Policy on Internal Access to Student Records

Lakehead University
Office of the Registrar
 
PURPOSE

This document explains the policy and procedures regarding user access to the confidential student records stored in Lakehead University's ERP (Enterprise Resource Planning) system also known as Datatel Colleague.

SCOPE

This policy applies to all faculty and staff.

GENERAL STATEMENT

Access to Lakehead University student records is governed by the Freedom of Information and Protection of Privacy Act (FIPPA). Under this Act, disclosure of personal information is prohibited to everyone except the person to whom it relates unless the Act specifically permits otherwise.

The information in student records generally falls into the category of personal information, so University officers i.e. the Registrar must ensure that these records receive the full protection to which they are entitled under FIPPA.

Access to individual student records will be given to an employee of Lakehead University who, in accordance with section 42(1)(d) of FIPPA, "needs the record in the performance of their duties and where disclosure is necessary and proper in the discharge of the institution's functions."

Access will be primarily via the web portal myInfo.

REQUESTS FOR USER ACCESS

Any request for access to student records should be directed to the University Registrar or his/her designate. This includes any modification to existing access. The Registrar will work with the ERP support group to ensure a timely implementation of this access.

Access will be primarily role-based. These roles will include but not be limited to:
  • Faculty Dean
  • Department Chair/School Director
  • Graduate Program Co-ordinator
  • Academic Administrative Assistant
  • Undergraduate Program Co-ordinator
  • Faculty member

The Office of the Registrar will rely on academic units or the Faculty Dean to advise them when roles change within an academic unit.

USER RESPONSIBILITY

All University departments and employees shall take reasonable precautions to protect the security of all records, including electronic communications, in their custody or control which contain students' personal information.

DEFINITION OF SECURITY CLASSES ATTACHED TO ROLES

These describe the functions that are available via myInfo for each of the defined Roles. Access will then be refined by one or all of Department, Faculty, Academic Program(s), Academic Level (graduate or undergraduate), and Campus.

Function

Description

Used For

Roles

XTRA

Custom Transcripts

Student Internal transcripts

DEAN,CHAIR,GRCRD,ASST

XVAL

Custom Degree Audit

Evaluate Program req'ts

DEAN,CHAIR,GRCRD,ASST

XACS

Custom Academic Standing

Add Standing notes (from XPRO)

DEAN,CHAIR,GRCRD,ASST

XPRO

Custom Person Profile

Demographic data

DEAN,CHAIR,GRCRD,ASST

XCSG

Custom Class Schedule Builder

View schedule of course sections, courses, students

DEAN,CHAIR,ASST

XCSV

Custom Schedule

View student schedule

DEAN,CHAIR,ASST

XFSR

Custom Class Rosters

View classlist

DEAN,CHAIR,INST,ASST

XGRE

Custom Marks Management

View or update marks for a classlist

INST,ASST

XENR

Custom Enrolment Reporting

View University enrolment numbers as at count dates. Drill down to individual student level.

DEAN,CHAIR

XLIM

Custom Enrolment Management

Manage section caps

View registration restrictions

Access waitlists

DEAN,CHAIR,ASST

XMEM

Mass Email Manager

Send mass email to a group of students

DEAN,CHAIR,ASST

XFDE

Custom Enrolment PDF Files

PDF version of University enrolment

DEAN,CHAIR

XVSH

Custom Scheduling Calendar

Find an available classroom

ASST

 

REFINING ACCESS SECURITY

Deans
  • Will have access to all student records within the Faculty (active, inactive, graduated)
Chairs/Directors/Designated Program Advisors
  • Will have access to all student records within the Department or School (active, inactive, graduated)
Graduate Co-ordinator
  • Will have access to all student records within the graduate program(s) supervised
Administrative Assistants
  • Access will mimic that of the Dean, Chair or Director
Instructors
  • Will have access to class lists assigned to them

 

Student records outside the scope of these parameters will be provided by the Office of the Registrar on an individual basis by request.

If an academic officer wishes to review the records of a student that is not currently enrolled in a course of study that falls within the security parameters e.g. students wanting to transfer into their program, seeking special permission to take a course etc, the following options are available:
 
  • Ask the student to bring a copy of his/her academic record to the appointment (or the student can access it via myInfo while in the officer's presence)
  • Call the Office of the Registrar at 8675 to request a transcript be sent
  • Email the Associate Registrar, coconnor@lakeheadu.ca to request a transcript be sent
  • Transcripts will be available for pickup within one hour, or can be emailed to the recipient at a lakeheadu.ca account