TEAS Declaration

Declaration and Notice of Collection, Use, Disclosure and Treatment of Your Personal Information Provided as Part of Your Ontario Teacher Education Application Service (TEAS) Application

The Ontario Universities’ Application Centre (OUAC) is a division of the Council of Ontario Universities (COU). We process applications for admission to Ontario university programs on behalf of the Ontario universities. To apply for admission to a faculty of education at a university in Ontario, your application must be processed through the OUAC. We forward your application to the universities of your choice.

We are committed to protecting your privacy in relation to the personal information you provide in support of your application.

By applying through the OUAC, you agree that your chosen universities will obtain the personal information you provide to us and that we will collect, use, disclose and otherwise manage your personal information as set out in this Declaration and Notice.

Universities may use and disclose your personal information for other purposes in accordance with their own admission and personal information policies and practices, including requirements for government enrollment reporting, which you must investigate yourself.

Your Responsibilities

  • Provide all the personal information requested in this application, along with your application fee. Universities will not consider incomplete applications. Universities may require additional personal information and/or submissions to complete your application.
  • Pay for your application. Fraudulent use of credit cards and demanding/obtaining unauthorized application fee reimbursement is considered unethical.
  • Keep your OUAC username, password and application reference number confidential and secure. Notify us immediately if you suspect any unauthorized access, use or disclosure of this information.
  • Ensure that your application information, and all supporting documentation, is truthful, complete and correct, and that any personal submissions are authored solely and entirely by you. We and the universities reserve the right to verify any information provided as part of this application. If you withhold information or submit any information that is determined to be false, misleading, or written by a third party, we and/or the universities may, at our absolute discretion, invalidate the application, resulting in its immediate rejection or in the revocation of an offer of admission or registration at a university. Any such information may be shared by the OUAC, or by universities and colleges, with other universities and colleges across Canada.
  • Protect the personal information in your application and do not provide it to other organizations in any form (e.g., paper, PDF).

Collection of Personal Information

  • We collect the personal information you provide in your application, or in reference to your application, to process your application to your chosen universities.
  • We collect your Ontario Education Number (OEN), when it is provided on your transcript, and will keep it as a personal identifier for your OUAC application.
  • We collect information about your status as a Canadian Aboriginal/Indigenous person, if you choose to provide it. You are not required to provide this information; however, if you do, we will forward it to your chosen universities so they can inform you of specific services available to Canadian Aboriginal/Indigenous students.
  • We collect payment information when you pay (or someone else pays) for your application. We use this information to process your payment. All credit card processing is done by a third party and no cardholder data is collected, transmitted or stored on OUAC systems.

Use of Personal Information

  • We use your personal information to compile and process your application and payment.
  • We use personal information from all university applications to create aggregate, non-personally identifiable statistical reports. This information may be used by the following groups:
    • The public, via the OUAC website
    • Ontario faculty of education admissions committees
    • Ontario universities
    • The COU
    • The Ministry of Advanced Education and Skills Development (MAESD)
    • The Ministry of Education
    • Academic researchers (at the discretion of the OUAC and the faculties of education) for admissions, enrollment and other academic policy development and research purposes
  • We and/or the universities use your email address to communicate with you.
  • If you order electronic transcripts in support of your application, we may use your personal information to process your transcript request.
  • We and/or the universities use your date of birth for identification and document matching.

Disclosure of Personal Information

  • We disclose your demographic, academic and university/program choice data, including responses to offers, to the universities you apply to.
  • If you apply to a joint or collaborative university/university or university/college program, we and/or the universities disclose your application information to the relevant partner Ontario colleges or universities.
  • If a third party pays for your application and has questions about the payment, we disclose your personal information, as necessary and appropriate, to respond to these questions.
  • We and/or the universities may disclose your personal information to validate or assign an Ontario Education Number (OEN). The OEN Registry is maintained by the Ministry of Education, and is used for tracking and research purposes by the Ministry of Education, the MAESD, and postsecondary institutions, as outlined in the Ministry of Training, Colleges and Universities Act (MTCU Act).
  • We disclose your OEN to your chosen universities in order to maintain the OEN registry.
  • We may disclose personal information to the MAESD for policy development and research purposes, as outlined in the MTCU Act.
  • We and/or the universities notify universities and colleges across Canada, at our absolute discretion, if you withhold information or submit any information connected with your application that is determined to be false, misleading, or if it contains evidence of academic dishonesty or inappropriate or unethical conduct. Fraudulent use of credit cards or demanding/obtaining unauthorized application fee reimbursement is considered unethical.
  • We disclose personal information from all university applications in aggregate, non-personally identifiable statistical reports. This information may be used by the following groups:
    • The public, via the OUAC website
    • Ontario faculty of education admissions committees
    • Ontario universities
    • The COU
    • The MAESD
    • The Ministry of Education
    • Academic researchers (at the discretion of the OUAC and the faculties of education) for admissions, enrollment and other academic policy development and research purposes.
  • We and/or the universities may disclose your personal information to regulatory authorities, law enforcement or other persons, as authorized or required by law.
  • If you order electronic transcripts in support of your application, we disclose your personal information to the institutions from which you have ordered your transcripts, in order to process your transcript request.

How Do We Protect Your Personal Information?

  • If you submit an application, but you do not register in a faculty of education at an Ontario university, we destroy any original documentation or paper records related to your application.
  • At the end of each application cycle, we destroy any supplementary material you submit in support of your application. This material will not be returned, forwarded or copied to you, and will not be forwarded to third parties, prior to being destroyed.
  • We keep current and historic electronic versions of your applications, in accordance with our Records Retention Policy.
  • We maintain administrative, technical and physical safeguards in an effort to protect against unauthorized access, use, modification or disclosure of your personal information.
  • We store electronic records off-site as part of our disaster recovery procedures.
  • We maintain the confidentiality of all personal information we collect in connection with your application and disclose such personal information only for the purposes described in this Declaration and Notice.

More Information

  1. Review our Privacy Code
  2. Contact the OUAC Privacy Officer:
    170 Research Lane, Guelph ON  N1G 5E2
    Phone: 519-823-1940
    Email: privacyofficer@ouac.on.ca

Last updated: July 20, 2017