Protocol to be used to obtain University Approval for the release of data for Centralized Core Service Admission Divisions
Under the OUAC’s Personal Information Processing and Access to Information Policy for Core Services, requests for data, which are beyond the scope of what is stated in the policy, must be approved by the applicable universities prior to being released.
The OUAC supports several centralized application divisions for Ontario Universities. They are:
- Undergraduate Application Services (UAS),
- the Ontario Law School Application Service (OLSAS),
- the Ontario Medical School Application Service (OMSAS),
- the Ontario Rehabilitation Sciences Programs Application Service (ORPAS) and
- the Teacher Education Application Service (TEAS).
Decisions and advice regarding policy, procedure and management of application processing are made by different bodies or working groups depending on the application division. Here is a list of the committees/working groups associated with each division:
- OLSAS: Ontario Law School Application Service Working Group
- OMSAS: Medical Admissions Committee, Council of Ontario Faculties of Medicine (MAC-COFM)
- ORPAS: Ontario Rehabilitation Programs Application Service Working Group
- TEAS: Association of Education Registrars of Ontario Universities (AEROU)
- Undergraduate: Depending on the issue, direction will be taken from the Council of Ontario Universities (COU), Ontario University Council on Admission (OUCA) or the Ontario University Registrars’ Association (OURA).
For the OLSAS, OMSAS, ORPAS and TEAS divisions, the above working group will be informed of all data requests received by the OUAC and will confirm approval for requests that are within the scope of the Core Services Policy.
For undergraduate data requests, protocol and procedures already exist confirming release of data that is within the scope of the Core Services policy so the OUAC will simply complete the request.
If a request is received by the OUAC for any data outside the scope of the Core Services Policy, details of the request, regardless of the division, will be circulated to the appropriate university Registrar or designate at each university for approval. OUAC will proceed with the request only if all applicable universities have given approval in writing for the data to be released. If one university does not agree with the release of the data, the person or body requesting the data will be informed that they will need to deal directly with each university to obtain the requested data.