Office of the Vice-Provost, StudentsHow the University Uses, Collects, and Protects Your Student Information

Source: https://data.viceprovoststudents.utoronto.ca/frequently-asked-questions/ Parent: https://data.viceprovoststudents.utoronto.ca/

Frequently Asked Questions

• Who may see information in my record?
• Health, accommodations, and demographic information
• Academic integrity
• Online activity
• General

Who may see information in my record?

• [no-glossary]

### [/no-glossary] [no-glossary][/no-glossary] Who may see my grades and for what purposes?

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[/no-glossary]

Only faculty or staff who need student records or information for official University duties have access to your grades.

For example:

• Instructors may access student academic records from their own course(s) only.
• Faculty members and staff who have academic advising roles or who serve on student appeals panels may see the grades of students who are not in their courses, but only for students they are advising or whose appeals they are reviewing.
• Chairs/directors and their specified administrative staff may access records for administrative purposes only. Similarly, specified administrative staff may access the information for day-to-day operations and record-keeping, like program enrolment and prerequisite checking. They are not authorized to share these records with faculty.

Your academic and [no-glossary]personal informationpersonal information\ Any factual or subjective information, whether recorded or not, about an identifiable individual.[/no-glossary] would only be released to your parents or other third party with your explicit consent, or as required by law.  If you give consent, you can also withdraw your consent at any time. - [no-glossary]

### [/no-glossary] [no-glossary][/no-glossary] What information can an instructor see about me?

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Instructors have access only to information they need to run their course, which is provided through Quercus.

• In addition to your identifying information (name, student ID), instructors are able to identify user activity within their course module, including login events, viewing content pages, posting to forums and discussions, submission of assignments and quizzes, and use of tools within Quercus.
• They normally do not have permission to access information about your grades in other courses or your demographics (e.g., race and ethnicity, gender identity, income, date of birth). Further information is available on the Academic Toolbox Privacy FAQ.
• Instructors may obtain class list photos from administrative staff in the academic department. These photos are compiled from those used for students’ TCards.

In some cases, the course instructor may ask you directly for more information. If this information is not essential for running the course, then the instructor should seek your permission.

If you have any questions about information that is being collected about you by your instructor, contact your department chair or dean’s office. - [no-glossary]

### [/no-glossary] [no-glossary][/no-glossary] Who else within the University can see information about me?

[/no-glossary]

[/no-glossary]

Student societies

Some student societies collect identifiable information about you because they have been given the task of administering a compulsory non-academic fee.

For example:

The administration of student health and dental insurance plans is done through the student unions across the three campuses: UTMSU, UTSU, SCSU, UTGSU, APUS.  These student societies are provided only the information required to administer the program and their use of this information is subject to the scrutiny of the Office of the Vice President and Provost. See the Guidelines Concerning Access to Official Student Academic Records for details.

Alumni relations and donor reporting

The Division of University Advancement (DUA) is responsible for establishing and maintaining relationships with alumni of the University. This allows the University to keep alumni apprised of programs, services, committees and volunteer opportunities available to alumni, in addition to fundraising.

DUA will contact you as you prepare to graduate to raise awareness of their services.

They may access limited student information to facilitate reporting for donor-related awards but will not release this information to donors without your consent. - [no-glossary]

### [/no-glossary] [no-glossary][/no-glossary] Who outside the University sees [no-glossary]student-levelstudent-level Any information collected and recorded about individual students, including: demographic information (e.g., a student’s age, gender, race), enrolment information (e.g., years of attendance), academic information (e.g., the courses completed, test scores, and grades a student has earned)[/no-glossary] information?

[/no-glossary]

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Reports to the Ontario government

The University is required to provide identifying [no-glossary]student-levelstudent-level\ Any information collected and recorded about individual students, including: demographic information (e.g., a student’s age, gender, race), enrolment information (e.g., years of attendance), academic information (e.g., the courses completed, test scores, and grades a student has earned)[/no-glossary] information in reports to the Ontario government to support funding allocations. In turn, the Province reports this information to Statistics Canada on behalf of all Ontario universities.

Two other types of reports are provided to the Ontario government, but reporting [no-glossary]aggregatedaggregated\ Information that is collected from multiple individuals and compiled into data summaries or summary reports, for the purposes of public reporting or statistical analysis.[/no-glossary] student information only:

• Analysis of student retention and graduation rates to support planning and government reporting requirements.
• Analysis of student financial support and net tuition for financial aid program planning and reporting purposes. Multiple datasets are [no-glossary]linkedlinked\ The process of joining electronic records about a person from one source with records about the same person from another source, to create a new record with data from both records.[/no-glossary] to provide a holistic picture of enrolment activity, fees assessed, and financial support provided.

External organizations and groups

The University provides [no-glossary]de-identifiedde-identified\ Information about an individual that has had personal details removed or altered to reduce the ability to re-identify the individual. There are levels of de-identification to balance the need to hide the identity vs. permit statistical analyses.[/no-glossary] [no-glossary]student-levelstudent-level\ Any information collected and recorded about individual students, including: demographic information (e.g., a student’s age, gender, race), enrolment information (e.g., years of attendance), academic information (e.g., the courses completed, test scores, and grades a student has earned)[/no-glossary] information to the following groups to benchmark the University’s performance (e.g., graduation rates) with peer universities:

• The Council of Ontario Universities (COU)
• Select universities across Canada (U15)
• American Association of Universities

Convocation/graduation

The public conferral of degrees, diplomas and certificates is a core activity of the University. The information included on the degree, diploma or certificate is [no-glossary]personal informationpersonal information\ Any factual or subjective information, whether recorded or not, about an identifiable individual.[/no-glossary] that is available to the general public. Some of this information will also be in the program for the ceremony, which is also public.

Health, accommodations, and demographic information

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### [/no-glossary] [no-glossary][/no-glossary] What health information does the University keep about me? Who has access to that information?

[/no-glossary]

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Health-care services at U of T Clinics

If you receive health-care services from one of the University’s clinics, your [no-glossary]personal health informationpersonal health information\ Health-related information about an identifiable individual in oral or recorded form. \ \ Under PHIPA this includes information that: \ \ relates to the physical or mental health of the individual, including information that consists of the medical history of the individual’s family;relates to the providing of health care to the individual, including the identification of a person as a provider of health care to the individual;is a plan of service within the meaning of the Long-Term Care Act, 1994 for the individual; relates to payments or eligibility for health care in respect of the individual;relates to the donation by the individual of any body part or bodily substance of the individual or is derived from the testing or examination of any such body part or bodily substance;is the individual’s health number; oridentifies an individual’s substitute decision-maker.[/no-glossary] is managed in the same way it would be in any health care setting and is subject to the [[no-glossary]Personal Health Informationpersonal health information\ Health-related information about an identifiable individual in oral or recorded form. \ \ Under PHIPA this includes information that: \ \ relates to the physical or mental health of the individual, including information that consists of the medical history of the individual’s family;relates to the providing of health care to the individual, including the identification of a person as a provider of health care to the individual;is a plan of service within the meaning of the Long-Term Care Act, 1994 for the individual; relates to payments or eligibility for health care in respect of the individual;relates to the donation by the individual of any body part or bodily substance of the individual or is derived from the testing or examination of any such body part or bodily substance;is the individual’s health number; oridentifies an individual’s substitute decision-maker.[/no-glossary] Protection Act](https://www.ipc.on.ca/wp-content/uploads/Resources/hguide-e.pdf) (PHIPA) and other legal and practice requirements.

Your health care information is shared only with health-care professionals and only when necessary to provide you with care that meets your needs. For more information about use of your information in that context, please speak to your health- care provider or clinic at the University.

Your medical record is separate from the academic record and is not available to faculty and University staff.

Medical notes

Medical notes are provided to the University by you or your health-care provider, and only with your consent. Medical notes will only be collected for administrative purposes such as reports for an absence or an accommodation.  In these cases, your medical note will only be shared with University staff who [no-glossary]need to knowneed to know\ Where information is shared only with those persons or parties who require this information to carry out their role.[/no-glossary] this information for the administrative purpose or for administering the accommodation, or as permitted or required by law. Medical notes are not part of the academic record. - [no-glossary]

### [/no-glossary] [no-glossary][/no-glossary] I require accommodations. Who can see this information and how is it protected?

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If you require accommodations, there may be a need to provide some health-related information to them.

With your consent, Accessibility Services on each campus may collect documentation from your health care providers and other information pertaining to

• your [no-glossary]functional abilitiesfunctional abilities\ The ability to perform activities of daily living, including: bathing, dressing, shopping, and housework.[/no-glossary]
• your history
• your personal circumstances to verify your accommodation needs and to develop effective supports

Accessibility Services may also need information about your program of study and the specific courses you are taking.  To arrange these accommodations, it may be necessary to share limited information relevant to your accommodation need with an instructor, teaching assistant, course and lab coordinators, registrar or residence staff.

Faculty and staff will only be provided information about your approved accommodation. We do not routinely share information about a student’s disability diagnosis with anyone without the student’s consent.  Please see also our FAQ on emergency situations.

All of this is discussed with the student when they apply for accommodation.

You can find more information on how your accommodation information is used and how it is protected. - [no-glossary]

### [/no-glossary] [no-glossary][/no-glossary] Why does the University collect information about my race and ethnicity, my gender identity, and my sexual orientation?

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Demographic information such as race and ethnicity, gender identity, and sexual orientation is collected through the Student Equity Census and similar surveys. This information is used to create programming and resources that better respond to student needs. It helps us develop strategies to address and eliminate barriers to success within our processes and programs.

For any reports, student information is [no-glossary]aggregatedaggregated\ Information that is collected from multiple individuals and compiled into data summaries or summary reports, for the purposes of public reporting or statistical analysis.[/no-glossary] (i.e., combined with other student records) and presented in summary statistics like tables, graphs or other formats that do not identify individual students.

This is guided by our Statement of Equity, Diversity, and Excellence and by evolving equity, diversity and inclusion standards. - [no-glossary]

### [/no-glossary] [no-glossary][/no-glossary] Why does the University collect information about my citizenship and immigration status?

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Citizenship and immigration status are required as part of the application and enrolment process. The information is used for administrative activities, such as determining your tuition fees and eligibility for awards and scholarships. It also helps the University to provide services and programming that support our international student population.

Academic integrity

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### [/no-glossary] [no-glossary][/no-glossary] How is my student information used in the context of an academic integrity case? How long are these records kept?

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The University takes academic misconduct very seriously. If there is an allegation of an offence, instructors and [no-glossary]academic unitsacademic units\ U of T is composed of many academic groups of varying sizes that manage their student affairs. They go by many different names (faculty, school, college, division). “Academic unit” is the generic term used to describe them.[/no-glossary] will gather all relevant evidence of academic misconduct, as defined in the Code of Behaviour on Academic Matters. This material may include assignments, email correspondence, or other electronic records in the University’s possession.

In some cases, this may also include information provided by third parties such as:

• Screenshots of social media activity
• Electronic information from third party websites that could indicate a student has inappropriately accessed outside assistance on an assignment.
• Logs from Quercus and from proctoring software

If the case is not resolved at the level of the academic division, the material collected will be shared with the Provost’s Office, for another level of review. For questions about this process, please contact the Office of the Vice President and Provost.

A comprehensive discussion of academic integrity issues and processes may be found at the Academic Integrity website. In addition, we advise that you speak with an academic advisor or college registrar. Questions about how long academic divisions retain these records should be addressed to the dean’s office of the division. - [no-glossary]

### [/no-glossary] [no-glossary][/no-glossary] If I use the University’s plagiarism detection software, what happens to the paper I submit?

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[/no-glossary] - #### How it works

Currently, the University uses a plagiarism detection software tool called “[Ouriginal](https://www.ouriginal.com/)”.  When a paper is submitted to Ouriginal, it is compared to other papers (called “sources”) that may be found online in multiple academic databases, licensed content and previously submitted papers. A full explanation of how the system works may be found on the CTSI Student Support website under [Plagiarism Detection Tool](https://teaching.utoronto.ca/resources/student-support/#PDT).

• Who may access your paper?

  Instructors or teaching assistants (TAs) can access and view similarity reports for assignments that were directly submitted to their own course for which they are personally responsible.

  If an instructor is logged in and a document in their course matches to a document in another course at the University, they would be able to see the document name, and the emails of the submitter and receiver.

  Students can only access and view the papers that they have submitted in their Quercus courses. Students can also view text excerpts from other papers that their paper matched to in their own report, but not identifying information in those other papers. - #### How long are documents kept?

  Submitted documents are stored indefinitely unless your instructor requests that the document not be saved. Also, you may contact one of our University Ouriginal administrators from Academic and Collaborative Technologies to request to have your paper removed. Email: q.help@utoronto.ca. - [no-glossary]

### [/no-glossary] [no-glossary][/no-glossary] How does online proctoring or invigilating work?

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Proctoring (i.e., invigilating) is the supervision of students during an exam. Online proctoring may be used if the student is unable to attend the physical location where the exam is occurring or for some courses.

The choice of whether to use online proctoring, under what conditions, and which system to use is made by the chair or dean of your academic unit. Please consult with your dean’s office for details.

Find a description of how online proctoring systems work and how information is collected.

Recordings and related test data that are collected by the online proctoring software are permanently removed by the service provider one year after the exam session.

However, if it is determined that there has been a breach of academic integrity, this information may be retained in your University of Toronto student record.

If you have any questions about the academic integrity process, please visit Academic Integrity, or speak to your academic advisor or college registrar.

Online activity

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### [/no-glossary] [no-glossary][/no-glossary] What information do you collect about my campus library searches and how do you use this information?

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Library Services collects and retains information about your use of the library catalogue (including your borrowing record) but does not release information about individual student searches. Instead, it [no-glossary]aggregatesaggregates\ It collects from information from multiple individuals and compiled into data summaries or summary reports, for the purposes of public reporting or statistical analysis.[/no-glossary] the information to do analyses that will identify points where services can be improved.

Find more details about online privacy and data collection at U of T Libraries. - [no-glossary]

### [/no-glossary] [no-glossary][/no-glossary] What Wi-Fi information does the University collect about me?

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The University keeps logs of Wi-Fi access for operational and security purposes, including investigating information security incidents. These logs include [no-glossary]personal informationpersonal information\ Any factual or subjective information, whether recorded or not, about an identifiable individual.[/no-glossary] such as your UTORid, email and IP address. These are maintained for up to 6 months, depending on the use.

Consistent with law and university policy, these logs may be used when there is a student in crisis or to respond to a law enforcement request.

The University does not routinely monitor specific students’ movements, web browsing, or online activity.

Find more information about the University’s policies on appropriate use of information and communications technologies.

General

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### [/no-glossary] [no-glossary][/no-glossary] Does the University sell my information or use it for any [no-glossary]commercial purposescommercial purposes Sell, lease, licence, or transfer for financial gain[/no-glossary]?

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No.  The University does not sell or use your information for any commercial purpose. Likewise, contracted service providers are barred from using your information for [no-glossary]commercial purposescommercial purposes\ Sell, lease, licence, or transfer for financial gain[/no-glossary]. - [no-glossary]

### [/no-glossary] [no-glossary][/no-glossary] If I submitted a concern or complaint to the University, who would have access to that information? How would I be protected?

[/no-glossary]

[/no-glossary] - Information about a complaint will be shared within the University only with those who need the information in order to respond appropriately to the complaint. The specifics of who will have access will depend on the type of complaint and where it is submitted. - While best efforts are made to maintain anonymity when looking into a complaint, it may not be possible in all instances because of the specific nature and circumstances of the issue. - The person responsible for looking into a student complaint may need to access other information about the student beyond the complaint document in order to draft a response. - If you have specific concerns regarding the confidentiality of your complaint, you should include them when you first submit your complaint. - Guidance on student complaints is provided on the website of the Office of the Vice-Provost, Students. - [no-glossary]

### [/no-glossary] [no-glossary][/no-glossary] Can I opt out of having my information used for specific purposes?

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Most uses of student information are essential to the operation of the University. Therefore, you cannot opt out. These uses are described in this website.

Some collections or uses of your [no-glossary]personal informationpersonal information\ Any factual or subjective information, whether recorded or not, about an identifiable individual.[/no-glossary] are optional and require your consent. Examples include optional surveys, clubs, many student groups, some student directories and alumni activities. Your decision to provide your [no-glossary]personal informationpersonal information\ Any factual or subjective information, whether recorded or not, about an identifiable individual.[/no-glossary] or not for these activities will not impact your grades or appear on your transcript.

If you have any questions about uses of student information, please contact the Freedom of Information and Protection of Privacy Office. - [no-glossary]

### [/no-glossary] [no-glossary][/no-glossary] Are there emergency situations when information about me may be used or shared?

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We are committed to the well-being of our students and to creating a safe environment. Consistent with law and university policy, your [no-glossary]personal informationpersonal information\ Any factual or subjective information, whether recorded or not, about an identifiable individual.[/no-glossary] may be used when there is a student in crisis or to respond to a law enforcement request. - [no-glossary]

### [/no-glossary] [no-glossary][/no-glossary] What are my responsibilities for my student information?

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[/no-glossary]

When you enrol with the University, you are given several personal identifiers, such as your TCard, your student number and possibly a key fob for building access. Their use provides a record of your interactions with the University – for example: entering a building, making a purchase with your TCard, or logging into the University’s Wi-Fi network with your UTORid.  These personal identifiers represent you and it is your responsibility to keep your TCard, student number, passwords, etc. safe and not share them with any other individuals beyond the uses for which they were provided.

Find more information on appropriate use of campus information and communication technology.

Who should I contact if I have further questions?

If you have any questions about the University’s data practices, please contact the University Registrar’s Office. Your particular question may be better answered by another official at the University, but the University Registrar’s Office will direct your inquiry to the appropriate official at the University.

You may also wish to contact the Freedom of Information and Protection of Privacy Office.