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, hometown, year and program of study
• 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 Ryerson community members who are members of RAC

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, student number, 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

Crisis Notifications List

• Location: Student Affairs Shared Drive (restricted access)
• 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 in the event of an emergency, or urgent event.
• Users: Student Affairs Administrator
• Individuals in Bank: Student Affairs Directors

Human Rights Services 

• Location: Equity and Inclusion Office (EIO)
• Legal Authority: McMaster University Act, 1976
• Information Maintained: name, number, contact information, unique identifier, personal email, notes
• 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, information regarding student’s educational history and 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 focusing on providing services to International Studies
• Individuals in Bank: students

Mature Students

• Location: Student Services – Mature Students
• Legal Authority: McMaster University Act, 1976
• Information Maintained: student name, number, contact information, program of study
• 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 Shared Drive (restricted access)
• Legal Authority: McMaster University Act, 1976; Award Terms of Reference
• Information Maintained: name, student number, 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: student name, number, contact information, program of study, year of study
• 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: Director of Student Services
• Legal Authority: McMaster University Act, 1976
• Information Maintained: student name, number, contact information, program of study, investigation notes, memorandums and other documentation in connection with the allegation of non-academic misconduct
• Uses: to enable the Director of Student Services to manage 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: student name, number, department, academic status, academic standing, year, assessments, notes, educational history
• Uses: to assist student transition to McMaster University and to assist 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, 1976, Regulated Health Professions Act, 1991
• Information Maintained: name, phone number, education information, unique identifier (PHI), 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 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 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