| Department | Initiative Lead | Contact Email |
| Continuing Studies | Manager, Continuing Studies | Stacey.Linton@unbc.ca |
PIA Description
Univerus (formerly called BookKing) is an event registration program used primarily by Continuing Studies to enroll students in courses and virtual programming. Univerus is also used to book conferences and events hosted by UNBC. The Office of Research and Innovation are secondary users of Univerus, using the system as a registration platform for Active Minds.
| Information Collected or Created | Reason for Collection or Creation | FOIPPA Authorization |
| Name | Required to register and identify individuals. | Section 26(c) or 26(e) |
| Gender | Required to register and identify individuals. | Section 26(c) |
| Date of birth | Required to register and identify individuals. | Section 26(c) |
| SIN | Required to register and identify individuals. | Section 26(c) |
| Dietary restrictions | Used to determine catering options for events. | Section 26(c) or 26(e) |
| Email address | Required for registration, identification, and sending registration information and results to. | Section 26(c) or 26(e) |
| Phone number | Required for registration and contact. | Section 26(c) or 26(e) |
| Home address | Used to mail certificates and test results. | Section 26(c) |
| Employer name | Optional, used to enable group registration. | Section 26(c) |
| Registration record | Completion status stored in Univerus. | Section 26(c) |
| Users | How information is used | FOIPPA Authorization |
| Continuing Studies employees | Use information to register and manage Continuing Studies students. Also use information to facilitate conference registration for UNBC hosted events. | Section 32(a) |
| Office of Research and Innovation employees | Use information to register and manage Active Minds participants. | Section 32(a) |
| Disclosure of Personal Information | Anonymized reports about the number of students who are registered and what region they are registering from are generated and disclosed as part of UNBC’s institutional reporting. |
| Storage of Personal Information | Univerus is SaaS. Information is stored in Canada. |
| Personal Information Bank (PIB) | This initiative does result in a personal information bank. |
| Common or Integrated Initiative | No, as required by section 69(5.4) of FOIPPA and defined in Schedule 1: Definitions. |
| Accuracy and Correction | Follow this link for information on how to request a correction of your personal information. |
Collection Notice
Collection notices are modified depending on what event individuals are registering for. The general template used is as follows: “Your personal information will be collected for [purpose]. If you have any questions about the collection of this personal information, please contact: name@unbc.ca. This information is being collected by UNBC under FOIPPA 26(*).”
Or the following template will be used: “Your personal information will be collected for registration into [Conference Name], this information is being collected by UNBC under BC FOIPPA 26(e). if you have any questions contact [Respective Department].”
| Department | Initiative Lead | Contact Email |
| Convocation Office | Events Coordinator – Convocation | Bethany.Haffner@unbc.ca |
PIA Description
Audience View is an online e-ticketing platform used by UNBC so that graduating students that are eligible to attend UNBC’s convocation can register for guest tickets.
| Information Collected | Reason for Collection | FOIPPA Authorization |
| Name | Identify students and match them to the graduand list. | Section 26(c) |
| Email address | Used to send tickets to students. | Section 26(c) |
| Billing address | Used to issue tickets (tickets are free and students are not billed) | Section 26(c) |
| Graduand status (eligibility status) | Used to verify a student’s eligibility to register for tickets. | Section 26(c) |
| Academic major/program | Used to verify whether a student will attend ceremony 1 or ceremony 2. | Section 26(c) |
| Event eligibility | Identify which ceremony students can book guest tickets for. | Section 26(c) |
| Guest limits and accessibility | Identify the maximum number of tickets per ticket type that students can book. | Section 26(c) |
| Users | How information is used | FOIPPA Authorization |
| Convocation Office employees | Upload a list of students to Audience View for ticket verification. Download a list of registered tickets for scanning on convocation day. | Section 32(a) |
| ITS employees | Generate a report of eligible students for the Convocation Office to upload. | Section 32(a) |
| Disclosure of Personal Information | This initiative does not involve third party disclosure. |
| Storage of Personal Information | Audience View is a cloud-based solution and uses Microsoft Azure servers. Information is stored in Canada. |
| Personal Information Bank (PIB) | This initiative does not result in a personal information bank. |
| Common or Integrated Initiative | No, as required by section 69(5.4) of FOIPPA and defined in Schedule 1: Definitions. |
| Accuracy and Correction | Follow this link for information on how to request a correction of your personal information. |
Collection Notice
Audience View is a third party provider of e-ticketing services under contract with the University of Northern British Columbia (UNBC). Your personal information will be collected and used for UNBC event planning purposes, and for tracking of guest seating at UNBC events. All such activities comply with the BC Freedom of Information and Protection of Privacy Act, and with the policies and procedures of the University. If you do not wish for your personal information to be stored with Audience View, or if you have any questions about the collection of your personal information, please contact the UNBC Convocation Office via convocation@unbc.ca.
| Department | Initiative Lead | Contact Email |
| Wellness | Manager, Student Health and Wellness | Annie.Kearns@unbc.ca |
PIA Description
MOIS is a Medical Office Information System used by the Wellness Centre at UNBC to manage student patient care. MOIS is used by both counsellors and clinic staff to document medical records and organize health care plans for students.
| Information Collected or Created | Reason for Collection or Creation | FOIPPA Authorization |
| Demographic data | Collected to inform clinic staff/counselors about who the student is. | Section 26(c) |
| PHN | Collected for billing purposes. | Section 26(c) |
| Emergency contact | Collected in order to have a contact on file in case of an emergency. | Section 26(c) |
| Clinic health history intake form | Collected to provide a summary of medical history and lifestyle choices. | Section 26(c) |
| Counselling walk in form | Collected to provide direction for the session and clarify the best way to support the student. | Section 26(c) |
| Clinic/Counselling/ARC consent form | Required for the students to use services. | Section 26(c) |
| Session/encounter notes | Continuance of overall health care. | Section 26(c) |
| Pharmanet consent form | Provincial initiative to confirm all prescriptions provided to a person in BC. | Section 26(c) |
| Returned results from referrals or requests for additional services | Continuance of overall health care. | Section 26(c) |
| Users | How information is used | FOIPPA Authorization |
| Counsellors | Information is used to support the student’s health care plan. | Section 32(a) |
| Practicum Student | Information is used to support the student’s health care plan. | Section 32(a) |
| Counselling Coordinator | Information is used to support the student’s health care plan. | Section 32(a) |
| Counselling Service Representative | Information is used to support the student’s health care plan. | Section 32(a) |
| Nurse Coordinator | Information is used to support the student’s health care plan. | Section 32(a) |
| Health Services Assistant | Information is used to support the student’s health care plan. | Section 32(a) |
| Manger, Student Health and Wellness | Information is used to oversee the administration of the system. | Section 32(a) |
| Disclosure of Personal Information | Student health information is shared with other medical professionals to support the agreed to health care plan. This can be with external health professionals that come to UNBC to work at the clinic or professionals that work at other institutions. Information is not shared without the consent of the student. Disclosure without the consent of the student will only occur when required by law, if there is risk of child abuse or neglect, or if there is imminent risk of harm to self or others. |
| Storage of Personal Information | MOIS is a SaaS and uses Microsoft Azure servers to store information. Information is stored in Canada. |
| Personal Information Bank (PIB) | This initiative does result in a personal information bank. |
| Common or Integrated Initiative | No, as required by section 69(5.4) of FOIPPA and defined in Schedule 1: Definitions. |
| Accuracy and Correction | Follow this link for information on how to request a correction of your personal information. |
Collection Notice
Students are required to complete a consent form prior to receiving the service.
| Department | Initiative Lead | Contact Email |
| Finance and Administrative Services | Senior Advisor Business Development, Business Services | Christie.Ray@unbc.ca |
PIA Description
Finance and Administrative Services engaging the UNBC community to assess the current state organizational structure of the department and develop a “desired-state” organization structure. UNBC is engaging with MNP, a consultant, who will assist with facilitating meetings, assembling recommendations, and developing a final report for the Vice-President, Finance and Administration.
| Information Collected or Created | Reason for Collection or Creation | FOIPPA Authorization |
| Name | Identified the subject of collection. | Section 26(e) |
| Email address and phone number | For scheduling purposes. | Section 26(e) |
| Position title | Identify role and duties at UNBC. | Section 26(e) |
| Tenure in role | To assess the history and duration of current state descriptions and understand organizational cultural factors. | Section 26(e) |
| Employment history summary | To understand the experience of the individual sharing the opinions. | Section 26(e) |
| Duties / accountabilities and associated roles | To assess the current assignment of work. | Section 26(e) |
| Opinions about how well accountabilities are acted upon | To assess the current state of organizational design. | Section 26(e) |
| Opinions for opportunities for change or improvement for work delegation | To assess the current state of organizational design. | Section 26(e) |
| Opinions on where work accountabilities would be more appropriately assigned | To assess the current state of organizational design. | Section 26(e) |
| Opinion on beneficial and potentially harmful changes | To assess the current state of organizational design. | Section 26(e) |
| Examples of things that work wall or don’t work well | To assess the current state of organizational design. | Section 26(e) |
| Reporting relationships and performance tracking measurement | To assess the current state of organizational design. | Section 26(e) |
| Users | How information is used | FOIPPA Authorization |
| Vice-President, Finance and Administration | Receive the final anonymized report generated by MNP. | Section 32(a) |
| Senior Advisor Business Development, Business Services | Coordinating engagement activity and communication. | Section 32(a) |
| Disclosure of Personal Information | MNP are third party consultants engaged by UNBC to assist with the review process. They will have information disclosed to them so that they can generate the final report. |
| Storage of Personal Information | Information is stored within the Microsoft 365 environment, including Teams, OneDrive, and SharePoint. |
| Personal Information Bank (PIB) | This initiative does not result in a personal information bank. |
| Common or Integrated Initiative | No, as required by section 69(5.4) of FOIPPA and defined in Schedule 1: Definitions. |
| Accuracy and Correction | Follow this link for information on how to request a correction of your personal information. |
Collection Notice
Privacy Notification / Informed Consent – Responses will be aggregated into a summary document for use in the Finance & Administrative Review process. It will be valuable to understand perspectives on accountabilities, opportunities and potential changes, as well as differences in perception that may exist between units. There is no intent to identify any individual based on survey question responses. But due to small sizes of some units it may technically be possible to do so in some cases. Participation in this review is voluntary. Choosing not to participate will not affect the employment of the individual or how they are treated.
Please click Agree if you are willing to contribute your valued responses to this effort, while recognizing the potential ability to be identified by such. If you do not agree you will not be able to participate. Rest assured that the participants will not have any negative implications irrespective of their decision to participate or otherwise. However, your valuable input will provide critical contribution to our transformational journey.
Please direct any questions about the purpose or intent of this survey and associated data collected, to Christie.ray@unbc.ca.