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University Library

 
 
Policy on Privacy of Client Records
 

Policy on Privacy of Client Records

Approved 7 May 2014

Purpose: The University of Saskatchewan is subject to The Local Authority Freedom of Information and Protection of Privacy Act. Therefore, the University Library will protect each library client’s personal information and right to privacy with respect to information sought or received; materials consulted, borrowed, acquired or transmitted; or fees, fines and other charges incurred as a library client, and any and all other personal information.

Individual client data will only be gathered, accessed, and maintained for the purposes of carrying out the business of the library and the university, or as permitted or required by law. Aggregate, anonymous client data may be gathered and maintained to determine trends and shape policy and direction for the University Library. Individual client data will be retained in accordance with approved University of Saskatchewan retention schedules.

  1. No personal information, including information regarding a client’s current or past use of library resources or a client’s requests for information and/or library resources shall be made available to any person or external agency, other than the client, except:
    1. With the client's written permission;
    2. To collect on overdue accounts;
    3. As necessary to cooperate in a formal investigation of academic misconduct at the University of Saskatchewan as defined in the Regulations on Student Academic Misconduct; or,
    4. As otherwise permitted or required by law.
  2.  A client can view his/her own library account online by using his/her university Network Services Identification (NSID) and password. Clients are responsible for maintaining the confidentiality of their NSID and password.
  3. Where not already outlined in this policy, access to client records will be in accordance with the University of Saskatchewan’s Freedom of Information and Protection of Privacy Policy and The Local Authority Freedom of Information and Protection of Privacy Act.

Associated documentation:
University of Saskatchewan Regulations on Student Academic Misconduct
http://www.usask.ca/secretariat/student-conduct-appeals/StudentAcademicMisconduct.pdf

University of Saskatchewan Freedom of Information and Protection of Privacy Policy
http://policies.usask.ca/policies/operations-and-general-administration/freedom-of-information.php

The Local Authority Freedom of Information and Protection of Privacy Act
http://www.qp.gov.sk.ca/documents/English/Statutes/Statutes/L27-1.pdf

ALA Policy on Confidentiality of Library Records
http://www.ala.org/advocacy/intfreedom/statementspols/otherpolicies/policyconfidentiality

ALA Suggested Procedures for Implementing Policy on Confidentiality of Library Records

http://www.ala.org/advocacy/intfreedom/statementspols/otherpolicies/suggestedprocedures


Procedures:

  1. Exceptions:
    1. Exceptions 1 (a) and (b) should be referred to the head of the branch. The head may then refer the request to the Assistant Dean (Client Services) or in her/his absence, the Associate Dean.
    2. Exception 1(c) should be referred to the Assistant Dean (Client Services), or in her/his absence, the Associate Dean.
    3. Exception 1 (d) should be referred to the Dean.
    4. Where the application of an exception is in question, library employees will consult with the University of Saskatchewan’s Access and Privacy Officer.

  2. Any questions on the application of the University of Saskatchewan’s Freedom of Information and Protection of Privacy Policy and The Local Authority Freedom of Information and Protection of Privacy Act should be directed to the University of Saskatchewan’s Access and Privacy Officer at privacy@usask.ca. or http://www.usask.ca/corporate_admin/privacy/.