Information Security and Privacy at Waseda University
At Waseda University (hereafter to be referred to as "this university"), the protection of personal information is fully recognized as a fundamental right that has its origins in the integrity of the human personality. The "Personal Information Security Rules" were established in May of 1995, and these provided for the strict handling of personal information. Since April 1, 2005, the "Law Regarding the Protection of Private Information (Private Information Protection Law)" has been thoroughly enforced. This university has continuously observed this law and it works to safely and properly put in effect and manage personal information.
1. Collection of and Reasons for Utilizing Personal Information
Personal information refers to information that identifies specific individuals, such as students, guarantors, faculty, and staff, or that has the possibility of doing so. At this university, it is restricted to personal information recognized as necessary for educational research, student support, and university management and the collection of information is done for the reasons listed below. In addition, when it is necessary, the university contacts students and guarantors based on the personal information collected.
[ Reasons for Collecting Information ]
- （1）Management of school registration, management of changes in school registration, health management, scholarship management.
- （2）Course registration, grade management, and course management.
- （3）Information management related to postgraduate activities, advancing within a school and changing schools at the undergraduate and graduate school levels within the university.
- （4）Issuing student identification cards and various other certificates.
- （5）Managing scholarship information and account information.
- （6）Supporting for extracurricular activities and student life.
- （7）Managing and creating of employment-related information.
- （8）Managing the use of the equipment and facilities inside the university, managing visual information acquired through the installation of security cameras.
- （9）Managing the use of the library.
- （10）Sending grade reports and academic records to the guarantors.
- （11）Consulting with guarantors about course registration and academic records.
- （12）Producing the public relations magazine for the university and the school, the guides for events and fund-raising activities.
- （13）Sending out various guides and information following graduation.
- （14）Providing information to universities with which we have an agreement based on the Science and Technology Exchange Agreement.
- （15）Providing the required information to the Waseda University Student Health Insurance Union (chief administrator: office manager of student division)
- （16）Providing the required information to the Waseda University Alumni Association (chief administrator: president of this university)
- （17）Providing the required information to academic organizations (chief administrators: deans of the various schools) that are comprised on students and instructors in graduate and undergraduate courses at this university.
- （18）Providing the required information to the teacher's union in order to promote public funding for schools.
2. Secure Management of Personal Information
Along with seriously managing personal information so that it is not used improperly, lost, damaged, falsified or leaked, this university engages in the training and management education of employees (faculty and staff) who handle personal information and those are in charge of this university's other affairs.
3. Providing Information to Third Parties
This university does not provide personal information to third parties without the consent of the principal party in question. However, information may be provided without the consent of the principal party under the exception established by law (Private Information Protection Law, Article 23rd, clauses 1-4)
4. Corrections and Disclosure of Personal Information
All students and guarantors can request the disclosure and correction of personal information through the individual institution managing that personal information, such as the school, or the respective undergraduate or graduate school with which one is affiliated.
[ The Approach to Information Security at Waseda University ]
In May of 1995, Waseda University gave full recognition to the fact that "the protection of personal information is a fundamental desire that has its origins in the integrity of the human personality" and the "Private Information Protection Law" was established, which has as its aim the appropriate collection, management, use and protection of the personal information of students, faculty and staff. The university works to administer this law properly under the surveillance of the Personal Information Protection Committee, which is an independent organization.
Through this experience, "Waseda University's Information Security Policy" was created in September of 2002. This policy summarizes the minimum amount of information that must be protected when the computers and network administered by the university are used and information is handled. Following that, additional attention was drawn to these issues with the creation of the "Guidelines for Creating Contents Used on the World Wide Web by WIND (Waseda's Internet Domain)" in November of 2003, and "Handling Written Materials in a Web Context for Educational or Research Purposes" in March of 2004.
Under these conditions, the "Law Regarding the Protection of Private Information (Private Information Protection Law)" has been completely enforced since April 1, 2005. This university also utilized this opportunity to distribute the leaflet "You and Information Security-Personal Information and Copyright." which was directed at students, faculty and staff. This leaflet was based on the thinking that it is not only necessary to protect ones own personal information, but it is also essential that the privacy of others with regards to information must not be violated.Here, by clarifying personal responsibility with regards to various types of information and recognizing anew the significance of information security, efforts to provide information security as administered by Waseda University will continue to be promoted in the future.