DC may collect EDI data during the application process (via the Ontario College Application Service (OCAS)), via the adjudication of human rights concerns or accommodations processing, through institutional surveys or research, or during relevant EDI events and programming. At DC, EDI-related data will not be used to negatively influence an admissions decision or a decision about a program or service.

DC is committed to data-informed EDI action to minimize systemic barriers that impede human rights to help build a more inclusive and equitable environment, free from harassment, discrimination and hate, for applicants, students, employees, community partners and guests alike. Our commitment to data-informed decision-making and action is a conscious decision to foster respectful communication and outreach. Our shared responsibility is to encourage trauma-informed, anti-oppressive, inclusive practices that embrace the meaningful, sustainable innovation needed for everyone to know they belong.

We may use EDI data for communication outreach regarding services or opportunities that are tailored and supportive based on an individual’s intersecting identities. EDI aggregate data may also be used for statistical analysis, research, or information purposes to better inform DC’s policies, services, daily practices, and funding applications and reports. We are committed to being transparent about our EDI work and actions and why they are important to us. Our commitment and work to create inclusive learning environments is ongoing and is based on feedback from members of equity-deserving communities.

For questions about how the College collects, uses, discloses, and safeguards EDI data, contact Sadie Goddard-Durant, Director, Office of Equity, Diversity and Inclusion at Sadie.Goddard-Durant@durhamcollege.ca.

DC has several classrooms and labs equipped with cameras, microphones, monitors, and speakers to capture and stream instructor and student interactions for courses that provide in-person and online learning options. In cases where it is necessary to record learning activities in these classrooms, the College’s Recording of Learning Activities Policy and Procedure must be followed.

DC uses online proctoring software to invigilate some online tests and exams. Students and clients will be informed if they are being recorded, the purpose of the recording, and who will have access to the recordings. We will also notify students and clients if their webcam, microphone, or computer screen is being monitored and/or viewed to ensure the integrity of a test or exam.

Currently, the College uses Respondus Monitor for exams in academic faculties with a regulatory requirement. Professional and Part-Time Learning uses Meazure Learning in online courses offered through OntarioLearn, and Corporate Training Services uses it to proctor online Life License Qualification exams.

Learn how the College uses Respondus Monitor by visiting the Centre for Teaching and Learning and Meazure Learning by emailing privacy@durhamcollege.ca.

Domain Name System (DNS) Servers

The College’s DNS servers collect and retain logs of internet resource requests. Automated analysis of internet resource requests is performed to prevent exposure to known cybersecurity threats. Information collected and retained may include, but is not limited to:

• the date and time of the request,
• the name and IP address of the requesting device,
• the name and IP address of the resource being requested,
• details about cybersecurity threats prevented and/or detected.

Firewalls

The College’s firewalls collect and retain logs of network connections, including connections from the internet to digital assets and resources on the network, connections from devices on the network to websites and other resources on the internet, and connections between devices on the network. Automated analysis of network connections and the content thereof is performed to prevent exposure to known cybersecurity threats. Information collected may include, but is not limited to:

• the date and time of the request,
• the name and IP address of the requesting device,
• the name and IP address of the resource being requested (e.g., websites and other resources that are accessed by devices on the College network),
• details about cybersecurity threats prevented and/or detected.

Authentication and Authorization

The College collects information about authentication attempts to digital assets and resources. This data may include but is not limited to, the date and time of the authentication attempt, the authentication identifier (e.g., netID) and the IP address of the requestor.

Information on admissions, registration and academic achievement may be disclosed as part of the day-to-day operations of the College and it may be used and/or disclosed for statistical and research purposes. Personal information may be disclosed where it is necessary and proper in the discharge of the College’s functions and to aid in the investigation concerning performance or status within, or completion of, an academic program, or with respect to an employment relationship, or as required or permitted under law.

Personal information may be shared in the following instances to facilitate necessary activities, including, but not limited to:

• Other post-secondary institutions to verify any information provided as part of an application for admission;
• Other post-secondary institutions to share incidences of falsified documents or credentials or to share information regarding fraudulent applications for admission;
• Government offices to verify information regarding an application for admission and to support processes for government financial aid;
• Other post-secondary institutions or entities with which DC maintains a program partnership agreement;
• Service providers contracted by DC to support business processes (e.g., health insurance provider, residence management);
• Government agencies and law enforcement agencies relating to international student programs, study visas, and other immigration matters, or for matters of national security or non-compliance with federal and provincial regulations.

DC must disclose personal information such as Ontario Education Numbers, student characteristics, and education outcomes to the Ministry of Colleges and Universities.

The Ministry collects this data for purposes such as planning, allocating and administering public funding to colleges, universities and other post-secondary educational and training institutions and to conduct research and analysis, including longitudinal studies and statistical activities conducted by or on behalf of the Ministry for purposes that relate to post-secondary education and training.

Further information on the collection and use of student-level enrolment data can be obtained from the Ministry’s website: https://www.ontario.ca/page/collection-and-use-postsecondary-education-enrolment-information.

DC must disclose personal information such as program details, grades, and attendance records for our apprenticeship students to the Ministry of Labour, Immigration, Training and Skills Development.

The Ministry collects this data to administer the apprenticeship program, plan, research, analyze, and allocate and administer funding.

Under the authority of section 13 of the Statistics Act (Canada), Statistics Canada requires Ontario colleges and universities to report student-level data to Statistics Canada’s Post-secondary Student Information System to meet policy and planning needs in post-secondary education.

Statistics Canada may use the information collected for statistical and research purposes, and the confidentiality provisions of the Statistics Act prevent the information from being released in a way that would identify a student.

Students who do not wish to have their information used may ask Statistics Canada to remove their identification and contact information from the national database.

Further information on the Statistics Canada Post-secondary Student Information System can be obtained here: https://www.statcan.gc.ca/en/survey/business/5017.

Student work samples may be made available to subject matter experts periodically per the Ministry of Colleges and Universities requirements for quality assurance.

DC acknowledges that the assigned email address (@dcmail.ca) may be visible to other students when participating in collaborative platforms such as Office 365. Since students participate with other students via course-level collaboration platforms (such as DC Connect or MS Teams) to fulfill course requirements, students should expect to share this limited information as part of their participation in education activities.

DC publishes a list of graduates, including the student’s name, program, distinction and term of graduation on its convocation microsite. Students are notified about the publication when preparing to graduate and can request that their names be removed from the list.

In addition, we will capture the convocation ceremony and celebratory events at the convocation venue through photographs and video. These digital assets may be used for internal College use, including but not limited to posting on the website, distribution to graduates, marketing materials, social media, and broadcasting to the internet. An alternative method of receiving your diploma may be provided for students who do not wish to be filmed.

For questions about the College’s list of graduates, contact Falon Hurlburt, Manager, Registration and Student Records, at convocation@durhamcollege.ca or phone at 905-721-3000.

Each semester, DC posts the names of students whose grades have earned them status on the College Honour Roll. A list of student names who received this recognition is posted outside the corresponding academic faculty office. A student who does not wish to be included on this list should speak to their respective faculty office.