Personal Information Banks (PIB)
The act requires the university to make available for inspection and copying a directory that lists the personal information banks maintained by the university.
A Personal Information Bank (PIB) is a collection of personal information organized or retrievable by the name of an individual or by an identifying number, symbol or other particular assigned to an individual.
A PIB has three key components:
- it contains personal information
- it takes the form of a collection
- it is organized or retrievable by the name or an identifying number, symbol or other particular assigned to an individual
For paper records the file or card label must be labeled and organized by a personal identifier such as surname (i.e. personnel files or staff phone list which are organized and retrieved by name).
For electronic records, even though the database may not be identified by a personal identifier, most can be searched by any data field (i.e. a Christmas card mailing list; a student information database; a library database).
Personal Information Banks Templates
For further Information on Personal Information Banks:
Service Alberta's - Guide to Identifying Personal Information Banks
Access for Students with Disabilities (ASD)
- Access for Students with Disabilities (ASD) - General operational files (electronic)
- Access for Students with Disabilities (ASD) - HEAT (Call Tracking System)
- Access for Students with Disabilities (ASD) - Verification of Disabling Condition documentation
Archives
- Thomas A. Archives and Special Collections - Card Index (AU Insider)
- Thomas A. Archives and Special Collections - Clipping Files - Individuals
- Thomas A. Archives and Special Collections - Archives Database (Online Catalogue)
- Thomas A. Archives and Special Collections - Accession
- Thomas A. Archives and Special Collections - Accession Register
- Thomas A. Archives and Special Collections - Appraisals (archival)
- Thomas A. Archives and Special Collections - Transfers and Retrievals
- Thomas A. Archives and Special Collections - Reference Requests
AU, Calgary and AU, Edmonton
- Student Profile Cards
- Student Profiles
- AU, Edmonton - Database
- AU, Edmonton - Registrations Database
Centre for Distance Education
- Centre for Distance Education - Advisors List
- Centre for Distance Education - EdD, MDE, GDDET, GDID and GCID Program Alumni Lists
- Centre for Distance Education - EdD, MDE, GDDET, GDID and GCID Program Application Files and Electronic Lists
- Centre for Distance Education - EdD, MDE, GDDET, GDID and GCID Scholarship Files
- Centre for Distance Education - Student List - Orientation
- Centre for Distance Education - Prospect Students Mailing List
- Centre for Distance Education - Student Database - Student Files
- Centre for Distance Education - Student Files
- Centre for Distance Education - Program Students Tracking Lists
- Centre for Distance Education - Instructor Course Email Lists - Students (Semester Basis)
Centre for Learning Accreditation
- Centre for Learning Accreditation - Assessment Files
- Centre for Learning Accreditation - Assessor Review and Evaluation Reports
Centre for Learning Design and Development
- Centre for Learning Design and Development - Contracts for Services
- Centre for Learning Design and Development- Copyright - General
Centre for Nursing and Health Studies
- Centre for Nursing and Health Studies - Graduate Student Admission System (GSAS for CNHS)
- Centre for Nursing and Health Studies - Class Lists for Undergraduate/Graduate Courses
- Centre for Nursing and Health Studies - Course Approvals
- Centre for Nursing and Health Studies - Course Cancellations Files
- Centre for Nursing and Health Studies - Course Withdrawals Files
- Centre for Nursing and Health Studies - Final Marks Files
- Centre for Nursing and Health Studies - Graduate Records
- Centre for Nursing and Health Studies - CNHS Database
- Centre for Nursing and Health Studies - Preceptor Files
- Centre for Nursing and Health Studies - Student Files
- Centre for Nursing and Health Studies - CNHS Research Ethics Board
- Centre for Nursing and Health Studies – Course leaders
- Centre for Nursing and Health Studies – Faculty, Staff, sessional instructors, tutors – email addresses
Faculty of Business
- Advising Services - Student Case Files
- Advising Services - GWI Student Tracking System
- Faculty of Business - Academic Misconduct
- Faculty of Business - Administrative and IT Databases
- Faculty of Business - Committee Databases
- Faculty of Business - Finance Records and Activities
- Faculty of Business - Graduate- Student Records
- Faculty of Business - Marketing Records and Activities
- Faculty of Business - Undergraduate- Student Records
Faculty of Health Disciplines
- Faculty of Health Disciplines – AU System Access Application form
- Faculty of Health Disciplines – Budget
- Faculty Of Health Disciplines – Faculty Council
- Faculty Of Health Disciplines – Development Committee notes
- Faculty Of Health Disciplines – Nursing surveys
- Faculty of Health Disciplines – Performance Assessments – professional administrative and support staff
Faculty of Science and Technology
- Centre for Science - BIOL230 Home Lab Chemistry Kit Request Forms
- Centre for Science - BIOL230 Lab Kit Return QA Checklist Records
- Centre for Science - CHEM 217 Lab Kit Requests Database and Hardcopy Files
- Centre for Science - CHEM350 Prelab Questions
- Centre for Science - Lab Booking Request Database
- Centre for Science - Lab (Booking) Registration Records Management System (LRRMS) Database
- Centre for Science - Lab Exemptions Records Management System (LERMS)
- Centre for Science - PHYS200 Lab Kit Return QA Checklist Records
- Centre for Science - PHYS201 Lab Kit Return QA Checklist Records
- Centre for Science - PHYS202 Lab Kit Return QA Checklist Records
- Centre for Science - Science Lab Accidents
Graduate Centre for Applied Psychology
- Graduate Centre for Applied Psychology – Application Information (GSAS System)
- Graduate Centre for Applied Psychology – Class lists for graduate courses
- Graduate Centre for Applied Psychology – Final Grades
- Graduate Centre for Applied Psychology – Final Project Information
- Graduate Centre for Applied Psychology – Graduation Records
- Graduate Centre for Applied Psychology – Preceptor records
- Graduate Centre for Applied Psychology – Scholarship information
- Graduate Centre for Applied Psychology – Student Files
Information Technology Services
- Information Technology Services - ITS staff contact list
- Information Technology Services - ITS staff performance records
- Information Technology Services - ITS User Account Access Tracking (UAAT)
- Information Technology Services - ITS Helpdesk Heat Database (Client Request Log)
- Information Technology Services - ITS Staff Active Directory records for network and/or system access to desktop and file shares
- Information Technology Services - ITS Staff Authentication records for On-Line Access (LDAP)
- Information Technology Services - ITS Student Authentication Records for On-Line Access (LDAP)
- Information Technology Services - ITS VPN Account User Authorization File
Institutional Studies
- Institutional Studies - LERS Database
- Institutional Studies - Research Database
- Institutional Studies - Surveyed Student Database
International Review of Research in Open and Distance Learning
Learning Services Collaborations
- Learning Services Collaborations - Collaborations Database (LSDBS NAS)
- Learning Services Collaborations - LSOMySQL Database 1 (LSO) and Database 2 (LSO_test) – Access DB Housed in LSDBS
- Learning Services Collaborations - Instructor Database-LSDBS
- Learning Services Collaborations - Paper Files
- Learning Services Collaborations - LSO (Archives Only for P/SR) not used
- Learning Services Collaborations- LOLSC (NAS Drive)
- Learning Services Collaborations- Lsc_fin (NAS Drive)
- Learning Services Collaborations- group study(NAS Drive)
Learning Services Tutorial
- Learning Services Tutorial - CUPE Employee Files
- Learning Services Tutorial - Letters to Students Regarding Revised Tutor Information
- Learning Services Tutorial - Tutor List
- Learning Services Tutorial - Tutor Working Files
Library
- Interlibrary Loans - Relais Database
- Public Services - AUAA Member
- Public Services - Adjunct Professors List
- Public Services - Library Patrons
- Public Services - Circulation Database
- Public Services - Invoiced Patron Files - Cancelled/Paid
- Public Services - Invoiced Patrons - Active
- Public Services - Suspended Patrons Files
- Technical Services and Systems - Acquisitions
- Technical Services and Systems - Online Catalogue Database
- Web Projects and Services - Data Collections for the Digital Thesis and Project Room
Master of Arts Integrated Studies
- Master of Arts Integrated Studies - Faculty Database
- Master of Arts Integrated Studies - Student Files
Office of the President
- Office of the President - AU Contact List
- Office of the President - Albert Post-Secondary Institutions
- Office of the President - AU Advocacy Group
Office of the Registrar
- Office of the Registrar - Academic Misconduct (Administration)
- Office of the Registrar - Academic Misconduct Files (Academic Records/Exams)
- Office of the Registrar - AU Trans
- Office of the Registrar - Calendar Library
- Office of the Registrar - Convocation/Grad Database
- Office of the Registrar - Degree Works
- Office of the Registrar - Diploma Database
- Office of the Registrar - Index of Student Microfilmed Records
- Office of the Registrar - Student Complaints and Appeals of Registry Procedures
- Office of the Registrar - Student Evaluation Files (Registry - Learning Assessment)
- Office of the Registrar - Student Financial Aid Database
- Office of the Registrar - Student Information Database (Registry - General)
- Office of the Registrar - Student Records - Microfilm (Registry - General)
Office of the University Secretariat
- Freedom of Information and Protection of Privacy - Formal FOIP Requests
- Ombuds Office - Case Report Files
Research Centre
- Research Centre - Academic Research Fund Applications
- Research Centre - Academic and Professional Development Fund Applications
- Research Centre - Applications to External Funding Agencies
- Research Centre - Graduate Student Research Fund Applications and Supporting Documentation
- Research Centre - Professional Services Contracts
- Research Centre - Research Dissemination Activities
- Research Centre - Research Ethics Board Applications
- Research Centre - Research Ethics Appeals Board Requests
- Research Centre - Research Grants and Contracts Agreements
- Research Centre - Associate Vice President Research-Special Research Opportunities applications and supporting documentation
- Research Centre - SEED Funding requests and supporting documentation
School of Computing and Information Systems
- School of Computing and Information Systems - Advise Share
- School of Computing and Information Systems - Masters Share
- School of Computing and Information Systems - MScIS Advising System
- School of Computing and Information Systems -MScIS Student Files
- School of Computing and Information Systems - Undergraduate Excel Log
- School of Computing and Information Systems - Undergraduate Advising System
- School of Computing and Information Systems - SCIS Heat
Vice President, Academic
- Counselling Services - HEAT (Call Tracking System)
- Office of the Vice President, Academic - Contracts for Service
- Office of the Vice President, Academic - Correspondence
- Office of the Vice President, Academic - E-mail Correspondence
- Office of the vice President, Academic - Financial Records
- Office of the Vice President, Academic - Miscellaneous Agreements
- Office of the Vice President, Academic - Personnel Files
- Office of the Vice President, Academic - Promotion/Probation Files
- Office of the Vice President, Academic - Reports
- Office of the Vice President, Academic - Student and Academic Services
- Student and Academic Services - Animal web server - SAS share
- Student and Academic Services - Online Web Service Request Form
- Student and Academic Services - SAS NAS share
Vice President, University Relations
- Communications and Creative Services - Email List - Student & Alumni June and July 2009
- Communications and Creative Services - Master Grad List (year)
- Communications and Creative Services - Open-AU subscribers list
- Communications and Creative Services - Printer Supply List
- Development and External Relations - Donor and Prospect Files
- Development and External Relations - Raisers' Edge Database
- Events Office - List of names and address of event attendees
- Information Centre - Heat (call tracking system)
- Office of the Vice President, Advancement - Administration
Vice President, Finance and Administration
- Contract Services - Athabasca University Contract Tracking System (AUCTS)
- Contract Services - Contracts for Services Shared Network Drive
- Contract Services - Contracts, Faculty of Business (graduate programs) ("CIM")
- Contract Services - Contracts, Research Centre
- Course Materials Production - Materials Management Information System Database
- Facilities - Facility and Boardroom Booking List
- Facilities - Fleet Vehicle Bookings
- Facilities - Issued Key List
- Facilities - List of Staff Members Vehicle License Plate & Driver License Numbers
- Facilities - Racquetball Booking List
- Finance - Contracts for Services
- Finance - Database Miscellaneous Accounts Receivable
- Finance - Expense Claims
- Finance - Finance Database (CODA)
- Finance - Purchasing Database (BAS/POM/WIS)
- Finance - Staff Advances Listing
- Human Resources - AU Phone List (AU Web Site)
- Human Resources - Employee Cards
- Human Resources - Labour Relations - Employee Files
- Human Resources - Labour Relations - Grievances/Appeals Files
- Human Resources - Occupational Health and Safety
- Human Resources - Payroll Database
- Human Resources - Promotion/Probation Files
- Human Resources - Staff Computer Loans Files
- Human Resources - Staff Files
- Human Resources - Staff Phone Lists
- Office of the Vice President Finance and Administration - Departmental Miscellaneous
- Office of the Vice President Finance and Administration - Miscellaneous Agreements
- Office of the Vice President Finance and Administration - Personnel Files
- Office of the Vice President Finance and Administration - Executive Vehicle Program - Loan Files
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Updated November 02, 2020 by Digital & Web Operations, University Relations (web_services@athabascau.ca)