| Department | Initiative Lead | Contact Email |
| Finance | Director, Finance | finance@unbc.ca |
PIA Description
Ellucian employees (the Contractor(s)) will work to advise UNBC employees on how to use Banner, work with UNBC employees on tasks in Banner, and complete some tasks in Banner.
| Information Collected or Created | Reason for Collection or Creation | FOIPPA Authorization |
| Banner Finance data set | No new collection. This initiative involves processing an existing data set. | N/A |
| Users | How information is used | FOIPPA Authorization |
| Director, Finance | Responsible for determining which projects and tasks in Banner are completed by Ellucian and providing oversight for work completed. | Section 32(a) |
| Finance Employees | Will work with Ellucian on tasks and projects and will receive training on how to better utilize Banner. | Section 32(a) |
| Disclosure of Personal Information | Ellucian contractors will be given defined access to select Banner Finance pages. This access will be given to perform tasks assigned to them by the Director, Finance or to assist UNBC employees with completing tasks. |
| Storage of Personal Information | Banner is hosted on UNBC infrastructure. Information will be stored in Canada. |
| Personal Information Bank (PIB) | This initiative involves accessing an existing personal information bank. |
| Common or Integrated Initiative | No, as required by section 69(5.4) of FOIPPA and defined in Schedule 1: Definitions. |
| Accuracy and Correction | Follow this link for information on how to request a correction of your personal information. |
| Department | Initiative Lead | Contact Email |
| Human Resources | Director, Human Resources | hr@unbc.ca |
PIA Description
Ellucian employees (the Contractor(s)) will work to advise UNBC employees on how to use Banner, work with UNBC employees on tasks in Banner, and complete some tasks in Banner.
| Information Collected or Created | Reason for Collection or Creation | FOIPPA Authorization |
| Banner Finance data set | No new collection. This initiative involves processing an existing data set. | N/A |
| Users | How information is used | FOIPPA Authorization |
| Director, Human Resources | Responsible for determining which projects and tasks in Banner are completed by Ellucian and providing oversight for work completed. | Section 32(a) |
| HR Employees | Will work with Ellucian on tasks and projects and will receive training on how to better utilize Banner. | Section 32(a) |
| Disclosure of Personal Information | Ellucian contractors will be given defined access to select Banner HR pages. This access will be given to perform tasks assigned to them by the Director, Human Resources or to assist UNBC employees with completing tasks. |
| Storage of Personal Information | Banner is hosted on UNBC infrastructure. Information will be stored in Canada. |
| Personal Information Bank (PIB) | This initiative involves accessing an existing personal information bank. |
| Common or Integrated Initiative | No, as required by section 69(5.4) of FOIPPA and defined in Schedule 1: Definitions. |
| Accuracy and Correction | Follow this link for information on how to request a correction of your personal information. |
| Department | Initiative Lead | Contact Email |
| Office of the Registrar | University Registrar | Kimberly.Read@unbc.ca |
PIA Description
UNBC has engaged with Jennings International Education & Leadership Training, the Consultant, to assist in developing a Global Engagement Strategic Plan, which is mandated by the BC government. The Consultant will run surveys, engagement sessions, and review enrolment patterns to help inform the plan.
| Information Collected or Created | Reason for Collection or Creation | FOIPPA Authorization |
| Deidentified enrolment data | To help inform the development of the plan by analyzing historic enrolment patterns. | Section 26(c) |
| Survey answers about current UNBC supports | To help inform the development of the plan by analyzing interested party feedback. | Section 26(c) |
| Survey answers about desired UNBC supports | To help inform the development of the plan by analyzing interested party feedback. | Section 26(c) |
| Survey answers about UNBC affiliation | To help inform the development of the plan by analyzing interested party feedback. | Section 26(c) |
| Users | How information is used | FOIPPA Authorization |
| Office of the Registrar employees | To work with the Consultant on the development of the plan. | Section 32(a) |
| Disclosure of Personal Information | Information will be disclosed to the Consultant so that they can assist UNBC in the development of the plan. |
| Storage of Personal Information | Information will be stored on UNBC managed infrastructure. |
| Personal Information Bank (PIB) | This initiative does not result in a personal information bank. |
| Common or Integrated Initiative | No, as required by section 69(5.4) of FOIPPA and defined in Schedule 1: Definitions. |
| Accuracy and Correction | Follow this link for information on how to request a correction of your personal information. |
Collection Notice
UNBC is creating a Global Engagement: Ready for Student Success strategic plan that will support the future direction and growth of internationalization at the University. As part of this plan’s development, we are gathering important information from interest-holders specifically about student success, which will be evaluated to inform this Plan and guide student-focussed internationalization over the next 4 years and beyond. In the spirit of our motto, 'En Cha Huná, which reminds us that all people have a voice and viewpoint, we value your voice. Depending on your affiliation with UNBC, this survey is up to 12 main questions. It is one of a number of interest-holder engagement opportunities. Please visit this website for more information.
UNBC is authorized to collect this information under sections 26(c) and (e) of the Freedom of Information and Protection of Privacy Act. You can direct any questions about the collection of your information to amy.beyer@unbc.ca.
A public version of the Copilot PIA can be accessed here.
PIA 25-14 Osano
| Department | Initiative Lead | Contact Email |
| Privacy Department | Governance Coordinator, Privacy and Access Management | privacy@unbc.ca |
PIA Description
Osano is a software solution focused on privacy management, vendor assessments, data mapping, and cookie consent management. This tool will allow the Privacy Department to transition away from paper-based workflows to automated and customizable processes. The purpose of this initiative is to increase efficiency and forward the maturation of the department.
| Information Collected or Created | Reason for Collection or Creation | FOIPPA Authorization |
| Records of cookie consent | Collected when individuals make decisions about cookies on UNBC's website. | Section 26(c) |
| Privacy Impact Assessments | Not PI | N/A |
| Vendor Security Assessments | Not PI | N/A |
| Data store locations | Not PI | N/A |
| Users | How information is used | FOIPPA Authorization |
| Chief Information Security and Privacy Officer | Uses personal information to manage cookie consent. | Section 32(a) |
| Governance Coordinator | Uses personal information to manage cookie consent. | Section 32(a) |
| Disclosure of Personal Information | This initiative does not involve disclosing personal information. |
| Storage of Personal Information | Osano is a SaaS and uses servers hosted in the United States. |
| Personal Information Bank (PIB) | This initiative does not result in a personal information bank. |
| Common or Integrated Initiative | No, as required by section 69(5.4) of FOIPPA and defined in Schedule 1: Definitions. |
| Accuracy and Correction | Follow this link for information on how to request a correction of your personal information. |
PIA 25-15 SentinelOne
| Department | Initiative Lead | Contact Email |
| Information Security | Chief Information Security and Privacy Officer | infosec@unbc.ca |
PIA Description
SentinelOne is an information security platform that provides endpoint detection and response, extended detection and response, and threat prevention capabilities.
| Information Collected or Created | Reason for Collection or Creation | FOIPPA Authorization |
| File activity logs (file creation, modification, deletion, read/write data, pathing, file names) | To monitor for threats. | Section 26(c) |
| Network data logs (URLs contacted, network behaviour, IP addresses) | To monitor for threats. | Section 26(c) |
| System logs (Windows event logs, other device logs) | To monitor for threats. | Section 26(c) |
| User data (active directory identifiers, local user identifiers, login/off activity) | To monitor for threats. | Section 26(c) |
| Device metadata (OS type and version, installed applications, component specifications, network configuration) | To monitor for threats. | Section 26(c) |
| Users | How information is used | FOIPPA Authorization |
| Chief Information Security and Privacy Officer | Will use SentinelOne to monitor endpoints, respond to threats on servers and workstations, and develop risk mitigation strategies. | Section 32(a) |
| Security Analyst | Will use SentinelOne to monitor endpoints, respond to threats on servers and workstations, and develop risk mitigation strategies. | Section 32(a) |
| Manager, Infrastructure and Operations | Will use SentinelOne to monitor threats to servers. | Section 32(a) |
| System Administrators | Will use SentinelOne to monitor threats to servers. | Section 32(a) |
| Disclosure of Personal Information | This initiative does not involve disclosing personal information. |
| Storage of Personal Information | SentinelOne is a SaaS and uses servers hosted in the United States. |
| Personal Information Bank (PIB) | This initiative does not result in a personal information bank. |
| Common or Integrated Initiative | No, as required by section 69(5.4) of FOIPPA and defined in Schedule 1: Definitions. |
| Accuracy and Correction | Follow this link for information on how to request a correction of your personal information. |
| Department | Initiative Lead | Contact Email |
| Student Success | Foundational Skills Coordinator | fy.rise@unbc.ca |
PIA Description
UNBC has partnered with Saint Mary’s University to adapt their First-Year Experience program modules. The goal of introducing these modules is to support and improve first year student retention at UNBC. In order to evaluate the effectiveness of the modules, a series of surveys will be conducted, and student grades and retention rates will be studied. Survey results and anonymized student information will be shared with SMU where they are conducting a larger research study on the effectiveness of their modules.
| Information Collected or Created | Reason for Collection or Creation | FOIPPA Authorization |
| Name | In order to identify the students’ eligibility to participate in the program. | Section 26(e) |
| Email address | Optional disclosure by students to receive incentives after survey and/or program completion. | Section 26(e) |
| Student number | In order to identify the students’ eligibility to participate in the program. | Section 26(e) |
| Degree program | In order to identify the students’ eligibility to participate in the program. | Section 26(e) |
| International/domestic status | In order to identify the students’ eligibility to participate in the program. | Section 26(e) |
| GPA/cGPA | In order to evaluate whether the FY RISE modules are improving student outcomes. | Section 26(e) |
| Enrollment and retention status | In order to evaluate whether the FY RISE modules are effective at improving first year student retention. | Section 26(e) |
| Survey data | In order to identify the barriers faced by students at UNBC and to evaluate whether the FY RISE modules are effective at improving first year student retention. | Section 26(e) |
| Users | How information is used | FOIPPA Authorization |
| Foundational Skills Coordinator | Information will be used to evaluate whether the FY RISE modules are improving first year retention, improving the transition to university, and improving student grades. | Section 32(a) |
| Director, Student | Information will be used to evaluate whether the FY RISE modules are improving first year retention, improving the transition to university, and improving student grades. | Section 32(a) |
| Data Analyst Graduate Student | Information will be used to evaluate whether the FY RISE modules are improving first year retention, improving the transition to university, and improving student grades. | Section 32(a) |
| Disclosure of Personal Information | Participants who consent to the disclosure will have their anonymized information disclosed to Saint Mary’s University (SMU). SMU is currently engaged in research to evaluate the effectiveness of their modules. An ISA between UNBC and SMU has been completed. |
| Storage of Personal Information | Data from surveys will be collected via Survey Monkey and stored on servers in the US, Canada, and Ireland. That information will be stored on UNBC's instance of Teams and SharePoint. |
| Personal Information Bank (PIB) | This initiative does not result in a personal information bank. |
| Common or Integrated Initiative | No, as required by section 69(5.4) of FOIPPA and defined in Schedule 1: Definitions. |
| Accuracy and Correction | Follow this link for information on how to request a correction of your personal information. |
Collection Notice
Information Letter and Consent Form
Who are the FY RISE Program leads?
Rachelle Munchinsky, Interim Director, Students, UNBC
Contact: 250-960-5361 | rachelle.munchinsky@unbc.ca
Aimee Omit, Foundational Skills Coordinator, Academic Success Centre, UNBC
Contact: 250-960-5225 | aimee.omit@unbc.ca
What will I be expected to do?
This is a voluntary two-part survey that will be conducted at the start and end of the Fall semester. For each part, you’ll receive an email inviting you to complete an online survey about your attitudes, expectations, and experiences as a new university student. Each survey will take 15-20 minutes to complete. The survey will be hosted on SurveyMonkey, a secure platform that helps keep your responses and personal information confidential.
Do I have to participate?
No. Participation in the surveys is voluntary, and you are free to withdraw from these surveys at any time without penalty. Responses to all questions are optional and questions can be skipped at any time throughout the survey. If you experience any form of negative feelings today or at a later day due to the surveys, please contact UNBC’s
Counselling Services at:
Room 5-168, Prince George Campus
Phone: 250-960-6369
Email: wellness@unbc.ca
How will my identity be protected?
Protecting your personal information is of utmost importance to us. All survey responses will only be accessible to UNBC FY RISE Program staff. The information gathered will be kept for 7 years and then be securely destroyed.
Is there an incentive for participating?
If you complete the first part of the survey at the beginning of the semester, you’ll receive a free 16 oz. hot beverage from Degrees Coffee (on campus). In order to receive it, you’ll be asked to provide your name and preferred email address (not linked to your survey responses) at the end of the survey. Your name will be added to a list shared with Degrees Coffee, and you’ll be notified by email with details for when and how to claim your drink. If you also complete the second part of the survey at the end of the semester, you’ll receive an additional free 16oz. hot beverage from Degrees Coffee. You’ll again be asked to provide your preferred email address (not linked to your survey responses) at the end of the survey. Your name will be added to a list shared with Degrees Coffee, and you’ll be notified by email with details for when and how to claim your drink.
What will be done with my information?
Your survey responses and student data will be used to assess the quality and effectiveness of the FY RISE Program to assist first-year students in their transition to UNBC. Your data will help to improve and inform future programming for students at UNBC.
How will consent be obtained, and can I withdraw?
UNBC is authorized to collect this information under section 26(e) of the Freedom of Information and Protection of Privacy Act. After reading through this section, you will be asked to either consent or decline consent in the UNBC Surveys. Participation in the surveys is voluntary, and you may withdraw at any time without penalty. Withdrawal can be achieved through an “exit survey” option where you may shut down the survey browser to discontinue participation.
What if I have any questions or concerns?
For any questions about the collection, use or disclosure of your personal information, contact Aimee Omit at fy.rise@unbc.ca.
* 1. By giving consent to the UNBC Surveys, you agree to the following statements:
I have read or been described the information presented in the information letter.
I understand that if I agree to participate, I may withdraw at any time, with no consequences of any kind.
Additionally, the FY RISE program is part of a multi-institutional research study led by Saint Mary’s University (SMU) in Nova Scotia, titled “Including Students in Success: Using First Year Experience Programming to Create Belonging and Success Through Inclusion,” hereinafter referred to as “SMU Study.” This study is being conducted to better inform and explore student attitudes and expectations about their transition to and experience in university. Participation in the SMU Study is voluntary. As collaborators in the study, UNBC is authorized to disclose this information under section 33 of the Freedom of Information and Protection of Privacy Act.
Who is the SMU Study lead?
Dr. Steven Smith, Professor of Psychology, Saint Mary’s University
Contact: 1-902-420-5581 | steven.smith@smu.ca
What data is involved?
If you choose to opt into the SMU Study, your survey responses, GPA and final marks will be disclosed to Saint Mary’s University. Your data will be anonymized prior to being sent to SMU. No names or identifying details will be included.
What will be done with my information?
Your data will be shared with SMU as part of a national project on student transitions to university. The goal of the SMU Study is to improve how post-secondary institutions across Canada (and internationally) support new students by helping to build a stronger sense of belonging, improve onboarding experiences, and increase student success, retention, and persistence through to graduation. This research not only benefits universities but is intended to directly improve the overall support and experiences of future students like you.
How will consent be obtained, and can I opt out?
After reading through this final section, you will be asked to either consent or decline consent in having your information be used as part of the SMU Study. If you choose to participate, you may opt out later. However, because the data shared is anonymized, any information already shared cannot be removed. If you choose to opt out at a later date, contact Aimee Omit (fy.rise@unbc.ca) and we will stop sharing any of your future data with the SMU Study from that point onward.
What if I have any questions or concerns?
For any questions about the collection, use or disclosure of your personal information, contact Aimee Omit at fy.rise@unbc.ca.
For any concerns related to the SMU Study, please contact:
Steven Smith at steven.smith@smu.ca
SMU Research Ethics Board at ethics@smu.ca or 1-902-420-5728 (Reference REB #19-095)
* 2. By giving consent to the SMU Study, you agree to the following statements:
I have read or been described the information presented in the information letter.
I understand that if I consent to my information being shared with the SMU Study, I may opt out of the study at any time, and UNBC will stop sharing my future data from that point onward.