Access to Information and Protection of Privacy

Northern Lakes College, under the authority of the Post-Secondary Learning Act which mandates Northern Lakes College to provide programs and services, as per the Protection of Privacy Act, Section 4(c), collects and uses only the personal information it needs with respect to Section 12:

• Admissions
• Registration
• Using a particular service
• Health services
• Residence
• Recreation
• Library

Personal information collected from students is used for:

• Managing programs and services
• Maintaining financial records of student accounts
• Emergency contacts
• Providing library and computer services
• Providing specific services, such as health services
• Alumni 
• Determining suitability for an honour or award and graduation

Northern Lakes College may use personal information collected only for the purposes indicated when it was collected.  Each year some personal information may be provided to  the ministries of Advanced Education and Jobs, Economy, Trade and Immigration, or to Statistics Canada.  These government departments and agencies require Northern Lakes College to provide specific reports. This information includes application information, demographic information and/or educational history. Government departments and agencies use the information:

• For planning
• To determine funding
• To conduct enrolment audits
• For demographic and other statistical research purposes

Upon request, the Registrar or designated staff will:

• Confirm whether or not an individual is registered and in what program
• Receive personal messages and forward them to the appropriate department
• Provide instructors with phone numbers of students on an 'as needed' basis only

Students are encouraged to provide their contact information to family, friends, and/or relatives.

A photograph or digital image of a student is deemed to be that person's personal information.

• Northern Lakes College protects privacy involving photographs with the same confidentiality as other personal information.
• Photos or videos taken for Northern Lakes College marketing purposes are taken in a manner that respects privacy concerns. Participating students will be asked to sign a form or to refrain from having their picture taken.

• Student addresses, telephone numbers, grades, and class schedules are not released without a student's consent
• Unless a student completes a written consent, Northern Lakes College employees cannot release personal information to parents, family members, or other third parties (e.g. regarding grades, financial records, address in Northern Lakes College Residence, etc.)
• Not all Northern Lakes College employees have access to all student records.
• Redaction may be required before records are released should an official request for information occur.
• Instructors and other staff are provided with guidelines in the preparation of written or verbal references for a student.

Information collected from students through the admissions and registration processes, as well as through other service departments at Northern Lakes College, is kept secure. Access is restricted. Northern Lakes College uses a computerized system to maintain student records and other records. Access to this system is restricted by password protection.

Personal Information is defined in Section 1(q) of the Protection of Privacy Act (POPA) as recorded information about an identifiable individual including:

• An individual's name, home or business address, home or business telephone number, home or business email address, or other contact information,
• The individual's race, national or ethnic origin, colour, or religious or political beliefs or associations,
• The individual's age, gender identity, sex, sexual orientation, marital status, or family status,
• An identifying number, symbol, or other particular assigned to the individual,
• The individual's fingerprints, other biometric information, blood type, genetic information, or inheritable characteristics,
• Information about the individual's health and health care history, including information about the individual's physical or mental health,
• Information about the individual's educational, financial, employment, or criminal history, including criminal records where a pardon has been given,
• Anyone else's opinions about the individual,
• The individual's personal views or opinions, except if they are about someone else.

Q. Does NLC release information about student grades? 
A. NLC will release grades only to the student (unless specific permission is granted). 

Q. Will NLC release information to my parents?
A. No. We provide information to the student only (unless specific permission is given). 

Q. Should I expect to see my marks posted in the halls, or should I expect to pick up graded term papers or essays from a pile near my instructor's office?
A. Not unless you have provided permission for the instructor to do so. Your grades are your business.

Q. May I have access to records about me?
A. Yes. ATIA says you have right of access to records about you (with some very limited exceptions). Should you find an error, POPA states you may request a correction. 

Q. I have more questions, how can I get answers?
A. Contact the Access to Information and Protection of Privacy Coordinator.

Q. Does Northern Lakes College utilize video monitoring of its sites?
A. Video monitoring may be used for purposes related to the safety and security of individuals and to protect and manage Northern Lakes College properties and off campus sites owned or controlled by the College. Notices are posted at locations where video monitoring is in use. 

• Request for Information

Northern Lakes College supports the right of the public to access information about the College and the right of individuals to the privacy of their own personal information.

FOIP Coordinator
1201 Main Street SE
Slave Lake, AB T0G 2A3
Office: (780) 751-3259 

Email: FOIPcoordinator@northernlakescollege.ca