The University of Rhode Island is committed to safeguarding the privacy of personal data. This Privacy Notice outlines the collection, use, and disclosure of personal information provided to the University by prospective and enrolled students, applicants for faculty/staff positions, research subjects, potential and actual donors, and other individuals. When information is submitted to any of the various units, or you use the University’s websites and other services, you consent to the collection, use, and disclosure of that information as described in this Privacy Notice.

University Collection and Use of Information

The following departments and offices at the University of Rhode Island collect personal Information from individuals as part of their permitted business functions and activities:

• Academic Affairs and Office of the Provost
• Research and Economic Development
• Undergraduate Admission
• Division of Administration and Finance
• The Graduate School
• Human Resources
• Office of International Education

These departments and offices collect and process Information and Sensitive Information from individuals only as necessary in the exercise of the University’s legitimate interests, functions and responsibilities as a public research higher education institution. The types of information collected, the purpose of the collection, and the authorized uses of that information, by each of those departments and offices, are summarized as follows:

ACADEMIC AFFAIRS AND OFFICE OF THE PROVOST: Academic Affairs collects information from students as necessary for the administration of its core academic related services and activities such as those relating to related to enrollment, class registration, academic grading and counseling, recordkeeping and graduation. Information is also collected from students and shared with internal and external parties to register or enroll persons in the University, provide and administer housing to students, manage a student account, provide academic advising, develop and deliver education programs, track academic progress, analyze and improve education programs, recruitment, regulatory reporting, auditing, maintenance of accreditation, and other related University processes and functions. Academic Affairs also uses Information and Sensitive Information to conduct general demographic and statistical research to improve University programs. Sensitive Information is collected, processed and shared internally and externally, as necessary, applicable and appropriate, to identify appropriate support services or activities, provide reasonable accommodations, enforce University policies or comply with applicable laws. It also collects Information from individuals who are applicants for faculty positions in order to enter into or administer a contract for employment with the University. Finally, Information and Sensitive Information may be shared by Academic Affairs with third parties who have entered into contracts with the University to perform functions on behalf of the University, subject to the obligation of confidentiality and safeguarding from unauthorized disclosure.

OFFICE OF RESEARCH AND ECONOMIC DEVELOPMENT: ORED collects and processes Information and Sensitive Information from individuals who are research subjects in the exercise of scientific, historical research, or statistical purposes. Sensitive Information is collected, processed and shared internally and externally, as necessary, applicable and appropriate, to identify appropriate support services or activities, provide reasonable accommodations, enforce University policies or comply with applicable laws. Finally, Information and Sensitive Information may be shared by ORED with third parties who have entered into contracts with the University to perform functions on behalf of the University, subject to the obligation of confidentiality and safeguarding from unauthorized disclosure.

UNDERGRADUATE ADMISSION: The University of Rhode Island Office of Undergraduate Admission will use Information that you provide to us and Information we collect about you to administer your application. In addition, we may use your Information to analyze and improve our admission process, for outreach efforts, and for other University processes and functions related to your admission as a student. If you are accepted for admission to the University, we will use and share your Information and Sensitive Information internally with other University offices and units as necessary and appropriate to support your success as a student and to support the University and it’s educational mission. Specifically, we use your personal information to: (1) Establish your status as a prospective student, applicant, or matriculated student; (2) Provide access to multiple online accounts that enable you to check the status of your application, submit your enrollment/housing deposit(s), register for orientation, register for classes, and access your financial aid and billing information; (3) Send you information about the University, important deadlines, or other information related to your potential enrollment at URI; (4) Perform administrative tasks and keep internal records; (5) Create and analyze aggregated (fully anonymized) information about our students for statistical research purposes in support of our educational mission; (6) To deliver education, advising, residence, athletic, student development, financial aid, to communicate the University’s activities and for fundraising.

DIVISION OF ADMINISTRATION AND FINANCE: Administration and Finance collects personal data from the University’s students, customers and vendors that include name, address, phone numbers, tax ID numbers, and bank account information (“Information”).  The Information provided to Administration and Finance by students is necessary to administer a student’s account and ensure their academic progress.  The Information provided to Administration and Finance by customers and vendors is necessary to enter into and perform a contract with the University, and the failure to provide Information may result in the inability by the University to enter into or perform a contract with a customer or vendor.   Administration and Finance will also use the Information provided to it by students, customers and vendors to administer receipts and payments. In addition, Administration and Finance may use Information to analyze and improve its cash transaction process, and for regulatory reporting and auditing. Administration and Finance may also use Information to conduct general demographic and statistical research. Administration and Finance also use and share Information internally with other University offices and units as necessary to administer and manage a contract or student account, to provide support services to students, and to assist with collection of amounts that are past due.

THE GRADUATE SCHOOL: As part of the application process, the University also collects general Information from you such as your name, address, phone number, and education history.  Some of the Information we collect from you may constitute Sensitive Information (defined as information you voluntarily provide in your application for admission which concern your race, ethnic origin, religious or philosophical beliefs, trade union membership, health data, or sexual orientation). For purposes of this Privacy Notice, Information refers to all other information that you have provided to The Graduate School in your application. The Graduate School at the University of Rhode Island will use Information that you provide to us and Information we collect about you to administer your application. In addition, we may use your Information to analyze and improve our admissions process, for outreach efforts, and for other University processes and functions related to your admission as a student. We also may de-identify your Sensitive Information to use for research or statistical purposes.  If you are accepted and enroll in the University as a student, we may use and share certain Information and Sensitive Information with other University offices and units, as necessary and appropriate, to administer your academic record, provide support services, comply with University policy and applicable laws, and deliver education, advising, residential housing, athletic programs, student development, financial aid, and communicate University programs, activities and fundraising by University of Rhode Island Foundation and Alumni Engagement.

HUMAN RESOURCES: “HR Client Information” is personal data collected by the University concerning an HR Client that is not Sensitive Information. “Sensitive Information” is data collected by the University concerning an HR Client’s race, ethnic origin, trade union membership, health data, sexual orientation, and criminal convictions. Human Resources collects HR Client Information from HR Clients in order to respond to HR Client’s application for employment. Human Resources also collects information concerning criminal convictions of HR Clients, with HR Client’s consent, to consider HR Client for employment. Human Resources also uses HR Client Information, and data concerning HR Client’s trade union membership, health data, and sexual orientation, to administer an employment contract between HR Clients and the University, including but not limited to, administer payroll and benefits, and to provide reasonable accommodations. Human Resources also collect data concerning HR Client’s race and ethnic origin for research purposes, and de-identifies such data for statistical reporting as may be required by federal and state laws and regulations. With the exception of race, ethnicity, health data and sexual orientation, HR Clients are obligated to provide HR Client Information and Sensitive Information and the failure to do so may result in the University’s inability to offer or continue employment. In addition, Human Resources may use HR Client Information to analyze and improve Human Resources hiring practices, for regulatory reporting and auditing, and other University processes and functions. Human Resources may also use HR Client Information to conduct general demographic and statistical research. Human Resources may also share HR Client Information with other divisions and departments within the University and the State of Rhode Island, and contractors of the University, as necessary to administer and manage an HR Client’s employment, to comply with applicable collective bargaining agreements, to administer benefits and/or to enforce University policies. Finally, Human Resources may share HR Client Information with third parties who have entered into contracts with the University to perform HR functions on behalf of the University, who are contractually obligated to maintain confidentiality and prevent unauthorized disclosure

OFFICE OF INTERNATIONAL EDUCATION: The University has entered into agreements with foreign higher education institutions to permit collaboration and create study abroad, faculty exchange, and student exchange programs. In connection with these agreements and programs, OIE is responsible for assisting visiting scholars, faculty and students with J-1, F-1 and H1-B visa applications.  Sensitive Information concerning ethnicity may be collected and shared with federal and international authorities to administer applicable laws. Sensitive Information concerning trade union membership may also be collected and shared for compliance with collective bargaining agreements to which the University is a party.  In addition, Sensitive Information concerning race, religion or philosophical beliefs, and sexual orientation that is voluntarily provided during the Admissions process may be shared by Admissions with OIE to identify activities of interest, to administer University polices, and to provide support services.  Finally, Sensitive Information concerning a criminal conviction may be collected and shared by OIE with federal and international authorities to comply with applicable laws and University policies. The University collects Information as necessary to create and support the University’s admission of foreign students and scholars, the hiring of employees from foreign countries, and the University’s study abroad, faculty exchange, and student exchange programs. Information is processed by the University to manage student accounts or payroll, provide academic advising, develop and deliver education programs, track academic progress, provide medical services as needed, and enforce University policies.  Information and Sensitive Information may also be used to analyze and improve education programs, and de-identified for regulatory reporting, auditing, accreditation purposes, conducting general demographic and statistical research to improve University programs, and other related University processes and functions. Information may also be shared with other University divisions and departments as necessary to administer and manage a student’s academic progress or an employee’s performance, and to enforce University policies. Finally, Information and Sensitive Information may be shared with third parties who have entered into contracts with the University to perform these functions on behalf of the University, which include an obligation to keep them confidential and safeguard them from unauthorized disclosure.

Third Party Use of Sensitive Information

We may disclose your Sensitive Information and other Information to Third Parties as follows:

• Consent:We may disclose Sensitive Information and other Information if we have your consent to do so.
• Emergency Circumstances:We may share your Information, and Sensitive Information when necessary to protect your interests and you are physically or legally incapable of providing consent.
• Employment Necessity:We may share your Sensitive Information when necessary for administering employment or social security benefits in accordance with applicable law or any applicable collective bargaining agreement, subject to the imposition of appropriate safeguards to prevent further unauthorized disclosure.
• Charitable Organizations:We may share your Information with the University of Rhode Island Foundation Alumni Engagement Office and other not-for-profit organizations in connection with charitable giving subject to the imposition of appropriate safeguards to prevent further unauthorized disclosure.
• Public Information:We may share your Information and Sensitive Information if you have manifestly made it public.
  We may share your Information and Sensitive Information for archiving purposes in the public interest, and for historical research, and statistical purposes.
• Performance of a Contract:We may share your Information when necessary to administer a contract you have with the University.
• Legal Obligation:We may share your Information when the disclosure is required or permitted by international, federal, and state laws and regulations.
• Service Providers:We use third parties who have entered into a contract with the University to support the administration of University operations and policies. In such cases, we share your Information with such third parties subject to the imposition of appropriate safeguards to prevent further unauthorized disclosure.
• University Affiliated Programs:We may share your Information with parties that are affiliated with the University for the purpose of contacting you about goods, services, charitable giving or experiences that may be of interest to you.
• De-Identified and Aggregate Information:We may use and disclose Information in de-identified or aggregate form without limitation.

Security

We implement appropriate technical and organizational security measures to protect your information when you transmit it to us and when we store it on our information technology systems.

Cookies and Other Technology

The University’s use of cookies and other data from information technology can be found in the Privacy Notice for the Website.

Retention and Destruction of Your Information

Your information will be retained by the University in accordance with applicable federal laws, and the applicable retention periods in the Record Retention Schedule adopted by the University of Rhode Island and applicable state law.  Your information will be destroyed upon your request unless applicable law requires destruction after the expiration of an applicable retention period. The manner of destruction shall be appropriate to preserve and ensure the confidentiality of your information given the level of sensitivity, value and criticality to the University.

Your Rights 

You have the right to request access to, a copy of, rectification, restriction in the use of, or erasure of your information in accordance with all applicable laws. The erasure of your information shall be subject to the retention periods of applicable federal law and the Record Retention Schedule adopted by the University of Rhode Island and applicable state law. If you have provided consent to the use of your information, you have the right to withdraw consent without affecting the lawfulness of the University’s use of the information prior to receipt of your request.

In order to access those rights, individuals are directed to contact the individuals, or mailboxes, identified below, listed by the relevant information-holding University department or office:

Academic Affairs and Office of the Provost:
Anne Veeger
Vice Provost for Academic and Faculty Initiatives
veeger@uri.edu

Research and Economic Development:
Elizabeth Buchanan
Associate Vice President Research Administration
Research Office
elizabeth.buchanan@uri.edu

Undergraduate Admission:
Joanne Lynch
Assistant Dean, Undergraduate Admissions
joanne_lynch@uri.edu

Division of Administration and Finance:
Daniel Moos
Assistant to the Vice President
dmoos@uri.edu

The Graduate School:
Brenton DeBoef
Associate Dean, Graduate School
bdeboef@uri.edu

Human Resources:
Laura Kenerson
Director Personnel Services
lkenerson@uri.edu

Office of International Education:
Thomas Hospod
Assistant Director, International Education & National Student Exchange
thospod@uri.edu

Information created in the European Union will be transferred out of the European Union to the University. If you feel the University has not complied with applicable foreign laws regulating such information, you have the right to file a complaint with the appropriate supervisory authority in the European Union.

Updates to this Policy

We may update or change this policy at any time. Your continued use of the University’s website and third party applications after any such change indicates your acceptance of these changes.