Administration

General Counsel

• Location: General Counsel
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
• Information Maintained: name, phone number, home address, personal contact information, opinion, evaluative material in connection with legal files or Freedom of Information request files
• Uses: to provide legal advice and in the case of Freedom of Information files, to respond to requests, communicate with requesters, respond to breaches and privacy complaints Users: General Counsel
• Individuals in Bank: students, staff, faculty, contractors, members of the public
• Retention and Disposal: TBD

Campus Services

Campus Services

• Location: One Card Office, Parking Office, Bookstore, Conference Services and TMU Theatre/Facilities Rental
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
• Information Maintained:
  • In all locations - name, home address, home telephone number, student number, employee number;
  • In parking services - license plate information, ownership information, health information related to requests for special needs parking, year of program;
  • In the One Card Office – photograph; and
  • In the Bookstore – credit card information and other payment information and purchases made
• Users: One Card Office, Parking Services, Bookstore, Conference Services and TMU Theatre/Facilities Rental, as applicable
• Uses: to maintain records of parking permits issued, One Card registration, Bookstore purchases, conference and other Toronto Metropolitan University facility bookings
• Individuals in Bank: students, faculty and staff
• Retention and Disposal: 3-7 years

Mattamy Athletic Centre (MAC), Recreation and Athletic Centre (RAC) [See also Student Services - Sports and Recreation]

• Location: MAC, RAC
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
• Information Maintained: membership forms, name, contact information, emergency contact information, limited health information
• Uses: to operate and maintain memberships of RAC 
• Users: RAC staff and emergency contacts if necessary
• Individuals in Bank: students, staff and members of public
  
• Retention and Disposal: 5 years

TMU Early Learning Centre (day care centre)

• Location: Toronto Metropolitan University Early Learning Centre
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended), Day Nurseries Act
• Information Maintained: name, date of birth, address, telephone number, parent name and business telephone, doctor's name and address, child's medical history and immunization record, permission forms (video and photographic records of child, administration of medication, participation on excursions), child's schedule and behaviour patterns
• Uses: to document registration, activities and development of child in daycare program, facilitate daily and emergency care
• Users: Early Learning Centre staff and emergency contacts if necessary
• Individuals in Bank: students, staff and members of public
• Retention and Disposal: 5 years

Toronto Metropolitan University Day Camp

• Location: Student Services – Sports and Recreation
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
• Information Maintained: name, date of birth, address, telephone number, parent name and business telephone, doctor's name and address, child's medical history and immunization record, permission forms (video and photographic records of child, administration of medication, participation on excursions), emergency contact information, OHIP number
• Uses: to maintain records of campers and ensure proper care while enrolled in day camp program
• Users: Sports and Recreation staff, day camp staff
• Individuals in Bank: campers
• Retention and Disposal: 5 years

External Relations and Communications

Convocation/Alumni Records

• Location: University Advancement
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
• Information Maintained: name, sex, date of birth, telephone, email, parents names and addresses, program and graduation information, student activities, further education, donations, gifts, employment status and description
• Uses: to maintain a record of alumni for contact and communications and fundraising purposes
• Users: University Advancement staff
• Individuals in Bank: alumni
• Retention and Disposal: Indefinitely

Donor Files and Agreements

• Location: University Advancement
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
• Information Maintained: name, sex, date of birth, telephone, email, donations, gifts, employment status and description, educational history, financial history, correspondence regarding donations with Toronto Metropolitan University, internal reports regarding donations.
• Uses: to maintain a record of donations/contacts and agreements entered into between
• Toronto Metropolitan University and donors
• Users: University Advancement staff
• Individuals in Bank: donors and potential donors
• Retention and Disposal: Indefinitely

Honourary Degrees

• Location: the Office of the Secretary of Senate
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
• Information Maintained: name, home address, home telephone number, email address, date of birth, curriculum vitas, employment history, reference letters, degrees conferred, completed nomination form
• Uses: to select honourary degree recipients
• Users: Academic Awards and Ceremonial Committee of Senate (Committee), President
• (for final selection), University Advancement (once selected by President) 
• Individuals in Bank: candidates and selected recipients of honourary degrees 
• Retention and Disposal: Indefinitely

Planned Giving

• Location: University Advancement
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
• Information Maintained: planned gift commitments, name and financial history
• Uses: maintain records of planned gifts
• Users: University Advancement staff
• Individuals in Bank: Donors and potential donors
• Retention and Disposal: Indefinitely

Facilities Management and Development

Campus Facilities and Sustainability

• Location: Campus Facilities and Sustainability
  
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
• Information Maintained: name and contact information from individuals who file complaints and incident reports related to campus facility concerns or issues
• Uses: to maintain a record and respond to inquiries and incident reports
• Users: Campus Facilities staff
• Individuals in Bank: students, faculty and staff
• Retention and Disposal: TBD

Security and Emergency Services - Integrated Risk Management 

• Location: Integrated Risk Management, Security and Emergency Services
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
•  Information Maintained: name, home address, home telephone number, student number, employee number, incident occurrence reports, closed circuit surveillance tapes, names and physical description of individuals involved in security incidents
• Uses: to maintain incident reports and secure campus and community
• Users: Security and Emergency Services, law enforcement agencies (if necessary), General Counsel (if necessary), senior executive staff
• Individuals in Bank: students, faculty, alumni, members of the public and staff
• Retention and Disposal: Indefinitely

Financial Management

Financial Services [See also Student Financial Accounting]

• Location: Financial Services
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
• Information Maintained: name, home address, home telephone number, student number, employee numbers, banking information, SINS
• Users: financial services staff, human resources (as needed)
• Uses: maintain financial records of students, faculty and staff
• Individuals in Bank: students, faculty and staff
• Retention and Disposal: 7 years

Governance

Board Members

• Location: Board Secretariat
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
• Information Maintained: name, address, telephone number, email, occupation, education, public and professional experience, curriculum vitas, elections and appointments of current and past Board of Governors members
• Uses: to maintain a record of past and present Board members, to comply with government reporting obligations, to notify Board members of events, meetings and to determine prospective Board member eligibility
• Users: Board Secretariat, President’s Office, University Advancement, General Counsel
• Individuals in Bank: current and past Board members
• Retention and Disposal: Indefinitely

Senate Membership [formerly Academic Council]

• Location: the Office of the Secretary of Senate
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended) 
• Information Maintained: student names and home addresses 
• Uses: to verify student nominees meet Senate election criteria 
• Users: Senate and Office of the Registrar
• Individuals in Bank: students nominated for Senate
• Retention and Disposal: Indefinitely

Human Resources

Human Resources

• Location: Human Resources
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
• Information Maintained: name, home address, home telephone number, student number, employee number, SIN, resume, reference letters, incident or grievances
• Users: human resources
• Uses: maintain employment records of students, faculty and staff
• Individuals in Bank: students (employed by Toronto Metropolitan University), faculty and staff
• Retention and Disposal: Indefinitely

Information Management and Technology

Computing and Communication Services (CCS)

• Location: CCS
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
• Information Maintained: name, home address, home telephone number, employee number, student number, guest contact information, professor emeritus contact information, passwords, RMS, D2L Brightspace portal, D2L Brightspace e-Learning, CFAPS, Lab accounts, Groupwise email
• Uses: to maintain internet, phone and other communication services for students, faculty and staff
• Users: CCS staff
• Individuals in Bank: students, faculty and staff
• Retention and Disposal: Indefinitely

Library

• Location: Library system
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
• Information Maintained: name, home address, home telephone number, student number, employee number, library fines, membership fees, graduation status. Uses: to maintain records of library materials, library membership and other user services, including outstanding fees
• Users: library staff and Office of the Registrar
• Individuals in Bank: students, faculty, alumni, members of the public and staff
• Retention and Disposal: 7 years

Research

Research and Innovation

• Location: faculties, departments and Research and Innovation
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
• Information Maintained:  student and faculty names, student numbers, employee numbers, academic history, research grant applications, agreements and contracts, review and decisions made by Research and Ethics.
• Uses: to maintain records of research projects, grants and contracts as between faculty and other bodies
• Users: to maintain records of instructor and course evaluations provided by students, assist in determining promotion and tenure of faculty and instructors
• Individuals in Bank: faculty and other research and innovation staff
• Retention and Disposal: TBD

Students

Admissions

• Location: Office of the Registrar, School of Graduate Studies, Office of Undergraduate Admissions, those faculties or departments requiring additional student materials to determine admission
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
• Information Maintained: name, date of birth, SIN, address, student number (if admitted), academic transcripts, achievements and awards, reference letters, admission portfolio, educational history
• Uses: to determine admission of applicants and to maintain records of applicants
  
• Users: Office of the Registrar staff, Office of Undergraduate Admissions and faculties/programs that require additional admission materials
• Individuals in Bank: students
• Retention and Disposal: Indefinitely

Faculty and Departmental Student Files

• Location: faculties, departments and other academic units 
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
• Information Maintained: name, date of birth, student number, transcripts, achievements, awards, reference letters, student files
• Uses: maintain student records 
• Users: faculty and department staff 
• Individuals in Bank: students
  
• Retention and Disposal: 7 years
  

Student Academic Advising

• Location: Office of the Registrar, individual faculties and departments
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
• Information Maintained: student name, number, address, student number, program, record of advising sessions
• Uses: to assist students make program, degree and course choices 
• Users: Office of the Registrar, faculty and departments, as applicable
  
• Individuals in Bank: students seeking academic advice
• Retention and Disposal: 5 years

Student Academic Appeals

• Location: Faculties, Departments and Senate
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
• Information Maintained: name, home contact information, appeal documentation
• Uses: to document student appeals
• Users: faculty and department staff, Office of the Registrar
• Individuals in Bank: students involved in appealing academic decisions.
• Retention and Disposal: Indefinitely

Student Awards and Scholarships

• Location: Office of the Registrar, Office of Undergraduate Admissions, academic units and Financial Assistance
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
• Information Maintained: name, date of birth, SIN, address, student number, academic transcripts, achievements and awards, reference letters, admission portfolio
• Uses: to determine eligibility of students for student awards and scholarships including but not limited to entrance scholarships and bursaries, to maintain records of recipients of such awards and scholarships
• Users: Office of the Registrar staff, Office of Undergraduate Admissions staff and applicable faculties/programs
• Individuals in Bank: students
• Retention and Disposal: Indefiinitely

Student Discipline Academic (including non-academic discipline if escalated to Senate Appeals Committee)

• Location:
  • Academic Misconduct: the Office of the Secretary of Senate (third level appeals), applicable faculties and departments, Academic Integrity Office (first level suspected misconduct), Office of the Registrar (if misconduct is found)
  • Non-Academic Misconduct: the Office of the Secretary of Senate if matter is escalated from the Director of Student Services or if withdrawal or expulsion has been determined appropriate by the Director of Student Services
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
• Information Maintained: name, home contact information, student number, educational history, student’s personal opinions, opinions from faculty and the Director of Student Services (in the case of non-academic misconduct) about the student, notes, memorandums and disciplinary action taken
• Uses: to maintain records of student academic and non-academic misconduct and to maintain aggregated statistical records
• Users: faculty and department staff, Office of the Registrar and Senate Appeals
• Committee, the Office of the Secretary of Senate
• Individuals in Bank: students involved in academic or non-academic discipline and misconduct matters
• Retention and Disposal: Indefinitely

Student Financial Information

• Location: Finance, Office of the Registrar
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
• Information Maintained: name, date of birth, SIN, address, student number, any amounts owing towards tuition, library or other fees, OSAP records and applicable banking institutions and banking information
• Uses: to manage student financial accounts with the University. Users: Office of the Registrar, Finance and other units as applicable 
• Individuals in Bank: students
• Retention and Disposal: 7 years
  

Student Placements

• Location: specific faculties and programs (examples include: School of Nursing and Early Childhood Education)
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
• Information Maintained: name, date of birth, address, student number, placement assessments and reviews, criminal reference checks
• Uses: track student progress
• Users: program and faculty staff
• Individuals in Bank: students involved in programs requiring placements
• Retention and Disposal: 7 years

Student Registration

• Location: Office of the Registrar
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
• Information Maintained: name, date of birth, address, student number, SIN, achievements, official transcripts of undergraduate, graduate and continuing education students
• Users: Office of Registrar staff
• Uses: to maintain accurate records of students registered at Toronto Metropolitan University and to comply with legislative reporting requirements
• Individuals in Bank: students
• Retention and Disposal: Indefinitely

Student Tests, Examinations and other Evaluative Materials

• Location: academic units and faculty
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
• Information Maintained: name, student number, completed tests, exams, grades or other assessment materials
• Uses: to assess and evaluate student performance and progress
• Users: faculty and department staff
• Individuals in Bank: students
• Retention and Disposal: 1 year

Student Support Services

Aboriginal Student Services

• Location: Student Services - Aboriginal Student Services
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
• Information Maintained: student name, contact information, aboriginal status information
• Uses: to assist students and provide resources to them while attending Toronto Metropolitan University
• Users: Aboriginal Student Services staff 
• Individuals in Bank: aboriginal students
• Retention and Disposal: 5 years

Access Centre for Students with Disabilities

• Location: Student Services – Access Centre
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
• Information Maintained: student name, contact information, health information, clinical notes, disability assessments, referrals and records of accommodation
• Uses: to assess students with disabilities and to provide and evaluate accommodation services
• Users: Access Centre Staff 
• Individuals in Bank: students 
• Retention and Disposal: 10 years

Career Services

• Location: Student Services Career Services
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
• Information Maintained: student name, number, address, student number, counseling notes, resumes and applications
• Uses: to assist students in finding employment, write resumes, prepare for interviews, assist in career and educational planning
• Users: Career Services 
• Individuals in Bank: students 
• Retention and Disposal: 5 years
  

Centre for Student Development and Counseling

• Location: Student Services – Student Development and Counseling Office 
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended), Regulated Health Professions Act, 1991 and the Psychology Act, 1991
• Information Maintained: student name, contact information, limited health information, clinical notes, assessments and referrals
• Uses: to assess students and to provide on-going counseling and psychiatric services
• Users: counseling staff, psychiatrists involved in the provision of counseling
• Individuals in Bank: students seeking counseling
• Retention and Disposal: 10 years

Health Centre Records

• Location: Student Services - Health Centre
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended), Regulated Health Professions Act, 1991
• Information Maintained: name, contact information, health information, OHIP number, records of examinations, medical history, clinical notes, assessments and referrals
• Uses: maintain medical records of students and staff that use the health centre
• Users: doctors and staff of health centre
• Individuals in Bank: students and staff
• Retention and Disposal: 10 years

Human Rights Services 

• Location: Human Rights Services Office
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
• Information Maintained: name, number, contact information, employee number (if employed by Toronto Metropolitan University), email, records of advising sessions, complaints, notes, memorandum and reports
• Uses: to counsel and assist students and staff with human rights/equity complaints, issues and concerns
• Users: Human Rights Services
• Individuals in Bank: Students and staff
• Retention and Disposal: Indefinitely

International Services for Students

• Location: Student Services – International Services for Students
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
• Information Maintained: name, contact information, information regarding student’s educational history and country of origin.
• Uses: to assist and mentor international students, advise on status letters for study and work permits, assist with temporary resident visas and tourist visas, provide peer support programs, review documents issued by immigrant officials, assist with referrals for financial assistances, academic and personal counseling
• Users: International Services for Students staff
• Individuals in Bank: students
• Retention and Disposal: 5 years

Learning Success Centre

• Location: Student Services – Learning Success Centre
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
• Information Maintained: student name, number, department, academic status, academic standing, year, assessments, notes, educational history
• Uses: to assist student transition to Toronto Metropolitan University and to assist with study and general management techniques
• Users: Learning Success Centre staff
• Individuals in Bank: students
• Retention and Disposal: 5 years

Mature Students

• Location: Student Services – Mature Students
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
• Information Maintained: student name, number, contact information, program of study 
• Uses: to support decisions related to program planning and development, report and professional training
• Users: Mature Student staff 
  
• Individuals in Bank: students
• Retention and Disposal: 5 years

Sports and Recreation

• Location: Student Services - Mattamy Athletic Centre (MAC), Recreation and Athletic Center (RAC)
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
• Information Maintained: name, contact information, emergency contact information, limited health information, in the case of varsity and intramural sports – age, weight, hometown, year and program of study
• Uses: to operate and manage the RAC and its membership base, keep track of student participation in organized sports, advance varsity and intramural student sport participation and awareness within the university community
• Users: RAC, Student Services
• Individuals in Bank: students, staff and TMU community members who are members of RAC
• Retention and Disposal: 5 years

Student Housing

• Location: Student Services - Student Housing Services
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
• Information Maintained: student name, number, contact information, program of study, year of study
• Uses: to verify student status, process residence applications, administer residence contracts, recording incidents, maintain records of non-academic discipline
• Users: Student Housing Services staff and Security Services in the event of a security incident
• Individuals in Bank: Students in residence owned by Toronto Metropolitan University
• Retention and Disposal: 5 years

Student Non-Academic Discipline

• Location: Director of Student Services
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
• Information Maintained: student name, number, contact information, program of study, notes, memorandums and other documentation in connection with the allegation of non- academic misconduct
• Uses: to enable the Director of Student Services to deal informally with allegations of student non-academic conduct
• Users: Director of Student Services 
• Individuals in Bank: students
• Retention and Disposal: Indefinitely

Tri Mentoring Program

• Location: Student Services – Tri Mentoring Program
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
• Information Maintained: student name, number, contact information, program of study 
• Uses: to facilitate mentoring match and to promote program equality for participants
  
• Users: Tri-Mentoring Staff
• Individuals in Bank: students
• Retention and Disposal: 5 years

Teaching

Academic and Instructor Management

• Location: Office of the Vice Provost and Senate, faculties and departments
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
• Information Maintained: name, address, telephone, date of birth, SIN, employee number, employee history, education history, resumes, curriculum vitas, performance reviews, faculty course surveys, reference letters
• Uses: maintain records of professional reviews, appeals and other issues related to faculty affairs
• Users: Office of the Provost and Vice President Academic 
• Individuals in Bank: faculty and other departmental staff 
• Retention and Disposal: Indefinitely

Academic Review

• Location: Office of the Vice Provost and Vice President Academic, faculties and departments
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
• Information Maintained: self study report, employer surveys, curriculum vitas of all faculty, documentation of advisory counsel comments, peer reviews
• Users: Board Secretariat, Office of the Provost and Vice President Academic 
• Uses: assist in reviewing academic programs for undergraduate programs 
• Individuals in Bank: faculty and other staff
• Retention and Disposal: 7 years

Accreditation Files

• Location: faculties and academic departments 
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
• Information Maintained: student work
• Users: faculties and academic departments, third party accreditors
• Uses: to enable the testing and evaluating of educational programs to ensure that they meet the required standards in preparing graduates for professional practice
• Individuals in Bank: student work
• Retention and Disposal: 10 years

Faculty Course Surveys

• Location: faculties, departments and Senate
• Legal Authority: Toronto Metropolitan University Act, 1977 (amended)
• Information Maintained: faculty course surveys
• Uses: to maintain records of instructor and course evaluations provided by students, assist in determining promotion and tenure of faculty and instructors
• Users: Office of the Vice Provost, faculty and department chairs, Senate
• Individuals in Bank: faculty and other teaching staff
• Retention and Disposal: TBD