When do I complete the Security and Confidentiality agreement?
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.