When do I complete the Security and Confidentiality agreement? (the Privacy Office form)
Please complete the Security and Confidentiality agreement 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, opinions the individual has made.
Here are some commonly asked questions about when to use the form:
- 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 would not be required in this instance.
When a faculty instructor/PI wishes to recruit current students in their class by directly emailing the class,
The form is only required if the e-mail 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.
When a faculty instructor/PI wishes to post a recruitment notice to their CuLearn page to passively recruit students as participants,
The form would not be required in this instance.
When an instructor wishes to post a recruitment notice to their CuLearn page in a current class to help another researcher with recruitment,
The form would not be required in this instance.
When an instructor/PI wishes to recruit previous students by contacting them through their Carleton cu_people_emailes,
A form would not be required.
However, instructors need consent from prior students to contact them.
When any researcher contacts the Registrar’s office to obtain student grades
Yes, a form is required.
When any researcher contacts the PMC to send a recruitment email to PMC clients on their behalf,
A form would not be required. Please contact the PMC for permission.
The PMC will need consent from clients to contact them for research purposes.
Are there any considerations for Carleton researchers who intend to recruit participants from other universities?
If the participants is not affiliated to Carleton University, our form may not be required.
Please contact the other university’s privacy office to learn their procedures.
If you have questions about the completion of this agreement, or best practices around privacy management for research, please contact the Carleton University Privacy Office by e-mail at university_privacy_office@carleton.ca.