Privacy and compliance considerations

For faculty, staff, teaching assistants (TAs) and sessional instructors:

• Store all materials containing student information, including grades, directly on LEARN. If that is not possible, then store that material on the University provided N: drive. Do not store these types of materials on personal computing or storage devices. N: drives are accessible from on and off campus to faculty, staff and TAs, and it is regularly and automatically backed up.
• Alternative storage options, such as cloud storage, are possible, but only if IST recommendations on cloud storage are followed.
• Email correspondence that needs preserving (for potential legal purposes) is best preserved in a separate folder on Outlook (watch the YouTube video on managing folders), not saved as individual files or via personal storage table (.pst) files.

Legislation

• Freedom of Information and Protection of Privacy Act (FIPPA)

Campus and faculty resources

• Information and Privacy
• Information and Privacy guidelines
• Faculty of Environment privacy guidelines
• University of Waterloo Classification and Records Retention Schedule (WatCLASS)

Applicable policies and guidelines

• Policy 46: Information Management
  Supersedes:
  • Policy 8: Information Security
  • Policy 12: Records Management
  • Policy 13: Archives
  • Policy 19: Access To and Release of Student Information
• Guidelines for Managing Student Information for Faculties, Academic Departments and Schools