Procedure for Granting Access to Student Personal Information for Research Purposes (10.2)

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This online version is for convenience; the official version of this policy is housed in the University Secretariat. In case of discrepancy between the online version and the official version held by the Secretariat, the official version shall prevail.

Approving Authority: Provost and Vice-President: Academic

Original Approval Date: April 5, 2021

Date of Most Recent Review/Revision: N/A

Administrative Responsibility: Enrolment Services

Parent Policy: 10.2 Student Academic Record Policy

1.0. Purpose

1.1 Student information may be accessed and released for authorized research purposes without the prior approval of the student, provided the student's identity is not revealed and cannot be derived from the information released, if the use is permissible by legislation, or is included in Laurier’s Notice of Collection, Use and Disclosure of Personal Information.

2.0 Definitions

2.1 Information: includes any part or all of any record, document, or data that is created, stored and used by the university.

2.2 Student Academic Record: includes academically-related and biographical information collected about a Student, applicant, or former Student of the university in a for-credit degree program. Also known as the Ontario University Student Record (OUSR). See Appendix A: Documents Included in the Student Academic Record and Official Academic Transcript.

3.0 Procedure

3.1 Process for Submitting a Research Request for Access to Student Academic Record Information

3.1.1 Requests for research information from Student Academic Records must be submitted to the AVP: Enrolment Services and Registrar.

3.2 Process for Approving Research Requests Using Student Academic Record Information

3.2.1 All research requests must first be approved by either the Research Ethics Board (REB) as outlined in Policy 11.13 Ethics Review of Research Involving Humans or go through the administrative research review process as outlined in Policy 8.2 Approval for Administrative Research Projects Using Human Subjects.

3.2.2 For undergraduate Student Academic Record information, the request must be approved by the AVP: Enrolment Services and Registrar and the Provost and Vice-President: Academic.

3.2.3 For graduate Student Academic Record data, the request must be approved by the AVP and Dean, Faculty of Graduate and Postdoctoral Studies and the Provost and Vice-President: Academic.

3.2.4 The university has the right to review the results of any such research and to make comments prior to publication.