Notices to Students Regarding the Collection of Personal Data
a.The Collection of Personal Information
The University collects personal information pursuant to Alberta’s Post-secondary Learning Act (PSLA), Alberta’s Freedom of Information and Protection of Privacy Act (FOIP), and other applicable federal and provincial law.
The subsections that follow outline personal information collected by the University. Where there is a specific legal authority to collect information, it is noted in the subsection. Your personal information will be used for admission, registration, scholarships and awards administration, academic progress monitoring, planning and research, alumni relations, contacting you about University courses and services, and operating other University-related programs. The University may share and disclose your personal information within the University to carry out its Mandate and operations. Specific non-identifying data will be disclosed to relevant student associations, and to the federal and provincial governments to meet reporting requirements. For questions on the collection, use and disclosure of this personal information, please contact the University’s FOIP Coordinator.
Address: 4401 University Drive W
Lethbridge, AB T1K 3M4
Attn: Privacy Officer
Email: foip@uleth.ca
Phone: 403-332-4620
The University’s practices for the collection, use and disclosure of personal information about students, and this Notice, comply with the provisions of Alberta’s Freedom of Information and Protection of Privacy Act (FOIP).
The University Registrar maintains the Official Student Record. It includes:
•information provided when an Application for Admission is submitted or when registration for and change to programs and courses are submitted;
•the student identification number;
•academic record;
•graduation status; and
•immigration status (collection is specifically authorized by the Immigration and Refugee Protection Act) correspondence.
The Official Student Record is used to:
•determine a student’s eligibility for admission and registration;
•track progress at the University;
•contact the student when necessary;
•confirm a student’s status and identity; and
•develop statistical reports (although the information in statistical reports is grouped to protect individual privacy of individuals).
Some personal information in the Official Student Record is available to and used by other units of the University in order to meet the University’s Mandate. However, access to the Official Student Record is limited in accordance with the University’s Confidentiality of Student Records Policy and the FOIP Act.
Certain elements from the Official Student Record are used in the Alumni and Development Record. These are name, address, Faculty and graduation status. They are used for ongoing contact with alumni and for the University’s development activities.
For further information about the Official Student Record, please contact:
Email: regoffice@uleth.ca
Phone: 403-320-5700
The University’s Faculties and Schools collect personal information about students. This information may include School of Graduate Studies’ Letter of Offer, program-specific class lists including pictures, records of a student’s progress and standing in degree program attendance at class, composition of supervisory committee, program specific forms and assessments, completion of degree requirements, financial and employment contracts, completion of assignments, grades received for assignments and examinations, correspondence to and from the student, honours received by the student, contact addresses or telephone numbers, student advising information and graduation status.
The information is used to identify the student, track the student’s progress, contact the student as necessary, operate the programs of the Faculty or School, provide advice to the student as requested and permit participation in the programs offered by the Faculty or School.
For further information about personal information collected by the Faculties and Schools, please contact the appropriate Office of the Dean:
|
Arts and Science |
Phone: 403-380-1813 |
|
Dhillon School of Business |
Phone: 403-329-2633 |
|
Education |
Phone: 403-329-2254 |
|
Fine Arts |
Phone: 403-329-2126 |
|
Graduate Studies |
Phone: 403-329-2793 |
|
Health Sciences |
Phone: 403-329-2676 |
|
Liberal Education |
Phone: 403-380-1894 |
The Library collects personal information about students that is necessary to operate the lending activities and reference services of the University Library.
For further information about personal information collected by the Library, please contact the University Librarian:
Email: libadmin@uleth.ca
Phone: 403-329-2261
e.Scholarships and Student Finance
Scholarships and Student Finance collects specific personal information from and about students who have applied for scholarships, bursaries, awards and government sponsored student loans. Information collected is determined in accordance with the terms of reference of the scholarship/award and relates to specific eligibility requirements set by the donors. The University also administers student loan programs in the form of federal and provincial funding (loans, grants, bursaries). Personal information collected from and about students who apply for Alberta and Canada Student Loans is authorized by the Alberta Students Finance Act and related regulations, and by the Canada Student Loans Act, the Canada Student Financial Assistance Act and the Income Tax Act, and pursuant to the FOIP Act.
Information collected by Scholarships and Student Finance is used to administer the University Awards Program (see Awards and Scholarships), the Alberta (Government) Scholarships Program and the loan programs of the provincial and federal governments.
For further information about personal information collected by Scholarships and Student Finance, please contact Scholarships and Student Finance:
Email: fin.aid@uleth.ca
Phone: 403-329-2585
The Housing Services and Catering and Food Services offices collect personal information necessary to operate student housing and food services programs, including the assignment to housing units, financial records related to payment for housing, and food services.
For further information about personal information collected by the Housing Services and Catering and Food Services offices, please contact the Executive Director, Ancillary Services:
Email: housing@uleth.ca
Phone: 403-329-2213
g.Information Technology Services
The University offers email services and computer access to students. The primary purposes of the service are to enable the students to contact one another and faculty members, participate in online research and discussions, and to allow assignments to be completed. Information Technology Services collects personal information about students in order to assign access to the University servers, monitor the use of University equipment in accordance with agreements signed by students to obtain access, and to obtain assistance with the use of University equipment.
For further information about personal information collected by Information Technology Services, please contact the Solutions Centre:
Email: help@uleth.ca
Phone: 403-329-2490
University Financial Services collects personal information about students in order to ensure debts owed to the University are recorded and collected. Required information is collected to ensure Canada Revenue Agency rules are followed to issue tax slips to students.
The information is used to determine eligibility to participate in University programs and activities, including ongoing registration for academic programs, graduation, Students’ Union programs, Recreation Services programs, and Health Centre programs.
For further information about personal information collected by Financial Services, please contact the Manager, Revenue Accounting, Financial Services:
Email: financial.services@uleth.ca
Phone: 403-329-2391
The Health Centre collects personal information that is necessary to operate clinical health services and to manage health care for students and University employees who visit the Health Centre. In addition to information collected under the general authority, the Alberta Health Care Insurance Act authorizes the collection of the individual’s Alberta Health Care Insurance number or its equivalent for billing purposes. Collection of personal information by health practitioners and confidentiality of clinical records are also subject to the provisions of the Alberta Health Disciplines Act, Health Facilities Review Act, Health Information Act and Medical Professions Act.
For further information about personal information collected by Health Services, please contact the Manager, Health Centre:
Email: health.centre@uleth.ca
Phone: 403-329-2484
j.Sport and Recreation Services
Sport and Recreation Services collects personal information about students necessary to operate and promote intramural programs, offer recreational classes and offer drop-in programs. The information is used to determine eligibility to access campus recreation facilities, participate in the programs and assess and collect fees where applicable.
For further information about personal information collected by Sport and Recreation Services, please contact the Director, Horns Recreation:
Email: seramj00@uleth.ca
Phone: 403-329-5107
k.Intercollegiate and Club Athletics
The University intercollegiate athletic teams collect the personal information necessary for student athletes to participate in U SPORTS programs at both regional and national levels. University club teams collect personal information necessary for student athletes to participate in competitive sports outside U SPORTS programs at local, regional and national levels.
The information is used to determine eligibility and fitness for teams or competitions, and to operate and promote the teams.
For further information about personal information collected by athletic teams, please contact the Director, Pronghorn Athletics:
Email: spencer.pommells@uleth.ca
Phone: 403-329-5174
The Faculty of Fine Arts collects personal information necessary for students to participate in Fine Arts programs and activities. The University considers that recordings of performances or photographs of students carrying out their work are necessary for the proper operation of the programs offered by the Faculty; and that the same may be used for the promotion of the Faculty and the programs it offers and may be retained in the archives of the University.
For further information about personal information collected by the Faculty of Fine Arts, please contact the Dean, Faculty of Fine Arts:
Email: finearts@uleth.ca
Phone: 403-329-2126
Emergency Preparedness, ERM & Business Continuity, Insurance and Risk, Safety & Research Compliance Services, and Security Services collect personal information about students in the reporting and investigation of risk, safety and security matters at the University.
For further information about personal information collected by Risk & Safety Services departments, please contact the Executive Director, Risk & Safety Services:
Email: security.services@uleth.ca
Phone: 403-329-2603
n.University of Lethbridge Students and the Alberta Workers’ Compensation Board
In 1985, the Alberta Workers’ Compensation Board issued an Order under Section 7 of the Workers’ Compensation Regulation which provides that the Workers’ Compensation Act applies to students registered in and attending the University of Lethbridge (and other post-secondary institutions in Alberta) while they are in attendance. The Workers’ Compensation Board coverage does not extend to students who suffer accidents while engaging or participating in extracurricular sporting, recreational, social or personal fulfillment activities which are not a current academic requisite or which are not required as a part of the course of study in which the student is registered. Workers’ Compensation Board coverage means students are treated as workers of the Government of Alberta when injured in an incident related to their course of studies.
If you were involved in an incident or sustained an injury, please visit Safety Services Safety Reporting and complete an Online Safety Report. If a Workers' Compensation Board (WCB) claim is necessary, the safety report will be forwarded to Human Resources. For additional information or questions regarding WCB claims, please contact Human Resources:
Email: wellness@uleth.ca