The University’s Measures on Protecting Students’ Personal Information
Protection of Students’ Personal Information
Students’ Personal Information
Personal information of current and past students and prospective students are defined as any personal information that can identify the individual such as the name, date of birth, and other descriptions (including those that can be easily compared with other information to identify the individual).
Database of Students’ Personal Information
The Database of Students’ Personal Information is a collection of information including Students’ Personal Information, where student information is assembled, filed, and systematically organized so that the specific student’s personal information can be searched for with a computer, and where personal information relevant to the individual, which can be searched for via individual names and individual numbers and codes and other symbols, are recorded and stored.
Specification of the Purpose of Use
The students’ personal information shall be used to carry out operations necessary for the University’s education and student life support.
Notification of the Purpose of Use
When personal information is obtained from the student either via a written form or electronically, the purpose of use of the information shall be explicitly stated when necessary. Also, when there is a change to the purpose of use, the student shall be notified directly of the change, or there will be a public notification.
Ensuring Data Accuracy
The students’ personal data shall be stored accurately and updated with the scope necessary to achieve the purpose of use.
Safety Management Measures
The following measures are being taken to securely manage and protect students’ personal information from leaks and loss.
- A director shall be designated with clear authority to conduct necessary and appropriate supervision of the secure management of the students’ personal data during use of the data
- In case of personal information being stored on paper, the same measures shall be taken
- When a part or all of the handling of students’ personal data is outsourced, proper supervision shall be conducted at the contractor to ensure secure management
Restriction of Provision to Third Parties
Students’ personal data, except in the following cases, require prior consent from the student before it can be shared to third parties, except for the contractor. The following measures are being taken to securely manage and protect students’ personal information from leaks and loss.
- When required by law
- When it is necessary for the security of the individual’s life, body, or property, and there is a serious obstruction to obtaining the individual’s consent
- When the University President recognizes it as necessary
Disclosure of Personal Data
When a student, his/her parents, or his/her sponsor(s) requests disclosure of the student’s personal data, the student’s personal data shall be disclosed. However, when it is appropriate not to have it disclosed, all or a part of the information may not be disclosed. In this case, the requester shall be notified of the reason(s) for the non-disclosure.
Changes to Personal Data, etc.
When a student, his/her parents, or his/her sponsor(s) requests to change, add, or delete (hereinafter “Changes, etc.”) a part or all of the data because of inaccuracies in the personal data, an investigation will be required within the necessary scope for this use, and the Changes, etc. to the personal data will be made based on the findings of the investigation. Also, when it has been concluded that Changes, etc. will not be made to a part or all of the personal data, the requester shall be notified of the reason for this (when there are Changes, etc., the revised portions will be included).
Use of Personal Information
Students’ Personal Information
|Basic Information||Name, Date of Birth, Address, Telephone Number, Sex, Nationality, Guarantor, Billing Address, etc.|
|Admissions||Admission Applications, Management of Applicants’ Screening Tests, Admission Procedures (including Transfers and Re-Admission), Renewal of Student ID, etc.|
|Welfare Information||Meetings with Parents, Registrations, Clubs, Awards, Scholarships, etc.|
|Academic Information||Registration, Registration History, Attendance, Tests, Classroom Management, Handling of Grades, Academic Encouragement, Record of Courses for Teaching Qualifications, Credits, Graduation, Conferment of Degree, Short-term, Mid-term, and Long-term Studies Abroad, Aptitude Tests, etc.|
|Student Information||Leave of Absence, Reinstatement, Re-Admission, Expulsion, Expulsion Procedures, Transfer, Transfer Procedures, etc.|
|Student Life||Class Advisers, Use of Welfare Facilities, Selection and Issuance and Repayment of Scholarships, Regular Health Check-ups, Regular Health Consultations, Support for Extracurricular Activities, etc.|
|Career||Course Registration, Records of Job Search, Qualification Courses, Qualifications Obtained, etc.|
|Use of Facilities||Library, Computers, Parking, Training Camp Facilities, etc.|
|Others||Tuition Information, Contact Information, Cancellations, Timetables, Issuance of Certificates, Dispositions due to School Regulations, etc.|
Personal Information of Sponsors (including Payers of Tuition Fees)
|Personal Information||Name, Address, Phone Number|
|Items to be Sent||Grades, Tuition Payment Forms|
Summary of Students’ Personal Information
- When a part of the duties related to handling personal information are to be entrusted to a person or group outside the University
Applications, sponsor information, students’ addresses, mobile phone numbers, and information provided on the “Nagoya Gakuin University Alumni Data Sheet” are outsourced to computerize data. When operations are outsourced, the director(s) will be bound to make a contract ensuring safe management and compliance to rules related to confidentiality and prohibition of alterations and additions to the personal data.
- When information necessary for the student’s educational guidance is to be shared with the sponsors (parents and payers of tuition fees)
Individual educational guidance in cooperation with the sponsors is set up with the purpose of aiding education, and, along with notifications about low attendance when necessary, the “grade book” shall be sent to the sponsor(s) or to the billing address upon completion of the semester’s grading.
- When there is an inquiry from the parents at a meeting with the parents
Individual consulting shall be done with the parents sharing information about the student such as status of credits, fulfillment of promotion and graduation requirements, and class attendance.
- When personal information is shared at the alumni meetings
At alumni meetings, students’ basic information (name, postal code, address, phone number) and place of employment shall be shared. Upon graduating, you give your “consent” when you submit “Nagoya Gakuin University Alumni Data Sheet (New Graduates).”
Obtaining Personal Information
- From a window on the Campus Communication System (hereinafter referred to as ‘CCS’)
- Submitting a written form to a prescribed reception