The Protocol for WebCV Data Access and Use (the Protocol) has been approved (February 26, 2014).
The Faculty of Medicine WebCV application provides participating faculty members a convenient, secure and safe online method of storing and managing their curricula vitae. It also supports the activities of the Faculty of Medicine and affiliated hospitals by allowing them, through authorized administrators, to access the data in WebCV (subject to protections for certain confidential or personal information) for the purpose of confidential individual processes (such as promotion) and for organizational reporting, planning and other institutional purposes.
Your Responsibility for Accuracy of Data and Protection of Confidential Information
You are responsible for ensuring that all data in your account is accurate and for reviewing your data regularly for accuracy.
You should mark records containing confidential information “Keep this record private” (see sections IV C and VI B 3 of the Protocol and review your data regularly to assess whether any data has become confidential and should be marked accordingly).
You must ensure that you do not enter any data into your account that is highly confidential or highly sensitive (see section VI B 4 of the Protocol) and review your data regularly to assess whether any data has become highly confidential or highly sensitive and must be deleted.
You will hold the Faculty harmless from and against any and all claims, losses, etc. arising from your use of the WebCV system.
Access to Data and Use of Data
For individual confidential processes (such as academic promotion), your data in WebCV will be accessed and used in a manner similar to how your paper and electronic data is currently accessed and used in those processes in accordance with policies and accepted practices. You will be notified in advance and your consent will be required before the data may be accessed.
For organizational reporting, planning and other institutional purposes, your data will be accessed along with the data of other faculty members in the same organizational unit (such as a department) and included in reports and group data exports in accordance with the Protocol as follows:
|Publicly Available Data||Limited Use Data (Data that is not publicly available, but must not be marked “keep this record private”)||Private Data|
|Who will see it||Any Authorized Administrator||Any Authorized Administrator||Only the Dean of Medicine and the Faculty’s Vice-Dean of Research & International Relations|
|How it may be used||
1. In reports, including public reports
2. In non-confidential group data exports by Senior Faculty Authorized Administrators that may be made public
1. In reports in which data is aggregated
2. In confidential group data exports by Senior Faculty Authorized Administrators, who may need to share it confidentially with others for planning purposes
|May be taken into account in confidential planning for the Faculty or a division of the Faculty. Trends and numbers based on this data may be shared with senior academic leaders and/or senior administrators at the Faculty, but specific information will not be shared and confidentiality will be protected|
|Advance notice to you||
1. Yes, for compilation reports (so you can check that your data is accurate and complete); no, for aggregate reports
2. No, for non-confidential group data exports
|No, for both 1 and 2.||No|
Teaching evaluation scores are NOT included in any group data exports or compilation or aggregate reports and are only used for confidential individual processes.
Publicly available data includes certain specific types of personally identifying academic activity data that, based on long-established usage, are considered to be publicly available and may be disseminated publicly. These types of data are those that are already commonly included in annual reports, traditional academic curricula vitae or are available in public reports or databases. For more information and a list of examples, see section VI B 1 of the Protocol.
Data that is not publicly available, but must not be marked “keep this record private” (“limited use data”) is data that will be accessible to authorized administrators for aggregate reports and to Faculty senior authorized administrators for confidential group data exports. For more information and a list of examples, see section VI B 2 of the Protocol.
Private Data is data that includes information, either relating to you or to third parties, that should or must be kept confidential. You should mark specific activity records containing such information with the label “Keep this record private.” Note that public data and limited use data (described above) may NOT be marked as “Keep this record private.” For more information and a list of examples of private data, see sections VI B 3 and C 3 of the Protocol. Note that the Dean of Medicine and the Faculty’s Vice-Dean of Research and International Relations will be able to view data marked “Keep this record private.”
Data that must be kept out of WebCV: Certain data that is highly confidential or highly sensitive must not be put into your WebCV account at all. An example of such information is any information that is subject to an obligation of confidentiality. For more information and a list of such information, see section VI B 4 of the Protocol.
Draft data: You may mark any specific activity record that is still in draft form as “Save as draft entry.” The record will only be visible to you and will not be included in any reports or data exports generated by anyone other than you. The intention is to provide a method of entering placeholders for incomplete or uncorrected information, but also to remind you of the existence of this data so it can be finalized.
Authorized Administrator is an individual designated by an organizational unit (Faculty, department, etc.) to which you belong at the Faculty or at an affiliated hospital or research institution, who has agreed in writing to abide by the Protocol and who will be able to access and use your data accordingly.
Faculty Senior Authorized Administrator is any of the following Faculty of Medicine academic administrators who has agreed in writing to abide by the Protocol regarding access to and use of your data: the Dean, the Deputy Dean, a Vice-Dean or a department Chair.
Notice of access and use: Whenever your data is accessed by an authorized administrator, that access will be logged, including the date and time of each data export or report generation, and the identity of the authorized administrator. You can view this access log through your account. In the case of compilation reports, data is collected on a pre-scheduled basis and you will be notified by email in advance advising who is intending to access, the date and the intended purpose and suggesting that you ensure that your data and reports are up to date.( For details see section VI D 4 of the Protocol.) In the case of all other group reports and data exports, you will get no advance notice of the access and use.
Retention of Data
The WebCV application contains only current data and does not offer an archive function.
If you leave the university or retire, you must advise WebCV. Your account will then be marked “inactive” in the next fiscal year and data will be kept on the WebCV application for 5 years so that it can be accessed for reports. After 5 years from the date that the account has been marked inactive, all data in an inactive account will be deleted from the application database.
If there is no activity on your account for 5 years, the Faculty will contact you to determine whether the account should be marked “inactive”.
Changes to the Protocol and/or to this Agreement
If you have any questions, please contact firstname.lastname@example.org or 416-946-3289.