All students have the right to have their private information protected. All staff shall take steps to protect the privacy, confidentiality and security of students’ personal information that may be provided to the college in the course of our business. This commitment applies to current, past and prospective students.
Student records must include the student enrolment contract, transcripts, certificate/diploma issued, financial records including payment records, student loan documents and any refund, student dispute, and/or withdrawal/dismissal information.
Hard (paper) copies of full student records are kept for 7 years and electronic copies containing the student enrolment contract, transcript and certificate/diplomas if issued are kept for 25 years. Electronic copies are also given to an external vendor 30 days after graduation who also keeps them for 25 years in compliance with the Private Training Institutions Branch (PTIB) PTA bylaw requirements.
Sprott Shaw College complies with all privacy policies and student record management, use and retention policies that are consistent with the applicable provincial and federal protection of privacy legislation as well as all registration/accreditation/designation obligations. The college maintains student records and provides for their safe storage, with accessibility for future reference. Only authorized individuals have access to the student records.
Sprott Shaw College provides redundant approved off-site third party storage of student records for a period of 25 years from the completion of the student’s studies or their date of withdrawal/disenrollment. These records are stored in electronic form and include the student’s enrolment agreement, transcript and a copy of the certificate/diploma if issued in compliance with the Private Training Institutions Branch (PTIB) PTA bylaw requirements.
Student Record Accuracy
The Campus Director is responsible for the integrity and accuracy of student records. The Campus Director is responsible for the maintenance of all permanent student records, issuance of grade reports and/or attendance reports, issuance of student transcript records, and processing of student status changes. Internal processes are in place to ensure the authenticity and accuracy of student transcripts for both electronic records available to students and official transcripts forwarded to other institutions on the students’ behalf.
Correction of Student Records
Students have the right to correct their record when they believe it is inaccurate, misleading or constitutes a violation of their privacy rights. Students who wish to correct or modify their records must confer with their Campus Director. As part of the request, the student should identify the specific part to be changed, and indicate why it is inaccurate, misleading or constitutes a violation of his/her privacy rights. The Campus Director will determine if the claim to change the information is legitimate and notify the student within a reasonable period of time, but in no case more than ten (10) business days after the request was made, of the decision. If a change is granted, the Campus Director will notify the student in in writing that the record has been amended, along with a summary of the specified modifications.
Disclosure of Student Records
All information, ideas, or documents disclosed or submitted by the student as part of his/her education program at Sprott Shaw College is disclosed or submitted upon the understanding that the recipient adheres to all Provincial and Federal personal information protection legislation. Sprott Shaw College may disclose student information and provide notice/confirmation to authorized funding and sponsorship agencies for students receiving student assistance. This information may include, but is not limited to, the student’s continued enrolment, withdrawal, attendance and/or graduation from the program for which s/he was granted student assistance. In the case of international students, Sprott Shaw College will disclose to Citizenship and Immigration Canada information related to the student’s withdrawal/dismissal and attendance. The College may use student information for research analyses, employment assistance, student satisfaction reports, institutional effectiveness and student follow-up, account payment, and/or contacting students to inform them about additional educational or alumni opportunities. In addition, students’ names and personal identification information, the name of their program and the tuition paid may be forwarded to accrediting bodies such as the Private Training Institutions Branch (PTIB) for the purposes of administering the Student Protection Tuition Fund etc. This information has to be collected by accrediting and regulatory bodies in compliance with, and in the manner authorized under relevant Freedom of Information and Protection of Privacy Legislation.
Colleges may disclose information from the student’s academic file on a need-to-know basis. Any disclosure of information to third parties can only be made with the written consent of the student or as authorized by provincial or federal law. Exceptions to this policy can be made in the following circumstances:
- To school officials who present a legitimate academic interest in the records (school officials include employees in the administrative, supervisory, research, support or staff positions, as well as persons employed or under contracts, such as auditors, consultants and legal counsel).
- To officers of the Canada Student Loans Program in the province.
- If required by provincial or federal laws requiring disclosure.
- If required by provincial or federal law enforcement agencies or Immigration Canada officials.
- To accrediting commissions or provincial licensing regulatory bodies in the course of their duties.
- To comply with a judicial order or lawful subpoena.
- To appropriate and designated parties in the case of health or safety emergencies.
- To parents or legal guardians of underage students regarding a student’s violation of college regulations pertaining to the use or possession of controlled substances or alcohol.
- Directory information.
- As otherwise authorized by the law.
Student Aid Records
Student Aid Records are maintained in compliance with Provincial student aid requirements including:
- Documentation confirming the student meets Admission Requirements
- Copy of the Student’s Appendix 3
- Copy of the Student’s Attendance Records
- Copy of the Student’s Enrolment Agreement
- Copy of all other Student Loan Documents
- Evidence of academic performance and progress
- Copy of identification documents
These records must be readily available for review by Student Aid Officials.
Seven years from the date of the student’s graduation, dismissal or withdrawal, these records can be reduced to the Enrolment Agreement, Transcript and Certificate/Diploma.
Inspection of Records
Sprott Shaw College respects the privacy and protection of personal information and does not disclose personally identifiable information about students or employees to unauthorized third parties without consent consistent with Provincial and Federal personal information protection legislation. Student records may be reviewed on a confidential basis by authorized third-party authorities such as accreditation, student assistance or authorized government officials, and/or part of compliance or operational requirements.
Students who wish to inspect and review their education records should submit a written request to the Campus Director. The request should identify as precisely as possible the records he/she wishes to inspect. If the requested records are subject to inspection and review by the student, the Campus Director will make the necessary arrangements for access within a reasonable period of time, but in no case more than ten (10) business days after the request was made, and will notify the student of the time and place where the records may be inspected. The Campus Director will ensure the presence of a Sprott Shaw College appointed representative during the inspection and review of the student’s records.
When a record contains personally identifiable information about more than one student, the student may inspect and review only those records which relate to him/her personally, with information pertaining to other students being redacted.
Refusal of Access to Student Records
The students’ right to access their records does not extend to disclosure of information about third parties that may be contained in their student file; in particular, it does not extend to:
- Inspecting third-party documents, such as financial statements from parents or legal guardians.
- Documents, letters of recommendation and statements unless the third party has provided permission in writing for the student to review.
- Records pertaining to an application to the college, if that application was denied for whatever reason.
- Documents that do not fall within the definition of educational records, such as instructor, alumni, employment assistance and internship records after graduation.
Requests for Transcripts and Diplomas
The Campus Directors are responsible for authorizing the issuance of student transcripts. Each graduating student will receive one official original final transcript, two official duplicate transcripts and one official original diploma upon successful completion of his/her program. There will be a fee of $10 for every additional official duplicate transcript and $15 for every additional official duplicate diploma issued to a graduate. The processing time will be one week.
Education Verification and Analysis
There will be a fee of $100 for completion of Education Verification and Analysis reports for former Sprott Shaw College PN grads who want to be licensed in another province or country. The processing time will be one week.