| Department | Initiative Lead | Contact Email |
| Information Technology Services | Manager, Enterprise Systems and Projects | Pat.Herbert@unbc.ca |
PIA Description
Identity-sync is a middleware system used to synchronize data between Banner and Active Directory. Identity-sync manages the large volume of UNBC accounts by automating the provisioning and decommissioning of said accounts.
| Information Collected or Created | Reason for Collection or Creation | FOIPPA Authorization |
| Name | To create UNBC account. | Section 26(c) |
| Email address | To send UNBC account activation emails to new students. | Section 26(c) |
| UNBC account | Created as part of this initiative. | Section 26(c) |
| Users | How information is used | FOIPPA Authorization |
| ITS Employees | Manage the tool, provision accounts, and generate account activation emails. | Section 32(a) |
| Office of the Registrar Employees | Responsible for managing the student record in Banner. | Section 32(a) |
| Disclosure of Personal Information | This initiative does not involve third party disclosure. |
| Storage of Personal Information | This initiative accesses and uses information stored in existing data banks and does not store any personal information. |
| 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 |
| Career Centre | Manager, Student Experience and Planning | Rachelle.Munchinsky@unbc.ca |
PIA Description
The Career Centre uses Symplicity to modernize career services, enhance co-op program growth, improve employer relations, and boost the University’s reputation. Symplicity helps the Career Centre better support student’s job aspirations and improves co-op opportunities.
| Information Collected or Created | Reason for Collection or Creation | FOIPPA Authorization |
| Name | Student identification. | Section 26(c) |
| Email address | Student identification and contact. | Section 26(c) |
| Student ID number | Student identification. | Section 26(c) |
| Program | Identification of eligibility for program. | Section 26(c) |
| International/domestic status | Identification of eligibility for program. | Section 26(c) |
| Graduate/undergrad status | Identification of eligibility for program. | Section 26(c) |
| GPA/cGPA | Eligibility verification. | Section 26(c) |
| Student documents (resume, cover letter, etc.) | So that students can be supported as they apply for jobs. | Section 26(c) |
| Notes on students | For operation and recording. | Section 26(c) |
| Users | How information is used | FOIPPA Authorization |
| Career Centre Coordinators | Management of the system. | Section 32(a) |
| Faculty | To assist students and connect with employers. | Section 32(a) |
| Student Ambassadors | To assist students and connect with employers. | Section 32(a) |
| Disclosure of Personal Information | Aggregate reports are disclosed to CEWIL and ACEWIL. Student information is disclosed to prospective employers as part of the job application process. |
| Storage of Personal Information | Symplicity is a SaaS and uses AWS, Microsoft Azure, and Oracle Cloud 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
Your personal information will be collected for accessing Career Centre resources. If you have any questions about the collection of this personal information, contact hirestudents@unbc.ca. This information is being collected by the UNBC Career Centre under FOIPPA section 26.
| Department | Initiative Lead | Contact Email |
| Security and Parking | Manager, Security and Parking | Scott.McMillan@unbc.ca |
PIA Description
TrackTik allows UNBC to verify that all parts of campus are being routinely checked by Security. Security Officers scan adhesive tags located around campus, recording what locations they have checked during routine security sweeps. TrackTik is also used by Security and Parking staff to log safety, security, or parking incidents. Generated reports are used by Safety and Security and Parking to follow up on incidents and the individuals reporting or impacted by them.
| Information Collected or Created | Reason for Collection or Creation | FOIPPA Authorization |
| Name | Identify impacted individuals. | Section 26(c) |
| Date of birth | Identify impacted individuals. | Section 26(c) |
| Affiliation with UNBC | Identify impacted individuals. | Section 26(c) |
| UNBC ID number | Identify impacted individuals. | Section 26(c) |
| Contact information | Communicate with impacted individuals. | Section 26(c) |
| License plate number | Identity vehicles involved in an incident. | Section 26(c) |
| Other incident specific information | Further details may be required to document incidents and follow up appropriately. | Section 26(c) |
| Users | How information is used | FOIPPA Authorization |
| Security and Parking Officers | Collect incident information and submit reports. | Section 32(a) |
| Security Supervisors | Collect incident information, submit reports, and review submitted reports. | Section 32(a) |
|
Manager, Security and Parking Manager, OH&S |
Follow up on submitted reports. | Section 32(a) |
| Director, Enterprise Risk and Safety | Determines course of action and reviews summaries of submitted reports. | Section 32(a) |
| Disclosure of Personal Information | Depending on the incident, personal information may be disclosed to emergency services including the RCMP and Fire Rescue. |
| Storage of Personal Information | TrackTik is a SaaS and uses AWS servers. Information is stored in Canada. |
| Personal Information Bank (PIB) | This initiative does result in a PIB. |
| 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 Security collects personal information in order to document security, safety, and parking related incidents and generate reports for follow up with impacted individuals. For more information on what information UNBC collects, contact Scott.McMillan@unbc.ca. UNBC is authorized to collect this information under section 26(c) of the Freedom of Information and Protection of Privacy Act.
| Department | Initiative Lead | Contact Email |
| Finance and Hospitality Services | Manager, Hospitality Services | deb.vanadrichem@unbc.ca |
PIA Description
Cybersource is a payment gateway solution by Visa that integrates with Seattle Tech’s software. Cybersource will be used to collect payments for reservations, donations, workshops, career fairs, and other events.
| Information Collected or Created | Reason for Collection or Creation | FOIPPA Authorization |
| Name of payee | Required to process payments with the payee. | Section 26(c) |
| Email of payee | To send confirmation of payment email. | Section 26(c) |
| Adress of payee | To complete the payment and send receipts. | Section 26(c) |
| Payment information | Required to process payments. | Section 26(c) |
| Users | How information is used | FOIPPA Authorization |
| Hospitality Services employees | Will use transaction reports to reconcile payments. May process payments over the phone. | Section 32(a) |
| Finance employees | Will use transaction reports for auditing. | Section 32(a) |
| Disclosure of Personal Information | Once Cybersource processes a transaction, they disclose the confirmation of payment to Seattle Tech. |
| Storage of Personal Information | Cybersource stores information on Visa operated servers. UNBC generated transaction reports will be stored on premises. 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
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 [email].
| Department | Initiative Lead | Contact Email |
| Northern Sport Centre | Manager, Northern Sport Centre | David.Thomas@unbc.ca |
PIA Description
Vermont Systems is the vendor behind WebTrac and RecTrac, the Northern Sport Centre’s member registration and management software.
| Information Collected or Created | Reason for Collection or Creation | FOIPPA Authorization |
| Name | For new member registration, assigning key fobs, and booking sports and facilities. | Section 26(c) |
| Student ID | For new member registration, assigning key fobs, and booking sports and facilities. | Section 26(c) |
| Phone number | For sending notification of activities or in an emergency. | Section 26(c) |
| Email address | For sending notification of activities or in an emergency. | Section 26(c) |
| Physical address | For billing members. | Section 26(c) |
| Void cheque/PAD form | For billing members. | Section 26(c) |
| Date of birth | To register new members. | Section 26(c) |
| Picture of member | For identification purposes at the facility. | Section 26(c) |
| Emergency contact information | For emergency contact. | Section 26(c) |
| Users | How information is used | FOIPPA Authorization |
| Manager, Northern Sport Centre | View membership and reports. | Section 32(a) |
| Administrative Coordinator, NSC | Register a member, update & cancel membership, book services, generate membership report. | Section 32(a) |
| Programming Coordinator, NSC | Register a member, update & cancel membership, book services, generate membership report. | Section 32(a) |
| Coordinator Membership Services, NSC | Register a member, update & cancel membership, book services, generate membership report. | Section 32(a) |
| Booking and Events Coordinator | Register a member, update & cancel membership, book services, generate membership report. | Section 32(a) |
| Admin Assistant, NSC | Register a member, update & cancel membership, book services, generate membership report, handle banking information for Finance processing. | Section 32(a) |
| Customer Service Team Lead | Register a member, update & cancel membership, book services, generate membership report. | Section 32(a) |
| Customer Service Representatives | Register a member, update & cancel membership, book services. | Section 32(a) |
| Manager, Treasury Services | Receives banking information in order to process preauthorized debit payments. | Section 32(a) |
| Disclosure of Personal Information | This initiative does not involve the disclosure of personal information. |
| Storage of Personal Information | All information is stored on UNBC managed infrastructure. 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
The Northern Sport Centre is collecting your personal information in order to register you as a member. For any questions about the collection of your personal information, contact david.thomas@unbc.ca. The Northern Sport Centre is authorized to collect this information under section 26(c) of the Freedom of Information and Protection of Privacy Act.
| Department | Initiative Lead | Contact Email |
| Office of Equity and Inclusion | Manager, Equity and Inclusion | edi@unbc.ca |
PIA Description
This initiative involves conducting a survey, running focus groups, and hosting one on one sessions to identify systemic barriers to career progression at UNBC. This initiative will target exempt staff, chairs, and CUPE employees in a supervisory position. The collected information will be used to develop a strategy to overcome identified barriers and to inform future EDI programs.
| Information Collected or Created | Reason for Collection or Creation | FOIPPA Authorization |
| Position at UNBC | Information will be collected to develop a strategy to address systemic barriers to career progression. | Section 26(c) |
| Age group | Information will be collected to develop a strategy to address systemic barriers to career progression. | Section 26(c) |
| Gender identity | Information will be collected to develop a strategy to address systemic barriers to career progression. | Section 26(c) |
| Indigenous status | Information will be collected to develop a strategy to address systemic barriers to career progression. | Section 26(c) |
| Minority status | Information will be collected to develop a strategy to address systemic barriers to career progression. | Section 26(c) |
| Disability status | Information will be collected to develop a strategy to address systemic barriers to career progression. | Section 26(c) |
| Opinion on current inclusion initiatives | Information will be collected to develop a strategy to address systemic barriers to career progression. | Section 26(c) |
| Opinion on current inclusion culture | Information will be collected to develop a strategy to address systemic barriers to career progression. | Section 26(c) |
| Opinion on future inclusion initiatives | Information will be collected to develop a strategy to address systemic barriers to career progression. | Section 26(c) |
| Opinion on career progression opportunities | Information will be collected to develop a strategy to address systemic barriers to career progression. | Section 26(c) |
| Opinion on career progression barriers | Information will be collected to develop a strategy to address systemic barriers to career progression. | Section 26(c) |
| Users | How information is used | FOIPPA Authorization |
| Manager, Equity and Inclusion | Oversight, access to survey data, and strategy development. | Section 32(a) |
| AVP, People, Equity, and Inclusion | Oversight, access to survey data, and strategy development. | Section 32(a) |
| Specialist, Equity and Inclusion | Access to survey data and strategy development. | Section 32(a) |
| Advisor, Equity and Inclusion | Access to survey data and strategy development. | Section 32(a) |
| Executive Director | Access to the final report and strategy development. | Section 32(a) |
| President | Access to the final report and strategy development. | Section 32(a) |
| Disclosure of Personal Information | Survey answers, focus group results, and one-on-one responses are disclosed to Iconoclast Solutions for data analysis and strategy development. |
| Storage of Personal Information | Survey responses are initially stored with Survey Monkey. They are then transferred to on premises storage 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. |
Collection Notice
The University of Northern British Columbia (UNBC) is conducting an anonymous Leadership Equity and Engagement Survey to collect demographic and engagement data from exempt leadership and supervisory employees. This initiative aims to better understand UNBC's leadership's engagement levels, needs, and challenges.
This collection is conducted under the authority of the Freedom of Information and Protection of Privacy Act (FIPPA) section 26(c), which governs the collection, use, and disclosure of personal information bodies in British Columbia.
Your input is vital in helping us identify systemic inequities and develop effective strategies for promoting equity, diversity, inclusion, and accessibility (EDIA) at UNBC. By participating, you will contribute to creating an inclusive environment that meets the needs of UNBC’s leaders.
The information collected will be used to:
- Analyze the demographic composition of leadership
- Identify systemic barriers and challenges that leaders may face
- Inform recommendations to possible strategies and programming to mitigate systemic barriers faced by leaders
Confidentiality and Data Protection: Your privacy is of utmost importance to us. All responses will be kept confidential and will only be reported in aggregate form. No data or responses will be attributed to specific individuals and identifiers will be removed in final reports to protect privacy. Specific surveys responses will not be disclosed to leadership. The data collected will be analyzed to provide recommendations to the larger People, Equity and Inclusion Strategy. The data will be collected by the Office of Equity and Inclusion and analyzed by an independent third-party contractor, Lynette Tremblay from Iconoclast Solutions.
Participation Details:
- Participation is voluntary, and you may withdraw at any time.
- The survey will take approximately 15-20 minutes to complete.
- In-person engagements will also be available for those who wish to provide more detailed input
If You Have Questions: For more information about the Leadership Equity and Engagement Survey, please contact edi@unbc.ca. We appreciate your participation and support in helping UNBC create a more equitable and inclusive environment.
Thank you for your contribution!