Records relating to the provision of services and programs to ensure the well-being of the university and its members

Title ​Conflict and unethical behaviour case files
Location Conflict management & Human rights office; unit(s) involved in case
Legal authority University of Waterloo Act, 1972; Policy 33: Ethical Behaviour; university policies and collective agreements which include procedures for informal resolution of disputes and grievances
Information may include Names of parties, nature of conflict, agreements to mediate, memoranda of understanding, witness statements, interview notes, meeting notes, supporting documents, and related correspondence
Uses To respond to conflicts and other forms of non-human-rights-related unethical behaviour under Policy 33: Ethical behaviour
Users Conflict management and human rights office; unit(s) involved in case
Individuals in bank Students, faculty and staff
Retention To be determined
Disposition To be determined
Title Conflict, unethical behaviour, and human rights consultation files
Location Conflict management & Human rights office
Legal authority University of Waterloo Act, 1972; Freedom of Information and Protection of Privacy Act, s. 38 (2) and 39
Information may include Names of parties, nature of conflict, meeting notes, supporting documents, and related correspondence                          
Uses To provide initial advice or guidance regarding the handling of conflicts
Users Conflict management and human rights office
Individuals in bank Students, faculty and staff
Retention To be determined
Disposition To be determined
Title Counseling and psychotherapy client files
Location Counseling services, Centre for medical health research
Legal authority Psychology Act; Regulated Health Professions Act; College of Psychologists of Ontario Standards of Professional Conduct, section 9
Information may include Name, address, telephone number, date of birth, emergency contact information, psychological history, assessments, diagnoses, treatment plans, records of counseling sessions and, for children, custody/access information and name of school
Uses To treat individuals in need of counseling and psychotherapeutic services
Users The individual's psychologist and the supervising psychologist if the psychologist is a student or intern
Individuals in bank Faculty, staff, students, public
Retention To be determined
Disposition To be determined
Title ​Human rights complaint files
Location Conflict management & Human rights office; human resources; unit(s) involved in a complaint
Legal authority University of Waterloo Act, 1972; Human Rights Code; Human Rights Code Amendment Act, 2006; Policy 33: Ethical Behaviour
Information may include Names of parties, subject of complaint, witness statements, notes of meetings, evidence gathered, agreements to mediate, memoranda of understanding, investigation reports, documents relating to the outcome of the investigation, and related correspondence
Uses To document the university's response to complaints under the Human Rights Code by students, faculty, and/or staff
Users Conflict management and human rights office; human resources; unit(s) involved in a complaint
Individuals in bank Students, faculty and staff
Retention To be determined
Disposition To be determined
Title Medical records
Location Health services; sports medicine clinic
Legal authority University of Waterloo Act, 1972; O. Reg. 241/94, s. 2 (19), College of Physicians and Surgeons of Ontario Policy Statement #5-05: Medical Records
Information may include Name, telephone number, address, e-mail address, date of birth, OHIP number, student number, date of birth, gender, credit card number, health insurance information, health history, health measurements and examination results, health conditions, assessment results and diagnoses, immunization records, treatment history with the practice, correspondence related to the individual, evaluations or opinions of the staff about the individual
Uses To maintain health records of individuals treated in university medical facilities and clinics
Users Health services staff, sports medicine clinic staff
Individuals in bank Faculty, staff, students
Retention To be determined
Disposition To be determined
Title Optometry records
Location Optometry clinic
Legal authority University of Waterloo Act, 1972; O. reg. 749/94 s. 3 (1); Personal Health Information Protection Act
Information may include Name, telephone number, address, e-mail address, date of birth, OHIP number, student number, date of birth, gender, credit card number, health insurance information, health history, health measurements and examination results, health conditions, assessment results and diagnoses, treatment history with the practice, correspondence related to the individual, evaluations or opinions of the staff about the individual
Uses To maintain health records of individuals treated in university optometry facilities
Users Optometry clinic staff
Individuals in bank Faculty, staff, students, public
Retention To be determined
Disposition To be determined
Title ​Persons with disabilities client files
Location Office for persons with disabilities
Legal authority University of Waterloo Act, 1972; Accessibility for Ontarians with Disabilities Act, 2005; Human Rights Code; Human Rights Code Amendment Act, 2006; College of Psychologists of Ontario Standards of Professional Conduct, section 9
Information may include Name, date of birth, address, e-mail, telephone numbers, ID number, faculty and program, program type, OSAP eligibility, disability and/or accommodations, verifying documentation, courses enrolled in, academic information, expected date of graduation, the views or opinions of another individual about the individual, correspondence
Uses To promote access to programs, services, facilities, and to ensure equitable opportunities for persons with disabilities at the University of Waterloo
Users Office for persons with disabilities, relevant staff and faculty in any unit(s)
Individuals in bank Students, faculty, staff, visitors
Retention To be determined
Disposition To be determined
Title Police case files
Location Police services
Legal authority University of Waterloo Act, 1972; Police Services Act, section 53
Information may include Name, address, telephone number, e-mail address, student number, employee number, gender, date of birth, descriptions of incidents, statements, and physical descriptions
Uses To maintain records of incidents and to maintain a safe campus environment
Users Police services staff, associate deans, Waterloo Region police service for incidents of a criminal nature
Individuals in bank Faculty, staff, students, public
Retention To be determined
Disposition To be determined

Back to top