501-2 Freedom of Information and Protection of Privacy: Correction of Personal Information Procedures

VCC relies upon its Employees and Students to correct or update their own Personal Information when possible, such as contact information, to ensure that is complete and accurate. Employees and Students can correct or update their Personal Information through the available self-service systems.

Where self-service systems are not available, an individual may submit a request to correct their Personal Information if they believe there is an error or omission or if their Personal Information needs to be updated. The request will be submitted to the unit, department, or office (Department) that has the custody or control of the records that include the Personal Information in question.

Individuals may be required to submit documentation as proof to support their requested correction.

Within 5 business days of receiving written or verbal direction from an individual to correct or annotate their Personal Information, Departments must correct or annotate the information unless unable to do so, either:
1. Because the applicant has not submitted adequate proof in support of the requested correction; or,
2. Because the information is such that it cannot be corrected.

Service Providers will respond to requests to correct or annotate Personal Information in accordance with the terms of their Privacy Protection Schedule.

Correcting Personal Information consists of deleting and replacing the original, incorrect information with the correct, requested information. Personal Information may be annotated if it is unable to be corrected.

Only factual information can be corrected. An opinion that is a subjective assessment or evaluation of a person's abilities, performance or other characteristics cannot, in most cases, be corrected. In these circumstances:
1. Departments must annotate the record with a statement to the effect that the applicant does not agree with the opinion given by the other person. 
2. If the opinion is based on inaccurate or incorrect information, the person who supplied the opinion may provide an amended opinion.
3. Disagreements or disputes over grading, assessments and evaluations will be resolved through the approved procedures at VCC.

If a request for correction is denied, Departments will:
1. Annotate the information with the requested correction, but not correct the information.
2. Within 5 business days, inform the individual in writing that their request was denied and why a correction is inappropriate, or why the proof they provided in support of the correction is insufficient or inadequate.

When incorrect factual information was used to make a decision directly affecting an individual and the corrected factual information could have influenced the outcome of the decision, Departments should review that decision.

Departments will ensure the correction or annotation will always be retrieved with the original Record.

All Employees within a Department are responsible for ensuring that Personal Information is corrected, updated, or annotated when requested.

When informed of a correction or annotation by another public body, VCC must make the same correction or annotation as that made by the informing public body.

If a Department is unable to fulfill the request, or the individual is not satisfied by the response, the individual may make a request in writing to the Privacy Officer. The Privacy Office will follow the steps in these procedures and require the relevant Department to make the correction or annotation in accordance with section 29 of the Act. This request from an individual for correction should include:
1. The individual's information to be corrected;
2. The Department that holds the information;
3. The requested correction.