The following forms, resources and procedures are provided by\u00a0the Privacy Office for use by Administrative and Academic Units to help ensure Carleton\u2019s compliance with privacy legislation.<\/p>\n
The collection, storage, utilisation, and dissemination of Personal Information concerning members of the Carleton community is only undertaken as part of ongoing efforts by the University to ensure decision making practices are based on accurate information. The university also ensures that the information gathered for one purpose is not being used inappropriately for another, and that the privacy of an individual is not compromised by disclosure of personal information to third parties without the proper approvals.<\/p>\n
Frequently academic and administrative units collect Personal Information from individuals for a variety of purposes that are not accounted for in the general privacy notice<\/a>. This\u00a0privacy notice template<\/a> can be added to any form used to collect Personal Information and can be customized with the name and contact information of a direct contact within the faculty or department, usually the Departmental FIPPA Representative. If you require assistance determining the purpose of collection, please contact the Privacy Office.<\/p>\n In most cases FIPPA does not allow the disclosure of Personal Information without the consent of the individual involved. Occasionally, however, individuals may require the disclosure of their Personal Information to a Third Party. This may include for an employment or academic reference or to release information regarding tuition fee balances. You can complete a Third Party Release Authorization in your Carleton360<\/a> portal, or you can use the following\u00a0Third Party Authorization form<\/a>.<\/p>\n The use of student, faculty or a staff member\u2019s work, testimonials, images and other materials for promotional or other purposes requires the consent of the student, faculty or staff member. In cases where the student, faculty or staff member submits items for publication or use, consent is implied. However, asking the student, faculty or staff member to provide express consent is ideal. The\u00a0Consent to Publish Information form<\/a> can be used in most cases. For more information or for help in drafting consent forms for specific purposes, please contact the Privacy Office.<\/p>\n We are continuously developing tools and resources to assist the campus community with the collection and use of photographs, audio and video recordings. These guidelines are being drafted based on consultations with different units on campus. Announcements will be made as soon as they become available.<\/p>\n In an effort to address notification requirements for various events held in our community, we recommend using a Poster Notice<\/a>. This template is easy to use and is adaptable for a variety of purposes. If you need assistance with the development of the poster, or would like to amend the core text, please contact the Privacy Office.<\/p>\n Faculty and staff are encouraged to treat the Personal Information of every member of the Carleton community with sensitivity and due diligence for the protection of privacy.<\/p>\n Electronic communication that contains Personal Information such as grades and other evaluative material (i.e. references) should only be undertaken via official Carleton email systems. This includes CUNET, CMAIL, the alumni.carleton.ca domain and electronic teaching systems such as Brightspace.<\/p>\n E-mail Notification for Non-Carleton Correspondence<\/a> Students, staff and faculty are required to use Carleton email systems when communicating with the university. This response may be used to explain this policy when replying to email communication sent from non-enterprise systems. Directions as to where one can activate a Carleton account for students, staff, or faculty are included in this notice.<\/p>\n General E-mail Notification for Carleton Correspondence<\/a> This notice should be attached\u00a0to any email sent from a Carleton enterprise email system.<\/p>\n Minutes are considered to be a “record” under FIPPA and should contain certain pieces of information in order to make them as clear as possible, and compliant under the standards of the Act. “Minute Taking Tips”<\/a> outlines the necessary pieces of information required for minutes to provide a clear record of a meeting. The procedures also provide guidance as to what information should be excluded from formal minutes in order to protect the privacy of those in attendance at the meetings. Minutes (unless containing excerpted material) are accessible with a freedom of information request and should strive to provide as much clarity as possible while respecting the privacy rights of the participants.<\/p>\n A \u2018privacy breach\u2019 is an incident involving the unauthorized disclosure of Personal Information in the custody or control of Carleton. This would include Personal Information being lost, stolen, or accessed by unauthorized persons. The “Privacy Breach Incident Plan”<\/a>\u00a0outlines the best practices for responding to a privacy breach in four simple steps. The “Privacy Breach Reporting Form”<\/a> must be filled out whenever a privacy breach has been identified. The details you provide on this form will enable Carleton\u2019s Privacy Officer to produce a formal report, should one be required, for Ontario\u2019s Office of the Information and Privacy Commissioner. Once the form is completed, it must be sent back to the\u00a0Privacy Office<\/a>\u00a0(details are provided on the form).<\/p>\nDisclosing Personal Information to Third Parties<\/h4>\n
Consent to Use or Publish Personal Information<\/h4>\n
Photographs, Video and Audio Recordings<\/h4>\n
Protection of Privacy<\/h2>\n
E-mail<\/h4>\n
Taking Minutes<\/h4>\n
Privacy Breaches<\/h4>\n
Sharing Personal Information with Non-Carleton Service Providers<\/h4>\n