Procedure for Granting Access to Student Personal Information by External Official Student Organizations (10.2)

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This online version is for convenience; the official version of this policy is housed in the University Secretariat. In case of discrepancy between the online version and the official version held by the Secretariat, the official version shall prevail.

Approving Authority: Provost and Vice-President: Academic

Original Approval Date: April 5, 2021

Date of Most Recent Review/Revision: N/A

Administrative Responsibility: Enrolment Services

Parent Policy: 10.2 Student Academic Record Policy

1.0. Purpose

1.1 Student data and/or personal information may be provided to authorized, External Official Student Organizations without the prior consent of the student, in accordance with applicable laws, contractual terms, and Laurier’s Notice of Collection, Use and Disclosure of Personal Information.

2.0 Definitions

2.1 External Official Student Organization is an established external organization providing services or supports to Laurier students that has an operating agreement authorizing the sharing of student personal information from and with the university. Includes the Wilfrid Laurier University Students’ Union (WLUSU), Wilfrid Laurier University Graduate Students' Association (GSA), and Wilfrid Laurier University Student Publications (WLUSP).

2.2 Student Academic Record includes academically-related and biographical information collected about a Student, applicant, or former Student of the university in a for-credit degree program. Also known as the Ontario University Student Record (OUSR). See Appendix A: Documents Included in the Student Academic Record and Official Academic Transcript.

3.0 Procedure

3.1 Process for Requesting Access to Student Personal Information

3.1.1 Requests for Student information from Student Academic Records must be submitted to the AVP: Enrolment Services and Registrar by email to registrar@wlu.ca.

3.1.2 External Official Student Organizations may be granted access to student personal information in aggregate form for the purposes of administering their relationship with their members. The personal information provided will be limited to only the information reasonably necessary for the External Official Student Organization to execute the Organization’s functions and communicate with their members.

3.1.3 The request must identify the core operation of the External Official Student Organization which the information will support. External Official Student Organizations are required to have appropriate processes in place for the collection, use, retention and disclosure of Student information and all uses must be consistent with this policy and other applicable university policies.

3.2. Process for Approving Requests for Access to Student Personal Information

3.2.1 For undergraduate Student Academic Record data, the request must be approved by the AVP: Enrolment Services and Registrar and the Provost and Vice-President: Academic.

3.2.2 For graduate Student Academic Record data, the request must be approved by the AVP and Dean, Faculty of Graduate and Postdoctoral Studies and the Provost and Vice-President: Academic.

3.2.3 The university will provide a response to the request within 5 business days and provide the approved data or information as soon as reasonably possible.