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Open Learning and Educational Support (OpenEd) adheres to the University of Guelph's Policy on the Release of Student Information. This policy outlines the procedures followed by OpenEd with respect to personal information obtained from registered and prospective students.
OpenEd collects the following information:
Current and prospective student biographical information including name, address, employer, employee number, email, and contact information
Student enrolment activities and related grades/marks
Student financial and payment information, including credit card numbers, bank accounts and financial status
Student comments through the course evaluation process
Activities within the online learning environment, including discussions, marks, assignments and quizzes, and the completion of online surveys
This information is collected in writing, as well as verbally and electronically.
Purpose, Access and Disclosure
The above information is collected as necessary to provide the academic services of OpenEd.
Access to student and course enrolment information is limited to officers of the University who require the information in order to perform the duties of their position.
Disclosure to third parties will only occur under one or more of the following conditions:
Upon written request of the student
In the event of an emergency
Upon the presentation of a court order (to be released to a police officer or officer of the court)
For the collection of OpenEd's outstanding accounts (to be released to collection agencies)
For the promotion of OpenEd's activities to former, current and prospective students*
Individuals who do not wish to receive promotional material or information relating to the academic activities of OpenEd can email our main office or phone us at 519-767-5000 to be removed from the list.
Program evaluations for continuing education activities will follow the guidelines outlined in the Program Evaluation Standards and Policy established in March 2004. Information collected on the departmental academic surveys will adhere to the guidelines established by the University of Guelph Faculty Policies.
Retention of Records
Prospective student information - 3 years
Student and enrolment information (no final mark) - 3 years
Student and enrolment information (with mark) - permanent
Continuing education course evaluations - 1 semester
Departmental academic surveys - 1 semester
Course exams - 1 semester
Student activity on the online platform - 1 semester
Undergraduate Course Request Forms - 2 years
Transcript Request Forms - 1 year
Transcripts for other institutions - 1 year
Certificate and Diploma Request Forms - 1 year
Continuing education registration forms - 7 years
Purging of Records
Student personal and enrolment activities will be purged after three years of inactivity unless a final mark is associated with the enrolment. Enrolments that include final marks are retained indefinitely in order to prepare official academic achievement reports.
Information collected in courses served on the online learning platform will be maintained for one semester after the subsequent offering. After such time, student names will be removed from discussion postings and will be replaced with unique identifiers in order to protect the confidentiality of students, while allowing for course development and continuous improvement strategies. Student assignments submitted online will be purged at the end of the following semester. All records will be destroyed when they are no longer considered useful.
Violations and Complaints
Complaints or alleged violations of this policy will be received and investigated by the OpenEd Director in accordance with the University's guidelines on the Protection of Privacy and Access to Information. Complaints or concerns about the application of this policy or the use of student information should be directed in the first instance to the OpenEd Director and subsequently to the Protection of Privacy and Access to Information Officer.
All of our web pages use "cookies". A cookie is a small file of letters and numbers that we place on your computer or mobile device if you agree. These cookies allow us to distinguish you from other users of our website, which helps us to provide you with a good experience when you browse our website and enables us to improve our website.
Types of cookies we use
We use the following types of cookies:
Strictly necessary cookies- these are essential in to enable you to move around the websites and use their features. Without these cookies the services you have asked for, such as signing in to your account, cannot be provided.
Performance cookies- these cookies collect information about how visitors use a website, for instance which pages visitors go to most often. We use this information to improve our websites and to aid us in investigating problems raised by visitors. These cookies do not collect information that identifies a visitor.
Functionality cookies- these cookies allow the website to remember choices you make and provide more personal features. For instance, a functional cookie can be used to remember the items that you have placed in your shopping cart. The information these cookies collect may be anonymized and they cannot track your browsing activity on other websites.
Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them please visit http://www.allaboutcookies.org/.
Specific cookies we use
The list below identify the cookies we use and explain the purposes for which they are used. We may update the information contained in this section from time to time.
JSESSIONID: This cookie is used by the application server to identify a unique user's session.
registrarToken: This cookie is used to remember items that you have added to your shopping cart
locale: This cookie is used to remember your locale and language settings.
cookieconsent_status: This cookie is used to remember if you've already dismissed the cookie consent notice.
_ga_UA-########: These cookies are used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the website. The cookies collect information in an anonymous form, including the number of visitors to the website, where visitors have come to the site from and the pages they visited. This anonymized visitor and browsing information is stored in Google Analytics.
Changes to our Cookie Statement