Types on content on this page

Text

There are currently ten policies that constitute the policy framework for how the University deals with information.Take a look at the summary of each policy (specially policies 10.01, 10.04, and 10.06).

Policy 10.01 - Archives, Recorded Information Management, and FIPPA

This policy establishes the University Archives and Records Management office primary objective as the gathering and dissemination of knowledge. According to this policy, the University Archivist is responsible to develop, monitor and implement a Records Management Program that has to be approved by the committee. The program’s objective is to facilitate the retention, transfer and disposal of both valuable and transitional records. Any access to information request sent to the University shall be determined using B.C’s FIPPA. Each office shall designate a ‘records officer’ who is responsible for the records management program within the office (with the help and advice from the Records Manager).

Policy 10.02 Head of the Institution and Delegation of Authority under FIPPA

The purpose of this policy is to ‘ensure compliance with the Freedom of Information and Protection of Privacy Act of British Columbia (the Act) by designating who the head of the University is for the purposes of the Act’.The Board of Governors, pursuant to section 77(a) of the Act, designates the President and Vice-Chancellor of Simon Fraser University as the head of the institution for the purpose of administering the University’s compliance with the Act.

Policy 10.03 Freedom of Information Fee Schedule

This policy determines the fees to be charged when responding to a formal access request, in order to comply with B.C.’s FIPPA

Policy 10.04 Access to Information and Protection of Privacy

The purpose of this policy is to provide consistent guidelines regarding the access and protection of personal information held by the University (employees, students, and contractors) The policy applies to all university employees, and the implementation of it falls under the responsibility of the President, Deans, Vice-Presidents, Registrars, Executive Directors and the University Librarian. The policy defines the types of information which must not be disclosed to persons other than those authorized: personal information, educational, financial, employment and medical history, and law enforcement.

Policy 10.05 Collection of Personal Information

This policy ensures that SFU complies with B.C.’s privacy rules outline in the Act as well as to ensure that the information we gather uses an appropriate method of collection and protection.The policy includes information that is recorded or stored by graphic, electronic, mechanical or other means. It also establishes the definition of a record as “any document created in the course of practical University activity and constituting written evidence of that activity” (i.e. letters, memos, emails, voice mails, maps, drawing, photo, etc.)

Policy 10.06 FOI Requests that create Conflict of Interest

This policy defines the circumstances when an Archives Department staff member may be in a real or perceived conflict of interest when responding to a FOI request and the procedure to designate a third party who share review, recommend an access decision and sever the records in this situations.

Policy 10.07 Security of Facsimile Transmissions

This policy establishes the procedure to follow when sending confidential or personal information by a fax machine, in order to comply with B.C.’s FIPPA

Policy 10.08 Collection and disclosure of Instructor and Course evaluations

This policy outlines the collection and disclosure procedures for instructor an course evaluations.

Policy 10.09 Retention and disposal of student exams or assignments

This policy establishes the retention period for student’s exams and assignments as well as their secure disposal after they have been kept for at least one year. The policy mentions the appropriate RRSDA that provides the administrative and legal authority for the retention and disposal of these records.

Policy 10.10 Confidentiality Policy

This policy outlines the procedures to assure that the confidentiality of any member of the university when letters of reference or other information is taken from a third party to make a decision on admission, appointment, evaluation of performance, awards and/or discipline. The policy establishes that all records containing personal information received by an employee or committee should be protected against unauthorized access, collection, use, disclosure, retention or disposal through effective records management.