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 |