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McMaster University Personal Information Bank Directory

Expandable List

The Freedom of Information and Protection of Privacy Act (FIPPA) (section 44) defines a “personal information bank” as a collection of personal information that is organized and capable of being retrieved using an individual’s name or an identifying number or particular assigned to the individual. The PIB Directory is a tool that allows the university to inform community members, who may wish to make a request for access to their personal information, the type of personal information the university may have about them, how it is used, and what roles may have access to that information.

If you are seeking access to your own personal information, please identify the Personal Information Bank and/or location of the personal information record in question in your FOI access to the information request form.

If you believe your personal information held within one of these banks has been used in a manner inconsistent with FIPPA or inconsistent with the uses outlined in this directory, please contact the privacy office. To update or add a new personal information bank to the registry at McMaster University, please complete this online form, or reach out to the privacy office at privacy@mcmaster.ca.

Updated: May 6, 2024

Athletics and Recreation

  • Location: Student Services – McMaster Athletics and Recreation, David Braley Sport Medicine & Rehabilitation Centre
  • Legal Authority: McMaster University Act, 1976
  • Information Maintained: name, contact information, emergency contact information, limited health information, in the case of varsity,  intramural sports and individual programs – age, weight, education information.
  • Uses: to operate and manage the RAC and its membership base, keep track of student participation in organized sports, advance varsity and intramural student sport participation and awareness within the university community
  • Users: Staff
  • Individuals in Bank: students, staff and McMaster community members who are members of McMaster Athletics and Recreation

 

Applications for Financial Support for USIF and SLEF

  • Location: Student portal
  • Legal Authority: McMaster University Act, 1976
  • Information Maintained: name, email address
  • Uses: Personal information is used to process applications to the Undergraduate Student Incentive Fund (USIF) and the Student Life Enhancement Fund (SLEF)
  • Users: Student Affairs – Communications and Marketing staff, and IT Manager; Student Services Advisory Committee (SSAC)
  • Individuals in Bank: students

Career Counselling Services

  • Location: Student Success Centre – Career Counselling Services
  • Legal Authority: McMaster University Act, 1976
  • Information Maintained: name, unique identifier, home address, phone number
  • Uses: to assist students in finding employment, writing resumes, preparing for interviews, assisting in career and educational planning
  • Users: Career Counselling Services staff
  • Individuals in Bank: students

Human Rights Services 

  • Location: Equity and Inclusion Office (EIO)
  • Legal Authority: McMaster University Act, 1976
  • Information Maintained: name, contact information, unique identifier, personal email
  • Uses: The personal information is used to counsel and assist students and staff with human rights/equity complaints, issues and concerns
  • Users: Limited access – staff in the Equity and Inclusion office
  • Individuals in Bank: Students and staff

International Student Services 

  • Location: Student Services – International Student, School of Graduate Studies
  • Legal Authority: McMaster University Act, 1976
  • Information Maintained: name, contact information, education information, country of origin.
  • Uses: to assist and mentor international students, advise on status letters for study and work permits, assist with temporary resident visas and tourist visas, provide peer support programs, review documents issued by immigrant officials, assist with referrals for financial assistance, academic and personal counselling
  • Users: staff providing services to International Studies
  • Individuals in Bank: students

Mature Students

  • Location: Student Services – Mature Students
  • Legal Authority: McMaster University Act, 1976
  • Information Maintained: name, unique identifier, contact information, education information
  • Uses: to support decisions related to program planning and development, report and professional training
  • Users: staff responsible for supporting mature students
  • Individuals in Bank: students

President’s Award of Excellence in Student Leadership

  • Location: Student Affairs
  • Legal Authority: McMaster University Act, 1976; Award Terms of Reference
  • Information Maintained: name, unique identifier, education information, nominator’s name
  • Uses: Personal information is used to verify eligibility for award consideration
  • Users: Student Affairs administrator
  • Individuals in Bank: students

Student Accessibility Services

  • Location: Student Affairs – Student Accessibility Services (SAS)
  • Legal Authority: McMaster University Act, 1976
  • Information Maintained: name, phone number, limited health information, education information
  • Uses: Personal information is used to assess students registered with SAS and provide ongoing support for student academic accommodations
  • Users: SAS staff, internal offices critical to the provision of accommodations
  • Individuals in Bank: students

Student Housing

  • Location: Student Services – Student Housing Services
  • Legal Authority: McMaster University Act, 1976
  • Information Maintained: name, unique identifier, contact information, education information
  • Uses: to verify student status, process residence applications, administer residence contracts, document incidents, maintain records of non-academic discipline
  • Users: Student Housing Services staff and Security Services in the event of a security incident
  • Individuals in Bank: Students in residence owned by McMaster University

Student Case File Management (Non-Academic Discipline)

  • Location: Student Services
  • Legal Authority: McMaster University Act, 1976
  • Information Maintained: name, unique identifier, contact information, education information
  • Uses: The personal information is used to support investigations into allegations of student non-academic conduct informally
  • Users: Director of Student Services, Limited – staff
  • Individuals in Bank: students

Student Success Centre

  • Location: Student Affairs Services – Student Success Centre, School of Graduate Studies
  • Legal Authority: McMaster University Act, 1976
  • Information Maintained: name, unique identifier, education information
  • Uses: The personal information is used to assist student transition to McMaster University and to assist students with study and general management techniques
  • Users: staff responsible for working directly with students
  • Individuals in Bank: students

Student Wellness Centre Records System

  • Location: Student Services – Student Wellness Centre (SWC)
  • Legal Authority: McMaster University Act, 1976Regulated Health Professions Act, 1991
  • Information Maintained: name, contact information, education information, unique identifiers; may also include: records of examinations(PHI), medical history(PHI), clinical notes(PHI), assessments (PHI) and referrals
  • Uses: The personal information is used for the purposes of providing health care services to students, and to maintain medical records of students who are patients of the SWC.
  • Users: Limited access – doctors and staff of the Student Wellness Centre
  • Individuals in Bank: students

 

Academic Progress Tracking

  • Location: Any academic unit
  • Legal Authority: McMaster University Act, 1976
  • Information Maintained: name, unique identifier, education information
  • Uses: Personal information is used to track students’ academic progress within a specific academic unit.
  • Users: Designated Unit or Program Administrator
  • Individuals in Bank: Students

Academic and Instructor Management

  • Location: Office of the Vice Provost and Senate, faculties and departments
  • Legal Authority: McMaster University Act, 1976
  • Information Maintained: name, address, telephone, date of birth, SIN, employee number, employee history, education history, resumes, curriculum vitae, performance reviews, faculty course surveys, reference letters
  • Uses: maintain records of professional reviews, appeals and other issues related to faculty affairs
  • Users: Office of the Provost and Vice President Academic, faculty and department administrative staff
  • Individuals in Bank: faculty and other departmental staff

Academic Review

  • Location: Office of the Vice Provost and Vice President Academic, School for Graduate Studies, faculties and departments
  • Legal Authority: McMaster University Act, 1976
  • Information Maintained: self-study reports, employer surveys, curriculum vitae of all faculty, documentation of advisory counsel comments, peer reviews
  • Users: staff responsible for review and audit processes
  • Uses: assist in reviewing academic programs for undergraduate programs
  • Individuals in Bank: faculty and department staff

Accreditation Files

  • Location: faculties and academic departments
  • Legal Authority: McMaster University Act, 1976
  • Information Maintained: student work, interview notes, visitation notes
  • Users: faculties and academic departments, third-party accreditors
  • Uses: to enable the testing and evaluating of educational programs to ensure that they meet the required standards in preparing graduates for professional practice
  • Individuals in Bank: students

Student Attendance Tracking Sheets

  • Location: Limited access –  academic departments
  • Legal Authority: McMaster University Act, 1976
  • Information Maintained: name, unique identifier, photograph, education information
  • Users: faculties and academic departments, third-party accreditors where relevant
  • Uses: Personal information is used to maintain a list of student attendance for accreditation purposes (where relevant), assessment (where applicable)
  • Individuals in Bank: students

TMG Merit Data Analysis

  • Location: All university offices where TMG employees are employed
  • Legal Authority: McMaster University Act, 1976
  • Information Maintained: name, unique identifier, financial information, employment information
  • Users: Local financial administrators and direct-line managers
  • Uses: Personal information is used to support the process of assessing salary increases and preparing budget submissions.
  • Individuals in Bank: TMG employees

Financial Services

  • Location: Financial Services, School for Graduate Services, finance-focused offices
  • Legal Authority: McMaster University Act, 1976
  • Information Maintained: name, home address, home telephone number, student number, employee numbers, banking information, SINS
  • Users: financial services and administrative staff, human resources (as needed)
  • Uses: maintain financial records of students, faculty and staff for payroll management
  • Individuals in Bank: students, faculty and staff

Student Awards and Scholarships

  • Location: Office of the Registrar, Office of Undergraduate Admissions, School for Graduate Studies, academic units and Financial Assistance
  • Legal Authority: McMaster University Act, 1976
  • Information Maintained: name, date of birth, SIN, address, student number, academic transcripts, achievements and awards, reference letters, admission portfolio
  • Uses: to determine the eligibility of students for student awards and scholarships including but not limited to entrance scholarships and bursaries, to maintain records of recipients of such awards and scholarships
  • Users: Office of the Registrar staff, Office of Undergraduate Admissions staff, School of Graduate Studies staff and applicable faculties/program staff
  • Individuals in Bank: students

Human Resources Files

  • Location: Human Resources Services, faculty HR offices
  • Legal Authority: McMaster University Act, 1976
  • Information Maintained: name, home address, home telephone number, student number, employee number, SIN, resume, reference letters, incident or grievances
  • Users: human resources-focused staff
  • Uses: maintain employment records of students, faculty and staff
  • Individuals in Bank: students (employed by McMaster University), faculty and staff

Emergency Contact Listing

  • Location: All faculty, department and operational offices
  • Legal Authority: McMaster University Act, 1976
  • Information Maintained: name, home address, home telephone number, email address
  • Users: administrative staff
  • Uses: to communicate urgent or emergency details to staff
  • Individuals in Bank: students (employed by McMaster University), faculty and staff

Access and Key Control

  • Location: Security Services, UTS, faculty and department offices
  • Legal Authority: McMaster University Act, 1976
  • Information Maintained: name, home address, home telephone number, email address
  • Users: security and administrative staff
  • Uses: document and track individuals who have access to university sites, through both card or key access.
  • Individuals in Bank: students, faculty and staff

Technology Allocation Tracking 

  • Location: All university locations
  • Legal Authority: McMaster University Act, 1976
  • Information Maintained: name, home contact information
  • Uses: Personal information is used to track the allocation of technology devices to faculty and employees permitted for use while working remotely.
  • Users: Local Administrator
  • Individuals in Bank: Employees, Faculty

Crisis or Emergency Notifications List

  • Location: All university locations
  • Legal Authority: McMaster University Act, 1976; McMaster University Crisis Plan
  • Information Maintained: name, telephone number, email address
  • Uses: Personal information is used to notify senior managers and staff in the event of an emergency, or urgent event.
  • Users: Local unit Administrator
  • Individuals in Bank: Local senior managers and staff