Student personal information use and disclosure

AUArts may use personal information only for the purpose which it was originally collected. Unless the individual the information is about has identified the information and consented to the intended further use of the information. Otherwise, AUArts uses and discloses personal information, according to the Alberta Protection of Privacy Act (POPA), in the following instances:  

Prospective student and applicant personal information

Applicants are any individuals who apply to be a student at AUArts.  

For prospective students we only collect contact information and program of interest information.  

For applicants, we collect information to inform the application and selection processes (e.g., grades and academic history). Some of this information is transferred to the student record if the applicant is admitted to the University. 

The information collected supports the admissions process and helps AUArts: 

  • determine student admissibility to the university and program of study. 
  • determine eligibility for merit-based funding and needs-based financial assistance. 
  • determine and understand the representation of our student body. 
  • to analyze trends in application and enrolment as well as student pathways into programs, and the characteristics of successful and unsuccessful applicants. 

AUArts may also receive student personal information from other relevant sources including, secondary schools, other post-secondary institutions previously attended and third-party services and test score providers where the items collected form a part of the admission process to an AUArts program.  

Note: Documents for unsuccessful applicants, or applicants who did not register, are securely disposed of in accordance with AUArts Records Retention Schedules. 

Student personal information 

Student information is considered personal information under POPA and is used and disclosed according to the provisions in the Act.  However, AUArts may release some of that information, including a student’s name, whether or not they are registered, and the credential awarded (i.e. degree, certificate, etc.), unless the student has requested that those specific pieces of information remain confidential. AUArts may be required to disclose student information according to other provisions of POPA and other applicable law. 

Information pertaining to a student’s academic career will form part of the student record which will be used for purposes such as, to record academic standing, administer awards and financial aid, authorize Library access, and to produce graduation lists.

Academic administration

Aggregate information (i.e., information that does not identify an individual student) on admission, registration, other activities related to attending courses of instruction, academic standing and graduation will be used for statistical, program evaluation and institutional research purposes by AUArts. Aggregate information may also be disclosed to other post-secondary educational institutions as well as the provincial and federal governments for similar purposes.

Administration of AUArts academic support services 

A student’s information on admission, registration, academic standing and graduation may be disclosed and used for the routine administration of AUArts academic support services including but not restricted to the Office of the Registrar, the Writing Centre, Disability Services, the Library, Student Counseling, Lodgepole Center, Academic Advising, Campus Security and Financial Services.  

Administration of AUArts non-academic support services 

An individual’s information on admission, registration, academic standing and graduation may be disclosed and used for the routine administration of services including but not restricted to Student Association, Campus Security, alumni relations, and to SAIT recreation.  

Scholarship and Student Aid 

Personal student information submitted on scholarship and bursary applications will be used to determine an individual’s eligibility for an award and for contact purposes. AUArts also uses student personal information already collected, including but not limited to grades, to evaluate and nominate students to receive financial awards. Limited personal information is disclosed to the Government of Alberta (Student Aid Alberta) to verify eligibility concerning scholarships and other funding opportunities on behalf of students in accordance with grant funding agreements. In the event an award is given, personal information will be used for taxation purposes and/or travel waivers as applicable.   

Marketing and recruitment 

Aggregated information on admission, registration, activities related to attending courses of instruction, academic standing and graduation may be used for promotional or recruitment activities. Personal information, such as photographs, collected for the purpose of marketing and recruitment will be explicitly authorized for use using the AUArts Image Release Form.  

Retention and disposal of information 

All documents submitted to support admission are in the custody and control of AUArts and are retained and destroyed according to the applicable Records Management Policy and Record Retention Schedules.  

Status of minors 

According to POPA a minor is a person under the age of 18 years of age, however those students who enroll at AUArts prior to turning 18 years of age, unless there is evidence to the contrary, are ‘mature minors’, who may make independent decisions about the management of their own personal information under POPA. 

Guardians or other individuals who seek personal information of any registered student will not receive such information unless written permission has been provided by the registered student, detailing the type of information that can be shared and with whom.