| Department | Initiative Lead | Contact Email |
| Hospitality Services and Housing and Residence Life | Manger, Hospitality Services | deb.vanadrichem@unbc.ca |
PIA Description
Seattle Tech’s Iris Conference is used by Hospitality Services to register individuals attending conferences, meetings, and other events held at UNBC. The tool is used by Housing and Residence Life to manage guest accommodations, allowing prospective guests to reserve bookings.
| Information Collected or Created | Reason for Collection or Creation | FOIPPA Authorization |
| Name | For name tags or to complete agreements. | Section 26(c) |
| Contact information | To complete rental agreements and send reservation confirmations and invoices/receipts. | Section 26(c) |
| Vehicle information | To confirm parking. | Section 26(c) |
| Number of guests per suite | To complete rental agreement. | Section 26(c) |
| Arrival and departure day and time | To complete rental agreement. | Section 26(c) |
| Dietary restrictions | To determine event catering. | Section 26(c) |
| Reservation details | To complete rental agreement. | Section 26(c) |
| Payment notification | Generated after payment completion (payment is processed through Cybersource) | Section 26(c) |
| Roommate lists | For group booking room assignments. | Section 26(c) |
| Signed rental agreements | To generate proof of authorization to use campus space. | Section 26(c) |
| Users | How information is used | FOIPPA Authorization |
| Hospitality Services employees | Use information for customer relations, event registration, attendee reports, and event planning. | Section 32(a) |
| Housing and Residence Life employees | Use information for customer relations, suite registration, housekeeping status, and checking guests in and out. | Section 32(a) |
| Facilities Security and Parking |
Will receive activity worksheets to track occupied spaces on campus in the event of an incident or emergency. | Section 32(a) |
| Finance | Receive financial reports in order to reconcile transactions. | Section 32(a) |
| Disclosure of Personal Information | Reservation reports will be disclosed to Dana Hospitality (food services) and Sodexo (janitorial services) as required depending on the event type. Information will be disclosed to Cybersource, the integrated payment processor, to process transactions. |
| Storage of Personal Information | Seattle Tech is a SaaS and uses Microsoft Azure servers. Information will be stored outside of 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 notice changes depending on the event type. This template is used: “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(*).”
| Department | Initiative Lead | Contact Email |
| Office of the President | Executive Director, Strategy and Staff | Arleta.Lucarelli@unbc.ca |
PIA Description
As part of the process for developing the Strategic Plan, UNBC is engaging with Prime Strategy, who will use Padlet to vet the draft strategic framework. The vetting will be available to students, faculty, staff, alumni, and the public.
| Information Collected or Created | Reason for Collection or Creation | FOIPPA Authorization |
| Opinions | Quality improvement and comments on the draft framework. | Section 26(e) |
| Users | How information is used | FOIPPA Authorization |
| Strategic Project Team | Will use the information to improve the draft framework. | Section 32(a) |
| Disclosure of Personal Information | Prime Strategy will have the opinions and comments collected disclosed to them so that they can complete their assessment of the strategic framework. |
| Storage of Personal Information | Padlet uses US based servers to store information. Information will be stored outside of 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
The University of Northern British Columbia is embarking on a renewal of its Strategic Plan that will inform and guide the direction of the University for the next 5 years (2023- 2028). To do this we have partner with Prime Strategy consulting company. Your feedback is important to us, use the link below to review and comment on the Draft Strategic Plan. Your personal information is collected under the authority of section 26 (e) of the Freedom of Information and Protection of Privacy Act (FIPPA). This information will be used for the purpose of informing the development of a strategic plan for UNBC. By submitting your feedback, you are consenting to the storage of this information on a secure server located in the United States. Questions about the collection of this information may be directed to Arleta.Lucarelli@unbc.ca.
| Department | Initiative Lead | Contact Email |
| Occupational Health and Safety | Manager, Occupational Health and Safety | safety@unbc.ca |
PIA Description
The UNBC Safe App is a repository of safety and security information, a way to receive alerts and notifications about ongoing safety incidents, and a way for members of the UNBC community to report safety incidents, injuries, and near miss events.
| Information Collected or Created | Reason for Collection or Creation | FOIPPA Authorization |
| Name | Required for follow up with affected or reporting individuals or for WSBC claims. | Section 26(a) or 26(c) |
| Email address | Required for follow up with affected or reporting individuals. | Section 26(a) or 26(c) |
| Phone number | Required for follow up with affected or reporting individuals. | Section 26(a) or 26(c) |
| Incident description | To determine what response is necessary for the incident. | Section 26(a) or 26(c) |
| Photos | To help describe the incident (optional). | Section 26(a) or 26(c) |
| GPS data | To push a distress notice or for finding a safe walk. | Section 26(c) |
| Users | How information is used | FOIPPA Authorization |
| Manager, Occupational Health and Safety | View incident information, respond to incidents, document incidents, and report to WSBC when required. | Section 32(a) |
| Occupational Health and Safety Officer | View incident information, respond to incidents, document incidents, and report to WSBC when required. | Section 32(a) |
| Manager, Security | Receives security related incidents and responds to said incidents. | Section 32(a) |
| Security Team | Responds to security incidents. | Section 32(a) |
| Risk and Safety Analyst | View incident information, respond to incidents, and document incidents. | Section 32(a) |
| Disclosure of Personal Information | Information collected may be disclosed to WSBC or the RCMP as required by law. |
| Storage of Personal Information | App Armor uses Microsoft Azure servers to store information. 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
UNBC is collecting information about safety and security incidents. UNBC is authorized under FOIPPA S.26(c) to collect this information. For any questions about information collected by the UNBC Safe App, contact safety@unbc.ca.
| Department | Initiative Lead | Contact Email |
| Office of Research and Innovation | Director, Research and Innovation | alumni@unbc.ca |
PIA Description
Blackbaud’s Raisers Edge CRM is a tool used to manage UNBC’s relationships with various constituents. UNBC is using the tool for alumni and donor relations, fundraising, invites to events, and notifications of opportunities.
| Information Collected or Created | Reason for Collection or Creation | FOIPPA Authorization |
| Name (individual or organization) | To identify the constituent. | Section 26(c) |
| Email address | To contact the constituent. | Section 26(c) |
| Phone number | To contact the constituent. | Section 26(c) |
| Mailing address | To send mail to the constituent. | Section 26(c) |
| Constituent type | To categorize their connection to UNBC. | Section 26(c) |
| Relationship (individual or organization) | To find connections between individuals and organizations, which in turn allows for better relationship building. | Section 26(c) |
| Education | To subgroup individuals for different types of communication like newsletters, solicitations, alumni opportunities, etc. | Section 26(c) |
| Users | How information is used | FOIPPA Authorization |
| Youth coordinator | Uses information to pinpoint constituents involved with youth programs to solicit. | Section 32(a) |
| Advancement Information Specialist | Uses information for donation tracking, data reporting, and mail outs. | Section 32(a) |
| Manager, Philanthropy and Engagement | Uses information for donor relations, donation tracking, data reporting, and mail outs. | Section 32(a) |
| Development Officer | Uses information for donor relations and donation tracking. | Section 32(a) |
| Director, Research and Innovation | Uses information for donor relations and donation tracking. | Section 32(a) |
| Alumni Relations Officer | Uses information to contact alumni. | Section 32(a) |
| Director, Athletics and Recreation | Uses information for relationship management. | Section 32(a) |
| Administrative Coordinator, Athletics and Recreation | Uses information for relationship management. | Section 32(a) |
| Executive Assistant, Office of the President | Uses information for relationship management. | Section 32(a) |
| Disclosure of Personal Information | Names and addresses are disclosed to Mail-O-Matic to print and mail appeals for solicitations to specific constituents. Information is disclosed to Live Alumni so that they can provide updated information on UNBC alumni. |
| Storage of Personal Information | Blackbaud’s Raisers Edge NXT uses Microsoft Azure servers. Information is stored outside of 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
Alumni information is collected under the authority of the University Act and in compliance with the British Columbia Freedom of Information and Protection of Privacy Act (FIPPA) for the purposes of administering alumni relations and fund development programs for University of Northern British Columbia. Your information is needed to register you as a member of Convocation and as a member of the UNBC Alumni community. We may use your information to inform you about the UNBC Alumni educational, volunteer, networking, award and social programs; to provide you with information about alumni benefits and services; to facilitate alumni participation in research projects, surveys, fundraising and development activities; and to administer elections for university and alumni association governing bodies. The University may also disclose your contact information, under strict confidentiality agreements, to service providers solely for communicating with you on behalf of the University or the Alumni Council. The Freedom of Information and Protection of Privacy Act (FIPPA) requires that UNBC protects your information with appropriate safeguards and security measures. UNBC will not sell or otherwise publicly disclose alumni information, nor share alumni information with any of our corporate affinity partners. While we do communicate with you to market products and services provided by our affinity partners, these companies will never have direct access to your contact information without your consent. Please note that we use a third-party service to source information from public sources so we can keep our databases up to date and provide more targeted invitations and opportunities. This service is utilized to enhance our communication efforts and tailor them to your interests and preferences. We assure you that we take the security and privacy of your information seriously. We implement robust measures to safeguard your data from unauthorized access, disclosure, alteration, or destruction. If you would like to opt-out of communications from UNBC Alumni Relations, please fill out the following form: link to form Should you have any concerns or questions regarding our privacy practices or the handling of your personal information, please do not hesitate to contact us alumni@unbc.ca.
| Department | Initiative Lead | Contact Email |
| ITS | Manager, IT Infrastructure and Operations | ManagerITIO@unbc.ca |
PIA Description
Intune is a cloud-based management tool set available from Microsoft. Intune will allow UNBC to support, maintain, and ensure the compliance of devices managed by the University.
| Information Collected or Created | Reason for Collection or Creation | FOIPPA Authorization |
| Computer hardware metadata (RAM, CPU, BIOS, manufacturer, model) | To ensure the capabilities and patching compliance of managed devices. | Section 26(c) |
| File metadata (file name, created date, modified date, extension, author) | To ensure the capabilities and patching compliance of managed devices. | Section 26(c) |
| User metadata (UPN, username, email address, group membership, login timestamps, login performance, Apple ID) | To ensure the capabilities and patching compliance of managed devices. | Section 26(c) |
| Application information (name, version, publisher) | To ensure the capabilities and patching compliance of managed devices. | Section 26(c) |
| Apple School Manager (serial number, device model, PO number) | To ensure the capabilities and patching compliance of managed devices. | Section 26(c) |
| Users | How information is used | FOIPPA Authorization |
| ITS employees | Used for troubleshooting, user account verification, device registration, action or inaction verification, report information, and to trigger certain actions. | Section 32(a) |
| Information Security employees | Used to respond to incidents and as part of security auditing. | Section 32(a) |
| Disclosure of Personal Information | Information may be disclosed to Microsoft support technicians when technical issues are identified. |
| Storage of Personal Information | Intune is a SaaS and stores information on Microsoft Azure servers. Information is stored outside of 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
UNBC IT Services uses Microsoft Intune to continue to meet the ever present needs to provide a well managed, up to date, and secure computing ecosystem at UNBC. This system enables robust management capabilities for devices on campus and off campus. In addition, this tool will help ITS and UNBC ensure that devices that are lost, or stolen can be properly managed according to the classification of the device. Additionally this system will empower ITS to be able to respond to cyber security incidents on enrolled devices regardless of the location of the device.
UNBC ITS takes precautions to protect the data collected by the system in the course of its use. The type of data collect by the system is metadata, or data-about-data. For example, this system will collect information about the device that you are using including some information about the files on the device. This information will be used to ensure that the device you are using is compliant with the security and patching expectations outlined by the CISO and the OCIO of BC.
Should you have questions about this, you can contact the Manager of Infrastructure and Operations at ManagerITIO@unbc.ca
| Department | Initiative Lead | Contact Email |
| Office of the Registrar | Associate Registrar, International | Amy.Beyer@unbc.ca |
PIA Description
UNBC has exchange partnerships with other universities around the world. Students apply at their home institution, come and study at UNBC, and then return to their home institution. To facilitate this, information about the student is collected by UNBC and some information is disclosed back to their home institution and other third parties.
| Information Collected or Created | Reason for Collection or Creation | FOIPPA Authorization |
| Name | Received from nominations from home institutions and to disclose to guard.me for health insurance. | Section 26(c) |
| Date of birth | To disclose to guard.me for health insurance. | Section 26(c) |
| Email address | Received from nominations from home institutions. | Section 26(c) |
| Nationality | To disclose to guard.me for health insurance. | Section 26(c) |
| Home institution | Received from nominations from home institutions. | Section 26(c) |
| Program | Received from nominations from home institutions. | Section 26(c) |
| Exchange application | To ensure admissibility and suitability at UNBC. | Section 26(c) |
| Transcripts | To disclose to home institution. | Section 26(c) |
| Users | How information is used | FOIPPA Authorization |
| Office of the Registrar employees | To admit students, register them, and issue them transcripts. | Section 32(a) |
| Office of the Registrar International employees | To communicate and follow up with students and ensure they have the required documents. | Section 32(a) |
| Disclosure of Personal Information | International students are required to have private health insurance. Information is disclosed to guard.me to provide coverage. Additionally, students that complete an exchange will have their transcripts disclosed to their home institution. |
| Storage of Personal Information | Information is stored locally on premises at UNBC. 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. |
| Department | Initiative Lead | Contact Email |
| Student Life and Orientation | Manager, Student Experience and Planning | Rachelle.Munchinsky@unbc.ca |
PIA Description
This graduate student survey is being initiated to collect opinions and views on orientation, engagement, and professional development services offered by Student Life and Orientation. Information collected will be used to inform the development of new services and demonstrate to the Fees Committee that consultation with graduate students has taken place.
| Information Collected or Created | Reason for Collection or Creation | FOIPPA Authorization |
| Student campus/location | To identify trends in responses according to campus/geographic location. | Section 26(e) |
| Orientation services | To identify orientation services of value to UNBC graduate students. | Section 26(e) |
| Engagement services | To identify engagement services of value to UNBC graduate students. | Section 26(e) |
| Professional development services | To identify professional development services of value to UNBC graduate students. | Section 26(e) |
| Service delivery mode | To ensure orientation, engagement, and professional development services are delivered via a mode that works for UNBC graduate students. | Section 26(e) |
| Service fee | To see if UNBC graduate students are in favour of, or opposes to, the implementation of a new Graduate Student orientation and success fee. | Section 26(e) |
| Student life even attendance | To better understand reasons for, and challenges of, graduate students attending Student Life events, and the types of events they would find valuable. | Section 26(e) |
| Users | How information is used | FOIPPA Authorization |
| Director, Student Success | Identify themes to develop a graduate student orientation, engagement, and professional development plan. To show the UNBC Fees Committee that engagement with graduate students has been done as part of the process of proposing a new fee. Themes and the plan will be uses to support submission of the Ministry Mandatory Fee Report. | Section 32(a) |
| Director, Student Recruitment | Identify themes to develop a graduate student orientation, engagement, and professional development plan. To show the UNBC Fees Committee that engagement with graduate students has been done as part of the process of proposing a new fee. Themes and the plan will be uses to support submission of the Ministry Mandatory Fee Report. | Section 32(a) |
| Manager, Student Experience and Planning | Identify themes to develop a graduate student orientation, engagement, and professional development plan. | Section 32(a) |
| Graduate Student Leadership and Engagement Coordinator | Identify themes to develop a graduate student orientation, engagement, and professional development plan. | Section 32(a) |
| Student Leadership and Engagement Coordinator | Identify themes to develop a graduate student orientation, engagement, and professional development plan. | Section 32(a) |
| Student Ambassador, Student Life | Identify themes to develop a graduate student orientation, engagement, and professional development plan. | Section 32(a) |
| Disclosure of Personal Information | No personal information will be disclosed. Aggregate reports may be shared with third party stakeholders. |
| Storage of Personal Information | Initial collection and storage will be done using SurveyMonkey. Responses will then be downloaded and stored on UNBC’s instance of Microsoft OneDrive. Information will be stored outside of 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
The landing page of the survey will contain the following: This survey is for current UNBC graduate students. The purpose of this survey is to collect feedback on UNBC graduate student orientation, engagement, and professional development services offered through Student Life & Orientation. This information is being collected by UNBC under FOIPPA 26(e). If you have any questions about the collection of this personal information, please contact: Rachelle.Munchinsky@unbc.ca.
Would you like to participate in this survey?
Yes/No
| Department | Initiative Lead | Contact Email |
| Finance | Manager, Treasury Services |
PIA Description
| Information Collected or Created | Reason for Collection or Creation | FOIPPA Authorization |
| Name of payee | To reconcile payments with payee. | Section 26(c) |
| Email of payee | To send a confirmation of payment email. | Section 26(c) |
| Address of payee | To complete payment transaction. | Section 26(c) |
| Credit card information | To complete payment transaction or assist with payment over the phone. | Section 26(c) |
| Credit/debit card notification | TouchNet will send UNBC notification of payment made. | Section 26(c) |
| Users | How information is used | FOIPPA Authorization |
| Finance employees | Generate transaction reports to reconcile payments and refunds. | Section 32(a) |
| Hospitality Services employees | Generate transaction reports (date, time, amount) and assist registrants with payments made over the phone. | Section 32(a) |
| UNBC employees using SalesForce apps | Generate transaction reports (date, time, amount). | Section 32(a) |
| Disclosure of Personal Information | No disclosure to third parties will occur as part of this initiative. |
| Storage of Personal Information | Information is stored on TouchNet datacenters. Information is stored outside of 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
General Policy
The University of Northern British Columbia (UNBC) collects and processes information in compliance with the BC Freedom of Information and Protection of Privacy Act (FOIPPA). For online payments for events, youth camps, vendor fairs, and donations, customer information is collected and limited to those details necessary to process your payment. This includes personal information (student/donor identification) and financial information (credit card number, expiry date). This information is being collected by UNBC under FOIPPA 26(c).
Credit card information is not stored by the University of Northern British Columbia. It is collected to authorize and process the payment by TouchNet, our payment gateway provider. Security measures have been integrated into the day-to-day operating practices of the University. For more information on the University's terms and privacy policies, please refer to http://www.unbc.ca/policy/category/foipop.html. If you have questions regarding the security of your information, please contact finance@unbc.ca.
When you are finished conducting online transactions or visiting secure web sites, remember to properly log-off and close your browser. This will ensure that any information that is stored on your computer or in your browser is erased. This will prevent others from being able to view this information later.
Refund Policy
Requests for refund can be submitted to finance@unbc.ca.
By clicking the Submit button below you indicate that you agree to and have read the Terms & Conditions and Privacy Policy.
Accept Terms You will then be forwarded to the TouchNet uPay web-site for payment and will then be returned to the UNBC web-site. The navigation will appear seamless. You will receive an email payment notification from TouchNet uPay. Please enter a valid email address for payment notification.
Available payment options will be listed on the payment site.
| Department | Initiative Lead | Contact Email |
| Business Services | Senior Advisor Business Development, Business Services | Christie.Ray@unbc.ca |
PIA Description
A survey initiated to understand and analyze UNBC’s student housing demand. Results are used to apply for provincial funding.
| Information Collected or Created | Reason for Collection or Creation | FOIPPA Authorization |
| Student’s campus | To determine housing options in demand and financial viability of options. | Section 26(e) |
| Class level | To determine housing options in demand and financial viability of options. | Section 26(e) |
| Enrollment status | To determine housing options in demand and financial viability of options. | Section 26(e) |
| Living on campus status | To determine housing options in demand and financial viability of options. | Section 26(e) |
| Living on campus opinions | To determine housing options in demand and financial viability of options. | Section 26(e) |
| Reason for leaving on campus housing | To determine housing options in demand and financial viability of options. | Section 26(e) |
| Reason for not living on campus | To determine housing options in demand and financial viability of options. | Section 26(e) |
| Housing status | To determine housing options in demand and financial viability of options. | Section 26(e) |
| Rent increase information | To determine housing options in demand and financial viability of options. | Section 26(e) |
| Transportation used | To determine housing options in demand and financial viability of options. | Section 26(e) |
| Desired amenities | To determine housing options in demand and financial viability of options. | Section 26(e) |
| Opinion of meal plan | To determine housing options in demand and financial viability of options. | Section 26(e) |
| Domestic or international student | To determine housing options in demand and financial viability of options. | Section 26(e) |
| Family housing interest | To determine housing options in demand and financial viability of options. | Section 26(e) |
| Opinions on residence configurations | To determine housing options in demand and financial viability of options. | Section 26(e) |
| Email address | Optional. Used to enter student in prize draw. | Section 26(e) |
| Users | How information is used | FOIPPA Authorization |
| Senior Advisor Business Development, Business Services | Use results to identify demand a support provincial funding application. Use email address to determine the prize winner. | Section 32(a) |
| Disclosure of Personal Information | Cri is responsible for the survey, including collecting and aggregating the results to determine demand and housing needs. |
| Storage of Personal Information | Information is stored on a QuestionPro server. 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
WHY ARE WE DOING THIS?
The University of Northern British Columbia (UNBC) is working with CRI consulting to better understand student opinions regarding the demand for student housing.
If you agree to participate in the survey, CRI, on behalf of UNBC, will collect and analyze all responses to identify trends on student opinion regarding the demand for student housing. Your individual responses will not be shared. UNBC will be survey responses for one year after collection; afterwards, we will securely delete the data.
WHAT TO DO IF YOU HAVE QUESTIONS?
This information is being collected by UNBC under section 26(c) of the Freedom of Information and Protection of Privacy Act of BC. If you have any questions about the collection of this personal information, please contact: christie.ray@unbc.ca
By clicking on "accept", you indicate you have read, understand, and agree to the privacy statement.
| Department | Initiative Lead | Contact Email |
| Facilities | Facilities Management Office Administrator | Mandy.Plimmer@unbc.ca |
PIA Description
WebTMA is a web interface used by members of the UNBC community to submit maintenance and janitorial service requests. It is also used by Facilities to schedule preventative maintenance activities, as a repository for equipment maintenance records, and to track labour and training records for Facilities employees.
| Information Collected or Created | Reason for Collection or Creation | FOIPPA Authorization |
| Name | To identify who is submitting the request. | Section 26(c) |
| Email address | To contact the individual submitting the request when follow up is required. | Section 26(c) |
| Phone number | To contact the individual submitting the request when follow up is required. | Section 26(c) |
| Request description | To detail the nature of the request submitted. | Section 26(c) |
| Training records | To store Facilities employee records, track expires, and employee authorization for specific tasks. | Section 26(c) |
| Users | How information is used | FOIPPA Authorization |
| Facilities Employees | Use service request information to assign work orders. Use training records to determine employee eligibility to operate equipment or conduct work. | Section 32(a) |
| Residence Employees | Receive requests assigned to their unit. | Section 32(a) |
| Disclosure of Personal Information | Service requests submitted related to janitorial services will be disclosed to Sodexo. |
| Storage of Personal Information | WebTMA 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. |
| Department | Initiative Lead | Contact Email |
| School of Nursing | Lecturer, Family Nurse Practitioner Program | Kristine.Rowswell@unbc.ca |
PIA Description
One45 is a program management solution that enables integrated scheduling, evaluation, curriculum mapping, and quality improvement workflows for the Family Nurse Practitioner program at UNBC.
| Information Collected or Created | Reason for Collection or Creation | FOIPPA Authorization |
| Student name | To connect students to their evaluation and assessment data. | Section 26(c) |
| Email address | To contact them once assessments are available. | Section 26(c) |
| Photo | For faculty and preceptors to place/recall students when completing evaluations. | Section 26(c) |
| Bio | To introduce students to preceptors at the beginning of evaluations. | Section 26(c) |
| Evaluations | To connect students to their evaluation and assessment data. | Section 26(c) |
| Preceptor name | Placement information. | Section 26(c) |
| Email address | To contact preceptors for evaluations. | Section 26(c) |
| Site address | Placement information. | Section 26(c) |
| Preceptor evaluations | Obtain feedback from students about experiences with clinical site preceptors for ongoing quality assurance and development. | Section 26(c) |
| Clinical Faculty evaluations | Obtain feedback from students about experiences with clinical faculty for ongoing quality assurance and development. | Section 26(c) |
| Faculty name | Confirmation of which member requires access. | Section 26(c) |
| Anonymized clinical examples | Students share anonymized examples of clinical cases from their practicum experiences. No identifying information is included. | Section 26(c) |
| Users | How information is used | FOIPPA Authorization |
| FNP Clinical Placement Coordinator | Will use student and preceptor information to communicate with each party and coordinate placements. | Section 32(a) |
| FNP Program Advisor | Will use information for communication. | Section 32(a) |
| FNP Coordinator | Will use information for general program oversite. Will see evaluation data for students assigned to them. Will use aggregate information to determine program trends. Will use preceptor information to oversee clinical rotation and for quality assurance. | Section 32(a) |
| FNP Clinical Lead | To oversee clinical rotations, communicate with relevant parties, and see relevant evaluation information. | Section 32(a) |
| FNP Clinical Faculty | Use information for communication and to determine clinical proficiency and learning requirements. | Section 32(a) |
| FNP Administrative Assistant | Add information collected into One45. | Section 32(a) |
| Disclosure of Personal Information | Student information is disclosed to their assigned preceptor. Preceptors will have access to deidentified evaluations about them completed by students. |
| Storage of Personal Information | One45 (Acuity Insights) is a SaaS and uses AWS as a storage solution. Information will be 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. |
| Research or Health Systems Use | Information collected may be used for future research. |
| Accuracy and Correction | Follow this link for information on how to request a correction of your personal information. |
Collection Notice
As part of NURS 720 730 740 you will be provided access to One45. One45 is a cloud-based program used for FNP clinical rotation scheduling and evaluations. If you have any questions about how your personal information will be used, please contact: schoolofnursing@unbc.ca This information is being collected by UNBC under FOIPPA 26(c).
| Department | Initiative Lead | Contact Email |
| Finance | Manager, Treasury Services | William.Chew@unbc.ca |
PIA Description
PayMyTuition (PMT) is a comprehensive all in one plug and play payment solution. PMT integrates with Banner and can resolve transactions for tuition, fees, and other types of payments. PMT can be used for both domestic and international payments and can process refunds. PMT will primarily be used for student related transactions.
| Information Collected or Created | Reason for Collection or Creation | FOIPPA Authorization |
| Name of payee | Required for payment processing. | Section 26(c) |
| Email of payee | Payment confirmation and required follow up. | Section 26(c) |
| Address of payee | Required for payment processing. | Section 26(c) |
| UNBC student number | Link transaction to Banner student account. | Section 26(c) |
| Payment information | Required for payment processing. | Section 26(c) |
| Users | How information is used | FOIPPA Authorization |
| Manager, Treasury Services | To generate reports and for auditing. | Section 32(a) |
| Treasury Services Representative | To reconcile payments and issue refunds. | Section 32(a) |
| Financial Services Officer | To reconcile payments and issue refunds. | Section 32(a) |
| Disclosure of Personal Information | Student information stored in Banner is disclosed to PMT so that they can process transaction. |
| Storage of Personal Information | PMT is a SaaS and uses both AWS and Microsoft Azure servers to store information. Transaction confirmations will be stored on premises and within Banner. Information will be stored outside of Canade. |
| 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
Your personal information is being collected by UNBC in order to process your payment. UNBC is authorized to collect this information under the Freedom of Information and Protection of Privacy Act section 26(c). If you have any questions about the collection of your personal information, please contact William.Chew@unbc.ca.
| Department | Initiative Lead | Contact Email |
| Student Succes | Manager, Student Experience and Planning |
PIA Description
The retention and readiness survey is being sent to first year students. Results will create a predictive model that will allow UNBC to identify entering students who are at a higher risk of quitting before the end of the first year.
| Information Collected or Created | Reason for Collection or Creation | FOIPPA Authorization |
| Agreement scale questions related to financial burden | Survey data will help contribute to the student success program. | Section 26(e) |
| Agreement scale questions related to importance of education and competitiveness | Survey data will help contribute to the student success program. | Section 26(e) |
| Agreement scale questions related to worries about fitting in | Survey data will help contribute to the student success program. | Section 26(e) |
| Faculty/program | Survey data will help contribute to the student success program. | Section 26(e) |
| Gender identity | Survey data will help contribute to the student success program. | Section 26(e) |
| Domestic or international student | Survey data will help contribute to the student success program. | Section 26(e) |
| Age range | Survey data will help contribute to the student success program. | Section 26(e) |
| Full-time or part-time status | Survey data will help contribute to the student success program. | Section 26(e) |
| Time between high school and university | Survey data will help contribute to the student success program. | Section 26(e) |
| Hours of work during school year | Survey data will help contribute to the student success program. | Section 26(e) |
| Equity-deserving group identity status | Survey data will help contribute to the student success program. | Section 26(e) |
| Agreement scale questions related to emotion, behavior, and conflict | Survey data will help contribute to the student success program. | Section 26(e) |
| Agreement scale questions related to study habits | Survey data will help contribute to the student success program. | Section 26(e) |
| Student wellbeing | To inform follow ups. | Section 26(c) |
| Email address | Optional. Used to be entered in a prize draw. | Section 26(c) |
| Users | How information is used | FOIPPA Authorization |
| Director, Student Succes | To oversee the project. | Section 32(a) |
| Manager, Student Experience and Planning | To oversee the project. | Section 32(a) |
| Student Advisors | To contact students and check-in on wellbeing. | Section 32(a) |
| Student Life Coordinators and Ambassadors | Send email invite to at risk students for social events. | Section 32(a) |
| Disclosure of Personal Information | CRi manage the survey link and have results disclosed to them. They compile the results and send them to UNBC. |
| Storage of Personal Information | Information is collected and stored by QuestionPro using Toronto based 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
WHY ARE WE DOING THIS?
The University of Northern British Columbia (UNBC) is working with CRIconsulting, a consulting firm specializing in higher education research across Canada, to conduct a retention & readiness survey of first-year students entering studies at UNBC.
The Student Success Survey will take 5-10 minutes to complete online. Survey results will provide the UNBC Student Success team with insight on how to best support first year students. Students may be contacted by the Student Advisor to discuss personalized support strategies.
WHAT TO DO IF YOU HAVE QUESTIONS?
This information is being collected by UNBC under section 26(e) of the Freedom of Information and Protection of Privacy Act of BC. If you have any questions about the collection of this personal information, please contact: studentsuccess@unbc.ca
By clicking on "accept", you indicate you have read, understand, and agree to the privacy statement.
| Department | Initiative Lead | Contact Email |
| Athletics | Director, Athletics | Loralyn.Murdoch@unbc.ca |
PIA Description
PRIVIT will be used by UNBC to replace the current paper system in place. PRIVIT is used to track information about student athletes.
| Information Collected or Created | Reason for Collection or Creation | FOIPPA Authorization |
| Name | Determine varsity eligibility. | Section 26(c) |
| Contact information | To contact student athletes. | Section 26(c) |
| Personal health number | Mandatory to have extended health coverage. | Section 26(c) |
| Emergency contact information | In case of an emergency. | Section 26(c) |
| Medical fit to play | Mandatory for Canada West compliance. | Section 26(c) |
| Injury/concussion status | Return to play/practice eligibility. | Section 26(c) |
| Users | How information is used | FOIPPA Authorization |
| Director, Athletics | To contact emergency contacts, determine return to play status, and send U SPORTS season ending injury reporting. | Section 32(a) |
| Athletic Trainer | Data input for injuries, concussion reporting, and completes preseason compliance form. | Section 32(a) |
| Coach | Determine return to practice/play and stages of clearance. | Section 32(a) |
| Administrator | Can view information in PRIVIT. | Section 32(a) |
| Coordinator | Can view and edit information in PRIVIT. | Section 32(a) |
| Disclosure of Personal Information | Information is disclosed to Engage Sport North, a contractor that helps with athletic therapy and strength and conditioning. Canada West and U SPORTS will have information related to concussion and injury status disclosed to them. |
| Storage of Personal Information | PRIVIT is a SaaS and uses AWS servers to store information. Information will be 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. |
| Department | Initiative Lead | Contact Email |
| Business Services | Manager, Business Development | Claudia.Barreira@unbc.ca |
PIA Description
This survey is being conducted to inform UNBC’s Childcare Needs Assessment. Information collected will be used to make expansion project decisions and will be used to support the funding application process.
| Information Collected or Created | Reason for Collection or Creation | FOIPPA Authorization |
| Date of birth | To provide information on underserved or priority populations. | Section 26(e) |
| UNBC affiliation | Can determine the demand for childcare among certain groups. | Section 26(e) |
| Parent/guardian primary activity | To identify the presence or absence of support networks in childcare decisions. | Section 26(e) |
| Family’s racial/ethnic identity | To provide information on underserved or priority populations. | Section 26(e) |
| Family’s primary language | To provide information on underserved or priority populations. | Section 26(e) |
| Family’s immigration status | To provide information on underserved or priority populations. | Section 26(e) |
| Family’s household income | To provide information on underserved or priority populations. | Section 26(e) |
| Number of children and relationship | To determine family structures and assess the demand for different age groups. | Section 26(e) |
| Existing childcare arrangements and choice reasoning | Assess the current needs and challenges to help cater to the needs of the UNBC community. | Section 26(e) |
| Email address | Optional. To be entered in prize draw. | Section 26(e) |
| Users | How information is used | FOIPPA Authorization |
| Project Coordinator, Business Development | Information will be analyzed and processed to develop the UNBC Childcare Needs Assessment and UNBC Community Childcare Plan. The email will be used to determine the prize winner. | Section 32(a) |
| Manager, Business Development | Information will be analyzed and processed to develop the UNBC Childcare Needs Assessment and UNBC Community Childcare Plan. The email will be used to determine the prize winner. | Section 32(a) |
| Director, Business Services | Will analyze summarized and aggregated data to inform Business Services planning and decisions. | Section 32(a) |
| Disclosure of Personal Information | There will be no third party disclosure as part of this initiative. |
| Storage of Personal Information | Information will be stored on OneDrive using UNBC’s Microsoft License. Information will be 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
Privacy Notification
We need to collect information from you
UNBC Business Services needs to collect information from you to:
- Understand the needs and preferences of the UNBC community regarding early learning and childcare arrangements, and gain insight into your specific requirements and expectations.
- Better tailor early learning and childcare services to meet your specific needs and enhance the changes of providing services that align with your preferences, making a positive impact in your life.
- Identify any existing challenges or barriers that you may face when it comes to accessing or utilizing childcare arrangements and using this information to implement necessary improvements overcome obstacles.
- Plan for the future. As the UNBC community evolves over time, so will your needs and expectations regarding early learning and childcare arrangements. This survey will help us stay up to date with changing requirements and needs, and to remain relevant and responsive.
- Demonstrate community engagement. UNBC values your opinion and actively seeks to address your concerns. Your feedback is essential to creating an inclusive and supportive environment for all.
We have permission to do this
The University of Northern British Columbia collects, uses, shares, discloses, maintains and when appropriate deletes and destroys personal information provided on this form according the Freedom of Information and Protection of Privacy Act [RSBC 1996 c. 165].
How we will use and share your information
The purpose of this survey is to collect data from the UNBC community regarding early learning and childcare arrangements, so we can better cater to he UNBC Childcare services and future childcare facilities to the needs and preferences of UNBC community.
The data collected will be used by UNBC Business Services to produce reports that will be part of the UNBC Childcare Needs Assessment and UNBC Community Childcare Plan. The information derived from this assessment is indispensable in fulfilling the funding application requirements, where an in depth analysis of the community’s needs is mandated.
Your responses will be kept anonymous and cannot be linked to specific individuals. The data collected will be solely used to fulfil the purpose of the survey, treated with confidentiality, and stored securely. UNBC Business Services will limit access to the survey data to only those individuals who need it for the purpose of data analysis and report generation.
If you chose to participate in the gift card prize draw, your email address will be collected and associated with your survey responses. The purpose for collected your email address is solely to contact the winner of the gift card prize draw. Participation in the gift card prize draw is entirely voluntary, and it will not affect your ability to take part in the survey.
How we will protect your information
UNBC is obligated to protect your personal information and has various processes in place to ensure it is secure.
How long we will keep your information
The Freedom of Information and Protection of Privacy Act allows us to keep your information for at least one year after collection and when its period of usefulness is over, we will securely delete or destroy it.
What to do if the information we have collected from you is incorrect, or you have questions?
Please contact Claudia Barreira, UNBC Business Services at 250-960-6700 OR
If you still have questions or concerns, please contact Governance Officer for Access, Privacy and Records Management at privacy@unbc.ca
By participating in this survey, you indicate you have read, understand, and agree to the privacy statement. You also understand that you have the option to ask questions about any part of this statement before registering.
| Department | Initiative Lead | Contact Email |
| Office of Equity Affairs | EDI Specialist | Mindy.Gobbi@unbc.ca |
PIA Description
This survey has been developed to come into compliance with the Accessible British Columbia Act and to inform the development of UNBC’s Accessibility Plan 2024-2026. It will also be used to support future accessibility plans.
| Information Collected or Created | Reason for Collection or Creation | FOIPPA Authorization |
| Name | To identify the respondent. | Section 26(c) |
| Affiliation with UNBC (student, staff, etc.) | Optional. To understand what group the respondent is part of. | Section 26(c) |
| Disability status | Optional. To provide insight on lived experience. | Section 26(c) |
| Experience accessing UNBC through a variety of methods | To provide feedback on the challenges and barriers at the University. | Section 26(c) |
| Where they live | Optional. To understand which community and which campus can address the issue. | Section 26(c) |
| Contact information | Optional. If they would like to be contacted. | Section 26(c) |
| Users | How information is used | FOIPPA Authorization |
| Office of Equity Affairs employees | To inform the Accessibility Plan. To contact individuals if they have indicated they want to be contacted. | Section 32(a) |
| Disclosure of Personal Information | This initiative does not involve third party disclosure. |
| Storage of Personal Information | Information will be stored on Teams using UNBC’s Microsoft license. Information will be 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
All the questions in this form are optional. You can share as much or as little as you want.
The Office of Equity Affairs will read the information you provide and will inform UNBC’s Accessibility Plan. We may share some of this information with other areas of the University to help them address the barrier(s). We will make every effort to protect privacy but can’t guarantee total anonymity.
We are collecting your personal information to help us identify barriers at UNBC. Section 26(c) of the Freedom of Information and Protection of Privacy Act permits this collection.
Do you have questions about the collection, use and disclosure of your information? Please contact the Office of Equity Affairs at accessibility@unbc.ca.
| Department | Initiative Lead | Contact Email |
| Student Success | Manager, Residence and Restorative Relations | Fiona.Mo@unbc.ca |
PIA Description
The Student Supports Team (SST) is an interdisciplinary team who identify, support, and respond to student concerns, students experiencing distress, and students who see out the SST. The SST helps connect students to appropriate services and streamline the support process.
| Information Collected or Created | Reason for Collection or Creation | FOIPPA Authorization |
| Name | To identify the student and engage in case consultation. | Section 26(c) |
| To identify the student and engage in case consultation. | Section 26(c) | |
| Student ID number | To identify the student and engage in case consultation. | Section 26(c) |
| Phone number | To contact the student or emergency contacts. | Section 26(c) |
| Physical address | To contact the student or emergency contacts. | Section 26(c) |
| Internation/domestic student status | To provide appropriate guidance and resources. Status can determine different access to services. | Section 26(c) |
| Grades, academic standing, enrolment status | Case consultation, support planning, and confirmation of student status. | Section 26(c) |
| Medical disclosures | To understand case and situation details and identify needs based on the disclosure. | Section 26(c) |
| Concern disclosure | To understand case and situation details and identify needs based on the disclosure. | Section 26(c) |
| Additional personal details and experiences | To understand case and situation details and identify needs based on the disclosure. | Section 26(c) |
| Users | How information is used | FOIPPA Authorization |
| Director, Student Success | Case consultation, management, and individual support. Communication with other departments or third parties depending on the case. | Section 32(a) |
| Manager, Residence and Restorative Relations | Case consultation, management, and individual support. Communication with other departments or third parties depending on the case. | Section 32(a) |
| Coordinator, Restorative Relations and Student Success | Case consultation, management, and individual support. Communication with other departments or third parties depending on the case. | Section 32(a) |
| Manager, Health and Wellness | Case consultation, management, and individual support. Communication with other departments or third parties depending on the case. | Section 32(a) |
| Manager, Security and Parking | Case consultation, management, and individual support. Communication with other departments or third parties depending on the case. | Section 32(a) |
| Employees from other departments | May be brought in for case consultation and supporting individuals as required. | Section 32(a) |
| Disclosure of Personal Information | Information may be disclosed to the RCMP and other emergency services depending on if there is threat of harm to self or others. Disclosure to student’s families may occur where third party authorization is provided. |
| Storage of Personal Information | Information will be stored on Teams and OneDrive using UNBC’s Microsoft license. Information will be 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. |