Roles and Responsibilities of Information Users

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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.

Definitions

Information: includes any part or all of any record, document, or data that is created, stored and used by the university, however recorded, whether in printed, film, or electronic form.

Information User: the individual university community members who have been granted access to university information in order to perform assigned duties or in fulfilment of assigned roles or functions at the university. This access is granted solely for the conduct of university business.

Information Steward: the university employee who is the manager responsible for the direction of a functional unit that is responsible for creating and/or managing a group of records. This typically will be a director for the unit, depending on the structure of the department.

Responsibilities

Information Users shall:

1. Follow university and department policies and procedures;
2. Comply with applicable federal and provincial legislation;
3. Protect the integrity of the Information by ensuring Information is accurate and up to date;
4. Implement any safeguards for passwords, transmission of Information, or destruction of confidential or Personal Information as provided by the Information Steward, ICT, or the Privacy Office;
5. Collect Information only for specific purposes, as allowable by your position and the university’s Notice of Collection, Use and Disclosure of Personal Information or other consents;
6. Access personal or confidential Information as needed;
7. Use or disclose the Information you are allowed to access only for the purposes of doing your job;
8. Report any unauthorized access or data misuse to ICT, the Privacy Office or the appropriate Information Steward for remediation.