Access to Information and Privacy

The University of Saskatchewan (“USask”) collects, creates and maintains records of information, including personal information about students, faculty, staff, alumni, retirees and other individuals, to execute activities associated with providing post-secondary instruction and research in the humanities, sciences, social sciences and other areas of human intellectual, cultural, social and physical development. The purpose of this policy is to ensure that individuals have access to information under the control of USask, and to ensure that USask protects the privacy of personal information under its control.

In the course of its operations, USask and its faculty, staff, contractors and agents (collectively, “Community Members”) pledge to adhere to the following principles:

Transparency: As a publicly funded institution, USask will act in an accountable and open manner in providing access to information under its control.

Necessity: Personal information collected by USask will directly relate to and be necessary for a program or activity of the institution.

Minimal Collection: USask will not collect more personal information than what is required for the specific purpose.

Direct Collection: Whenever possible, personal information will be collected directly from the individual to whom it relates.

Openness: Whenever possible, USask will inform the individual of the purposes for collecting their personal information, its intended use, and contact information should they have any questions. 

This policy applies to all records of information, including personal information, in the possession or under the control of the University, regardless of how it is collected, used, or disclosed and regardless of format or location. 

USask must comply with the obligations of The Local Authority Freedom of Information Act and Protection of Privacy Act (“LAFOIP”). This policy exists to reaffirm USask’s continued commitment to the Principles and to access to information and protection of privacy obligations arising from all statutes and regulations applicable to USask.

Access to Information:

USask is committed to transparency and providing access to information under its control. Subject to exceptions established by law:

• USask will make reasonable efforts to provide access to university records eligible for disclosure to individuals who submit a formal request.
• USask will make reasonable efforts to ensure individuals can access records of personal information about themselves.
• USask will provide routine access through existing procedures to information that is in the public domain and/or subject to public disclosure under LAFOIP.

Protection of Privacy:

USask is committed to protecting privacy. Subject to exceptions established law:

• USask Community Members will only collect personal information if it is necessary for a USask program or activity.
• USask and its Community Members will only use and disclose personal information for the purpose it was obtained, absent further consent from the individual or other legal authorization.
• USask and its Community Members will make reasonable efforts to protect personal information from unauthorized collection, access, use, disclosure, or destruction, and to ensure the integrity, accuracy and confidentiality of personal information.
• USask will only retain information for as long as necessary as outlined in the associated retention schedule applicable to the information, academic unit or administrative unit.

The Vice-President Administration is the designated Head for the purposes of LAFOIP and is responsible for oversight of access to information and privacy matters at USask. The Head may approve guidelines and procedures pursuant to this policy as required.

USask shall appoint an Access and Privacy Officer. The Access and Privacy Officer will advise on and coordinate access to information and protection of privacy matters. USask, through the Access and Privacy Officer, will make information and resources available to USask Community Members to support understanding and compliance with the Principles and the Policy.

Senior Administrators will ensure their unit’s compliance with LAFOIP in coordination with the Access and Privacy Officer.

At the request of the Access and Privacy Officer, an academic or administrative unit will designate a manager or senior administrator (eg. director, executive director, department head, or assistant/associate dean) to act as a coordinator of access to 8 information and privacy activities within their unit and to serve on the university’s access and privacy committee.

All USask Community Members have a responsibility for executing USask programs and activities in a way that respects USask’s access to information and privacy obligations. USask Community Members must:

• Comply with all applicable laws, USask policies, regulations and guidelines regarding access to information and the use of personal information in carrying out USask activities;
• Inform themselves of this policy, related policies and procedures and attend training as required;
• Cooperate with the requests of the Access and Privacy Officer;
• Not impede access to information and support routine disclosures;
• Only collect, use, and disclose personal information that is necessary for USask’s activities; and
• Take reasonable steps, including organizational, technological and physical safeguards, to protect and ensure the accuracy and integrity of personal information under USask’s control.

USask expects that its faculty, staff, students, post-doctoral students, contractors and agents will comply with this policy. Should there be reason to suspect that laws or USask policies have been or are being violated, USask may take action including disciplinary or legal action in accordance with any applicable agreements, contracts, collective agreements, regulations or policies, legislation or common law principles.

The source of institutional approved definitions is in the Academic and Curricular Nomenclature.

• Academic and Curricular Nomenclature
• Management of University Records
• Retention Schedules
• Information Technology Use
• Information Technology Security
• IT Communications
• Data Management
• Fraud Deterrence
• Safe Disclosure
• Procedures for Access to Information and Privacy

• Local Authority Freedom of Information and Protection of Privacy Act, L-27.1
• Local Authority Freedom of Information and Protection of Privacy Regulations, L-27.1 Reg 1