or emergency situation: retained permanently.
Community Engagement and Partnerships
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Alumni
Location:
Alumni Relations – External Relations, Advancement Information Systems
Legal Authority:
University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O
Information Maintained:
Name, address, academic history, age and gender of children, communication preference, date of birth, donation history,
email address, employment history, financial information, gender, honours and awards, marital status, name of spouse, student number, telephone number, university memberships,Uses:
To maintain contact with graduates and assist in planning alumni events
Users:
Alumni Relations staff, Advancement Office staff.
Individuals in Bank:
Alumni
Retention and Disposal:
-
Donors
Location:
Advancement Office – External Relations, Advancement Information Systems
Legal Authority:
University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O
Information Maintained:
Name, address, academic history, contracts and agreements, donation history, email address, employment history, financial information, payment details, telephone number,
Uses:
To maintain information regarding current and potential individual and corporate donors for use in fundraising and promoting the university
Users:
Advancement Office staff.
Individuals in Bank:
Donors and potential donors, alumni.
Retention and Disposal:
Compliance, Legal and Risk Management
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Access to Information and Privacy: Case Files
Location:
Office of the University Secretary and General Counsel
Legal Authority:
Freedom of Information and Protection of Privacy Act, RSO 1990, c F.31
Information Maintained:
Name, collected personal information needed to respond to access to information requests, contact information
Uses:
To respond to access to information requests, privacy complaints, and requests to correct personal information.
Users:
Authorized personnel in the Office of the University Secretary and General Counsel
Individuals in Bank:
Individuals making access to information requests, or requests to correct personal information.
Retention and Disposal:
Human Resources
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Employee Files
Location:
Human Resources, Originating Unit, Human Resources Information Systems
Legal Authority:
University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O
Information Maintained:
Name, address and telephone numbers, age, banner number, banking information, benefits and pension information, correspondence, date of birth, employment history, educational history, gender, marital/family status, performance review results, promotions and appointments, salaries, social insurance number.
Uses:
To maintain employment records of university employees
Users:
Senior administrators, Human Resources personnel as authorized, supervisors, managers and authorized personnel in originating unit
Individuals in Bank:
Faculty and Staff
Retention and Disposal:
HUM-0100 Human Resources Information System
HUM-0400 Annual Performance Review
HUM-0900 Employee Relations: Complaints
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Employee Files - Benefits
Location:
Human Resources, Human Resources Information Systems
Legal Authority:
University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O
Information Maintained:
Name, age, address and telephone numbers, banner number, benefits information, benefits election forms, benefits transactions, confidential correspondence between the individual and the institution, date of birth, gender, marital/family status, social insurance number
Uses:
To manage benefits programs
Users:
Human Resources personnel as authorized
Individuals in Bank:
Faculty and staff who are eligible for benefits
Retention and Disposal:
HUM-0710 Benefits: Employee Files
HUM-0730 Benefits: Health Care Expense Account (Retired Employees)
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Employee Files - Pension
Location:
Human Resources, Human Resources Information Systems
Legal Authority:
University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O
Information Maintained:
Name, age, address and telephone numbers, banner number, confidential correspondence between the individual and the institution, date of birth, gender, marital/family status, pension information, pension option forms, pension payment details, social insurance number
Uses:
To administer the university’s pension program
Users:
Human Resources personnel as authorized
Individuals in Bank:
Faculty and staff who are enrolled in the pension plan
Retention and Disposal:
-
Faculty Official Files
Location:
Academic Affairs – Office of the Associate Provost
Legal Authority:
University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O
Information Maintained:
Name, address and telephone numbers, age, annual reports, banking information, banner number, certificates or records of professional development or achievement, confidential letters of reference, confidential correspondence between the individual and the institution, course evaluations, c.v., date of birth, educational history including evidence of degrees obtained, gender, leave of absence including research leave, letter of appointment or continuing appointment, marital/family status, performance reviews including third year review report, personal opinions or views of the individual, promotions and appointments, salaries, signed letters of commendation or complaint, social insurance number, teaching dossier.
Uses:
To administer the employment of teaching faculty, tenure and tenure-track faculty
Users:
Senior administrators, Dean, Academic Affairs staff, Human Resources personnel as authorized
Individuals in Bank:
Teaching faculty, tenure and tenure-track faculty
Retention and Disposal:
HUM-0120 Official File (Faculty Members)
HUM-0410 Performance Review: Faculty Members
HUM-0930 Employee Relations: Discipline Letters (Faculty Association)
HUM-0940 Employee Relations: Discipline Letters (Sessional Lecturers)
HUM-0950 Employee Relations: Discipline Letters (Teaching Assistants and Research Assistants)
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Grievances and Arbitration
Location:
Academic Affairs – Office of the Associate Provost
Legal Authority:
University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O
Information Maintained:
Name, nature of grievance or appeal, submissions, occupation, records of meetings and correspondence
Uses:
To document the adjudication of grievances and any corrective action
Users:
Authorized Academic Affairs staff
Individuals in Bank:
Current and former faculty and staff
Retention and Disposal:
-
Recruitment
Location:
Human Resources, Originating Unit, Human Resources Information Systems
Legal Authority:
University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O