Practical Steps to Protecting Students' Personal Information

The University is obligated to protect students' personal information.  A critical area for protection is in the transfer of information, such as attendance sheets, essays, papers and lab reports, tests, grades, and the written comments of Professors/Instructors.  This information must be managed so that students' personal information is not viewed, handled, used by or disclosed to other students, or to any other unauthorized persons, including other staff members.

Personal information about a student includes, but is not limited to, name, student number, home address and contact information, age, sex, marital status, health information (such as a doctor's note or accommodation information), information about the student's education and educational history, the student's own personal views or opinions (unless the views or opinions are about another person), any identifying number, symbol or other particular assigned to the student.  In particular, student numbers, grades and comments must not be exposed to public view.

Steps to protecting students' personal information:

  1. Avoid collecting student numbers for tasks such as attendance sign-in sheets and as identifiers on the front pages of tests and papers.
  2. Do not share or post lists of student grades electronically or physically post them in any location. Marks may only be shared with students on an individual basis, such as using the GradeBook function in UMLearn.
  3. Ensure that within your office and in the classroom, students' personal information is not exposed to public view, and do not allow tests and papers to be left outside offices or in public areas for pick-up.
  4. Ensure that you do not share a student's personal information or personal health information, such as doctor's notes or accommodation information, without ensuring that it is appropriate, or you have the consent of the student.
  5. If you have any questions about the protection of students' privacy, please contact the Access and Privacy Office at 204-474-7559.

 

Last Updated: August 8, 2017

Posting Student Marks Guidelines

Guidelines and Resources

 

 

These documents are available in alternate formats, upon request.  Please contact us at fippa@umanitoba.ca, or 204-474-7559.