SFU Personal Information Bank (PIB)
Student Athlete Medical Records

Title of PIB

Student Athlete Medical Records

Location of PIB (Department)

Athletics and Recreation

Types of personal information in the PIB

Name, address, email address, telephone number, date of birth, sex, pronoun, gender identity, language spoken, disability, marital status, family status, student number, personal health number, third-party insurance number, emergency contacts, employer contacts, medical history, treatment notes.

Purpose for which personal information obtained / compiled and used / disclosed

The University collects and uses the personal information contained in these records to abide by NCAA regulations, College of Physiotherapists of British Columbia standards of Practice and Canadian Athletic Therapists Association code of ethics and professional conduct guidelines. SFU also provides physiotherapy and athletic therapy services to manage Sports Injuries for SFU varsity student-athletes.

Individuals using personal information or to whom it is disclosed

Employees of the Athletics Department (including physiotherapists and chiropractors who are regulated by the Medical Records Act, as well as athletic therapists, all of whom are regulated by professional Codes of Conduct). Personal information is also disclosed to NCAA compliance officials, per NCAA Bylaw 17.1.5, which states that student athletes must be examined or evaluated by a nurse practitioner, physician, or individual supervised by a physician, within six months prior to participation in any part of their sport, including practice, and must be updated regularly to document any change or need for follow-up.

Individuals included in PIB


Legal authority for the collection and use of personal information

Freedom of Information and Protection of Privacy Act (RSBC 1996, c. 165).
Medical Records, Data Stewardship and Confidentiality of Personal Information, Practice Standard, College of Physicians and Surgeons of British Columbia (October 14, 2020).
College of Physicians and Surgeons Bylaws (made under the Health Professions Act RSBC 1996, c.183 revised January 2021).
NCAA Bylaw 17.1.5 Mandatory Medical Examination.
College of Physical Therapists of British Columbia - Standards of Practice.
Canadian Athletic Therapists Association - Code of Ethics and Professional Conduct.

Applicable Records Retention Schedule and Dispoal Authority (RRSDA)

RRSDA 2021-004

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