Personal information is defined in BC FIPPA is any recorded information about an identifiable individual. This includes names, student numbers, grades, email addresses, demographic details, instructor\u2019s evaluative comments, and other direct or indirect identifiers. <\/p>\n\n\n\n
Information that can identify someone on its own, such as name or student number, is a direct identifier. An indirect identifier is information that cannot identify a student on its own but can reveal who they are when combined with other details in the class or program. <\/p>\n\n\n\n
For example, details such as a student\u2019s program or year of study; a unique project or research topic; or demographic combinations such as age, gender, hometown, etc. are discrete pieces of information could be linked together to identify someone. This is also known as the \u201cmosaic effect.\u201d <\/p>\n\n\n\n
All VIU employees share responsibility for protecting personal information. Under s. 25.1 of FIPPA<\/a>, we may collect, use, or disclose personal information only when authorized. Reviewing this part of the Act<\/em> is a good way to familiarize yourself with our lawful obligations. <\/p>\n\n\n\n Below are some practical suggestions for how you can protect student\u2019s PI in your everyday teaching and learning practice. <\/p>\n\n\n\n The biggest risk is related to data security. <\/p>\n\n\n\n Data security is one of the fastest growing threats to student safety at Canadian universities. In 2025, the global education sector faced over 4,400 cyberattacks per organization each week; a 73% increase from the previous year. <\/p>\n\n\n\n Cybersecurity incidents are a rapidly escalating risk in higher education and have direct, serious consequences for students, not just institutions. When students are targeted, they often bear the full impact without access to legal, financial, or technical support. Impacts could include things like fraud, damaged credit, academic disruption, reputational harm, and so on. <\/p>\n\n\n\n Faculty play a critical role in reducing these risks. Careful handling of student personal information, use of approved tools, and secure communication practices significantly lower the likelihood of harm to students. Protecting data is not only a compliance obligation, but also a core component of student safety and academic integrity. <\/p>\n\n\n\n Additional risks include things like reputation and personal safety. <\/p>\n\n\n\n Under FIPPA, VIU may collect personal information only when it is necessary for a program or activity, which means instructors should gather only the information required to teach, assess, or support students<\/strong>. The data minimization encourages faculty to ask: Do I truly need this information, and why?<\/em> <\/p>\n\n\n\n In teaching and learning practice, data minimization means: <\/p>\n\n\n\n When questioning what information is appropriate to collect, it may be helpful to use the \u201cnecessity test\u201d developed by the Canadian Privacy Commissioner <\/p>\n\n\n\n Four-point necessity test for collecting Personal Information (PI): <\/p>\n\n\n\n To safeguard student\u2019s personal information and comply with FIPPA, follow these essential practices when using technologies and managing access to information. <\/p>\n\n\n\n The following email practices help protect student personal information, reduce privacy risk, and ensure BC FIPPA compliance in daily communications. <\/p>\n\n\n\n VIU Privacy Office: Privacy.Officer@viu.ca <\/p>\n\n\n\n CIEL Support: LearnSupport@viu.ca <\/p>\n\n\n\n We appreciate your help to meaningfully and intentionally reduce risks to our students and our institution. Things like FIPPA are in place to keep you and your students safe. Taking these small steps can have a big impact on security and privacy at VIU. <\/p>\n\n\n\n This post was co-authored by the VIU Privacy Office and CIEL.<\/p>\n\n\n\n Access and Privacy at VIU – https:\/\/gov.viu.ca\/access-and-privacy-viu<\/a><\/p>\n\n\n\n The Protection of Privacy at VIU – https:\/\/gov.viu.ca\/access-and-privacy-viu\/protection-privacy-viu<\/a><\/p>\n\n\n\n Privacy Management Program – https:\/\/gov.viu.ca\/access-and-privacy-viu\/privacy-management-program<\/a><\/p>\n\n\n\n Access and Privacy Best Practices – https:\/\/gov.viu.ca\/access-and-privacy-viu\/privacy-best-practices-summary<\/a><\/p>\n\n\n\n Learning technology support – https:\/\/ciel.viu.ca\/pages\/learning-technology-support<\/a><\/p>\n\n\n\n How VIU Online Learning Tools Manage Your Data – https:\/\/ciel.viu.ca\/pages\/how-viu-online-learning-tools-manage-your-data<\/a><\/p>\n\n\n\n North Island College, Teach anywhere. (n.d.). FIPPA \u2013 Privacy of student information.<\/em><\/a><\/p>\n\n\n\n University of British Columbia, Learning Technology Hub. (n.d.). UBC privacy compliance guidelines<\/em>.<\/a><\/p>\n\n\n\n University of Waterloo. (n.d.). Returning assignments and posting grades<\/em>.<\/a><\/p>\n\n\n\n University of Waterloo. (2022, September 14). Managing student information for faculties, academic departments and schools<\/em><\/a>.<\/p>\n\n\n\n Vancouver Island University. (2026). Access and privacy at VIU<\/em><\/a>.<\/p>\n\n\n\n Vancouver Island University. (2026). The protection of privacy at VIU<\/em><\/a>.<\/p>\n\n\n\nWhat are the risks of not protecting student\u2019s PI? <\/h3>\n\n\n\n
Practice the data minimization principle: collect only what you need <\/h3>\n\n\n\n
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Use VIU approved teaching and learning technologies <\/h3>\n\n\n\n
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Email best practices <\/h3>\n\n\n\n
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Where to get help <\/h3>\n\n\n\n
VIU resources<\/h3>\n\n\n\n
Attribution<\/h3>\n\n\n\n