| Freedom of Information and Protection of Privacy |
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Lethbridge College supports the right of the public to access information about the College and the right of individuals to the privacy of their personal information. The Freedom of Information and Protection of Privacy (FOIP) Act was introduced in the Alberta Legislature in the spring of 1994 following an extensive public consultation process by an all-party panel. The Act, which reflects the recommendations of the all-party panel and the input of Albertans, is seen as the cornerstone of an open, accessible and accountable government to the people of Alberta. It was proclaimed in force on October 1, 1995 for public bodies such as government departments, agencies, boards, commissions and other bodies made subject to its provisions by the FOIP Regulation. When the Act was first introduced, a commitment was made to extend its scope to include local public bodies, such as schools, health authorities, post-secondary educational institutions and municipalities. The FOIP Act is effective for Alberta colleges as of September 1, 1999. The Alberta Government has published the FOIP Guide on its website. This guide provides on overview of Alberta's Freedom of Information and Protection of Privacy Act and the regulation made under the Act. This guide is written in a concise and easily readable format. Freedom of Information Freedom of Information or Part 1 of the Act, provides people with a right of access to records in the custody or control of of a public body, including access to their own records, subject to specific exceptions. Lethbridge College is a public body under the Act. Requesting Information from Lethbridge College You do not have to file a formal request under FOIP to access any or all information about the College or about yourself. The FOIP Act is in addition to and does not replace existing procedures for access to information or records. It should be seen as an instrument of last resort. A request for information that cannot be answered through existing procedures becomes a formal access request. A formal access request received anywhere on campus will be directed to the Lethbridge College Information and Privacy Coordinator. Protection of Privacy In accordance with the FOIP Act, Lethbridge College advocates that each individual's personal information belongs to them and they have a right to privacy. Protection of Privacy or Part 2 of the Act, establishes limitations to the collection, use and disclosure of personal information by Lethbridge College, to protect the privacy of individuals. Definition of Personal Information The FOIP Act states that personal information is:
Student Privacy Personal Information and Protecting Student Privacy at Lethbridge College This web page is intended to provide an overview of access to information and protection of personal privacy at Lethbridge College. It does not replace the Freedom of Information and Protection of Privacy Act nor any Lethbridge College policy. If a conflict exists between statements in this brochure and the Act or College policy, those documents have paramountcy.
Who Collects Lethbridge College Student Information and Why? Lethbridge College, under the authority of the Colleges Act which mandates Lethbridge College to provide programs and services and as per the Freedom of Information and Protection of Privacy Act, collects only the personal information it needs with respect to:
Personal information collected from students is used to:
How Can This Personal Information Be Used or Released By Lethbridge College? The personal information may be used by Lethbridge College only for the purposes indicated when it was collected or for purposes consistent with the original reason it was collected. Each year some personal information is provided to Alberta Learning or to Statistics Canada. These government departments require Lethbridge College to provide specific reports. This information includes student ID, citizenship, gender, birth date, program, workload, address information, and educational history. Government departments use the information:
What Personal Information Can One Person Get From Lethbridge College About Another Person? There are many restrictions on who has access to a student’s personal information: Some Lethbridge College employees need to use student information to:
Upon request, the Registrar will:
What About Student Photographs? A photograph or digital image of a student is deemed to be that person’s personal information.
Lethbridge College protects personal
privacy involving photographs with the same confidentiality as other
personal information.
Instructors and
other staff are restricted from providing references when students
seek employment--unless a student provides written consent. Students may write a letter or sign a consent form. Lawyers and investigators may provide release forms when working on a student case. College departments may provide consent forms. For example:
Athletes sign
a form to disclose information to the league, fans, and media. How Can Student Privacy Be Protected When Assignments Are Returned And Grades Given Out? Corrected assignments should be picked up directly from instructors or by following pick-up instructions from that course. Grades can be posted only when instructors can ensure individual privacy is protected. What Are Information Sharing Agreements? Lethbridge College signs agreements to share student information with other government agencies and non-government agencies. For example:
Apprenticeship
Branch information about individual apprentices is shared with Lethbridge College.
Security Measures Information collected from students through the admissions and registration process, as well as through other service departments at Lethbridge College, is kept secure. Access is restricted. Lethbridge College uses a computerized system to maintain many important records. Access to this system is restricted by password protection. Please Note: This web page is intended to provide an overview of access to information and protection of personal privacy at Lethbridge College. It does not replace the Freedom of Information and Protection of Privacy Act nor any Lethbridge College policy. If a conflict exists between statements on this website and the Act or College policy, those documents have paramountcy. Employee Privacy Protecting Employee Privacy at Lethbridge College This information is intended to provide an overview of access to information and protection of personal privacy at Lethbridge College. It does not replace the Freedom of Information and Protection of Privacy Act nor any Lethbridge College policy. If a conflict exists between statements on this website and the Act or College policy, those documents have paramountcy.
Persons working for wages or salary for the College are, of course, employees. The FOIP Act expands this to include others, such as any persons who are working on a contract. The FOIP Act contains the following definition:
Lethbridge College, under the authority of the Colleges Act of Alberta which mandates Lethbridge College to provide programs and services and as per the FOIP Act collects only the employee information it needs with respect to:
Personal information collected from employees is used to:
How Can This Personal Information Be Used or Released By Lethbridge College? Lethbridge College uses personal information only for the purposes indicated above or for purposes consistent with the original reason it was collected. Information will be released only if release is permitted under the FOIP Act or if written consent for disclosure is obtained from the employee. Some personal information is provided in specific reports to Revenue Canada or to Statistics Canada. Similarly, personal information is provided to Local Authorities Pension Plan (LAPP) and benefit plan insurers. Included in this information are such items as name, gender, birth date, SIN, earnings details, and mailing address. What Personal Information Can One Person Get From Lethbridge College About Another Person? All Lethbridge College employees do not have access to all employee records. Many restrictions apply to access of an employee’s personal information. Some other Lethbridge College employees need this personal information to carry out their professional responsibilities, such as processing payroll accounts, or providing work assignments. Also, without written consent, an employee’s personal information cannot be released to third parties, such as:
Release of information by the College to a committee to organize social functions is considered a consistent use of employee information, so it’s okay. However, this does not include giving out birth dates for the purpose of celebrating birthdays, information about births, deaths or other family events. Such information is best gathered within each area on an informal, consensual basis and used in an informal manner. What Personal Information is Routinely Available About Lethbridge College Employees? Employees can routinely release "business card" details. Other employee-related information that is routinely available from the appropriate administrative office includes:
All records containing personal information should be reviewed carefully before they are released to ensure that information is not being inappropriately disclosed. Some records will need to have portions blanked-out or severed before release. What Personal Information is not Routinely Available About an Lethbridge College Employee? The following information about Lethbridge College employees is not routinely available without written consent:
All requests for this type of information can be referred to Human Resources Services. Information collected from employees through the hiring process as well as through their working career at Lethbridge College is kept secure and access to it is restricted. Lethbridge College uses a computerized system to maintain many important employee records. Access to this system is restricted by password protection. Personnel files in HR are accessible to an employee and with some restrictions accessible to that employee’s supervisor. Please Note: This information is intended to provide an overview of access to information and protection of personal privacy at Lethbridge College. It does not replace the Freedom of Information and Protection of Privacy Act nor any Lethbridge College policy. If a conflict exists between statements on this website and the Act or College policy, those documents have paramountcy. Consent Forms Consent Forms for Use and Disclosure of Personal Information Written consents are obtained in accordance with sections 39 (1) b and 40 (1) d of the FOIP Act. Questions about the appropriate use of the following consent form templates can be directed to the Lethbridge College Information & Privacy Coordinator or (403) 320-3203. Consent for Use of Personal Image and Information Parent / Guardian Consent for Use of Personal Image and Information Consent for Disclosure of Personal Information Student Request for Employment Reference For More information Announcements regarding legislation changes, new publications and other news about Freedom of Information and Protection of Privacy (FOIP) in the Government of Alberta are published by the Alberta government (more). |
