Notice of Collection and Informed Consent for Student Accessibility Services
Collection and Use of Personal Information
The University of Calgary (the “University”) respects your privacy. Any information that you disclose to Student Accessibility Services (“SAS”) is collected by the University under the authority of section 33(c) of the Alberta Freedom of Information and Protection of Privacy Act, RSA 2000, c F-25 (“FOIP”). It will remain confidential and be managed in accordance with FOIP and the University’s Privacy Policy.
Your personal information will be used for the purpose of providing you with an accessible, equitable and supportive learning environment and to determine and advise on appropriate student academic accommodation(s). It may be shared among SAS employees for case management and consultation. Your personal information may also be used for quality assurance and program improvement or evaluation purposes, including for evaluating the accessibility and success of SAS programs and services.
Disclosure of Personal Information
Your personal information will only be disclosed by SAS with your consent or as otherwise permitted under FOIP. Your registration status may be shared with University academic staff (including associate deans, instructors, course coordinators, and teaching assistants) or support staff (including undergraduate and graduate academic advisors) to provide accommodations or services. In rare circumstances, your medical documentation and diagnosis may need to be shared with University staff outside of SAS. This documentation will only be shared where you have given SAS written permission to do so.
Applications for the Canada Student Grants for Students with Disabilities require confirmation of disability. Students who request assistance with these applications consent to permitting SAS to disclose their personal information, including medical documentation (e.g., psychoeducational assessment or verification form), to third party funding agencies. Questions regarding how this information will be used should be directed to the applicable provincial student aid office.
In limited circumstances, your personal information may be disclosed without consent in order to comply with applicable law, including FOIP and/or other legislation. The following is a non-exhaustive list of situations where this may occur:
- Where there is a risk of imminent danger to the health or safety of you or to another person;
- Where there is suspicion or risk that a child or vulnerable adult may be in need of protective services, disclosure may be required under applicable law, including the Child, Youth and Family Enhancement Act, RSA 2000, c C-12 or the Protection for Persons in Care Act, SA 2009, c P-29.1;
- Where records are required to be disclosed pursuant to a subpoena, warrant or court order, for use in a proceeding before a court or quasi-judicial body, or where disclosure is otherwise required under applicable law, including under the Occupational Health and Safety Act, SA 2020, c O-2.2, the Public Health Act, RSA 2000, c P-37 or the Workers' Compensation Act, RSA 2000, c W-15; or
- Where an individual is a minor, or where an agent, power of attorney, guardian or trustee has been appointed for the individual under applicable law, personal information may be disclosed to such other persons in accordance with FOIP.
Confidentiality of Information
The University recognizes the sensitive nature of your information and will make reasonable security arrangements against such risks as unauthorized access to, collection, use, disclosure or destruction of your personal information in accordance with FOIP. Information that you provide to SAS, including medical documentation, will be stored on a secure system, separate from the rest of your student record.
If you have any questions regarding this notice or the University’s collection, use or disclosure of your personal information, please contact your Access Advisor at Student Accessibility Services, MSC 452, by phone at (403) 220-8237, or contact the University FOIP office:
FOIP Coordinator, University Legal Services
Administration Building, ADM 111
2500 University Drive NW, Calgary, AB, T2N 1N4
Email: foip@ucalgary.ca
Minors, Assisted Adults or Personal Representatives
If you are a minor or an assisted adult within the meaning of the Adult Guardianship and Trusteeship Act, SA 2008, c A-4.2, please review this notice with your legal guardian prior to utilizing the services of SAS.
If you would like to authorize a third party to access your confidential information, you must do so in writing by completing and submitting the Third Party Consent form.
Student Responsibilities
Students who request accessibility services from SAS are responsible for advising SAS as soon as possible if you require changes to your support needs. You should also connect with the SAS office regarding your needs well before the necessary services or supports are required.
To obtain accessibility services and/or accommodations from SAS, students are responsible for performing key actions required each semester. For most students, this includes issuing accommodation letters for each semester and booking exams to be written at the SAS Exam Centre. Please consult with your Access Advisor for additional information. Failure to follow the required steps promptly may impact SAS' ability to provide support and may prevent access to accommodations.
Discontinuation of SAS Registration
You may discontinue your registration with SAS at any time. This can be completed by providing written notice to your Access Advisor or directly to the SAS office.
Note that lack of registration with the SAS office may prevent access to accommodations and support, and will result in the discontinuation of any existing academic accommodations or services provided by SAS. Discontinuation of registration will not impact any grants and applications that have already been submitted to third party funding agencies.
For questions regarding this form, please contact Student Accessibility Services at access@ucalgary.ca or by phone at (403) 210-6019. See https://ucalgary.ca/student-services/access for more details.