To respect the requirements of the Freedom of Information and Protection of Privacy Act (FIPPA), researchers need to indicate clearly, in the informed consent, the length of time for which any personal information collected (e.g., signatures on the consent forms, contact information, identifying information from audiotapes or in a dataset) will be kept in a secure location before being destroyed. Researchers also need to indicate that personal information will only be viewed by researchers directly involved in the study. Signed informed consent forms, raw data that contains identifying information, and any other personal data (contained in any format) should be retained for at least three years following: (a) the completion of the study, or (b) after a report of the work is published or otherwise publicly presented. Researchers might need to keep these records for longer periods depending on the requirements of individual funding agencies, psychological associations, or publishers. Anonymized datasets (i.e., with all identifying information removed) or anonymous datasets (i.e., where participants never provided identifying information) can be retained indefinitely. However, if researchers wish to utilize these data in the future for purposes beyond the initial intent of the study (e.g., educational purposes, secondary data analyses), this possibility must be clearly indicated on the informed consent.

To respect the requirements of the Freedom of Information and Protection of Privacy Act (FIPPA), you need to indicate clearly, in the informed consent, the length of time for which any personal information collected (e.g., signatures on the consent forms, contact information, identifying information from audiotapes or in a dataset) will be kept in a secure location before being destroyed. You also need to indicate that personal information will only be viewed by researchers (and supervisors) directly involved in the study.

Search the Secretariat Policy Listings for “Mobile Technology Policy“.

According to the TCPS2, electronic research data should be encrypted and password-protected. Physical copies of data must be kept in a secure location that only the researcher and supervisor can access. In the case of funded data, ensure you are in compliance with the requirements of the funder. Anonymized datasets (i.e., with all identifying information removed), or anonymous datasets (i.e., where participants never provided identifying information), can be retained indefinitely. However, if you wish to utilize this data in the future for purposes beyond the initial intent of the study (e.g., educational purposes, secondary data analyses), this possibility must be clearly indicated on the informed consent form.

Depending on the level of sensitivity of a survey, researchers may wish to include a withdrawal link for the participant. Try following the directions below in Qualtrics:

• Step 1: Create two surveys in Qualtrics. The first survey will include the full survey. The second survey should only contain a copy of the debriefing page (The participant will see this separate debriefing form if they select the withdrawal link).
• Step 2: Add a link within the full survey. In the full survey, select “Edit Survey.” You may then select “Look and Feel,” followed by “Advanced.”
• Step 3: You can now insert a sentence into the “Footer” box, which will serve as a link to the second survey with the withdrawal debriefing form. For example, “Click here if you would like to withdraw from the survey.” This sentence will serve as a link on the bottom of each page in the survey.
• Step 4: Using the “Edit” Function, turn the footer sentence into a hyperlink that will link to the separate debriefing page created in Step 1.

Please complete the Security and Confidentiality Agreement (the Privacy Office form) with the Carleton University Privacy Office prior to starting your research when your research involves the use of personal data held by Carleton.

Personal data, or personal information, is defined as recorded information about an identifiable individual. This includes, but is not limited to, name, contact information, biometric information, demographic information, educational and employment information, financial information, health information, and opinions the individual has made.

Is the form needed when…

A student wishes to ask their department to send out a study recruitment notice to a departmental email distribution list on their behalf?

The form is not required.

A faculty member, instructor, or PI wishes to recruit current students in their class by directly emailing the class?

The form is only required if the email addresses will be used as part of the research.

The form is not required if the PI is simply sending a link to an anonymous survey.

A faculty member, instructor, or PI wishes to post a recruitment notice to their CULearn page to passively recruit students as participants?

The form is not required.

A faculty member, instructor, or PI wishes to post a recruitment notice to their CULearn page in a current class to help another researcher with recruitment?

The form is not required.

A faculty member, instructor, or PI wishes to recruit previous students by contacting them through their Carleton email addresses?

A form is not required. However, instructors need consent from prior students to contact them.

A researcher contacts the registrar’s office to obtain student grades?

Yes, a form is required.

A researcher contacts the Paul Menton Centre (PMC) to send a recruitment email to PMC clients on their behalf?

A form is not required. Please contact the PMC for permission. The PMC will need consent from clients to contact them for research purposes.

A Carleton researcher intends to recruit participants from other universities?

If the participants are not affiliated with Carleton University, our form may not be required.

Please contact the other university’s privacy office and REB to learn about their procedures.

If you have questions about the completion of this agreement or about best practices around privacy management for research, please contact the Carleton University Privacy Office at university_privacy_office@carleton.ca.