Access to Student Records

Number: 4400
Approval Date: Apr/91
Last Amendment: Feb/99
Authority: VP ACAD

POLICY REGARDING ACCESS TO STUDENT RECORDS

The University of Victoria collects personal information pursuant to the University Act, RSBC 1996, c. 468 and section 26 of the Freedom of Information and Protection of Privacy Act. The information is used for the purposes of admission, registration and other fundamental activities related to being a member of the University of Victoria community, including its alumni and to attending a public post secondary institution in the Province of British Columbia. The information may also be used for research purposes but in those cases individual identities will be removed.

Personal information may not be released to anyone except as provided in the Freedom of Information and Protection of Privacy Act. University employees and faculty members are allowed access to student's academic records only in pursuit of their duties. Students may access their own records with respect to this legislation and on presentation of photo identification at the Office of the Registrar and Enrolment Services.

Personal information requested on application for admission and re-registration forms is used for the following purposes:

Name (including previous surnames):
Identification of documents, application materials, records.

University of Victoria Student Number:
Identification of documents, application materials, records.

Personal Education Number:
Identification of documents, application materials, records.

Birthdate:
Identification of documents, application materials, records, statistical information, eligibility for some awards and/or considerations, assessment of medical premiums.

Social Insurance Number:
Identification of documents, application materials, records, taxation and tax deduction forms.

Citizenship and Immigration Status:
Statistical information, assessment of medical premiums, assessment of fees.

Date of Entry into Canada:
Eligibility for TOEFL waiver.

Address:
University mailing purposes only.

Previous Education (including award information):
Eligibility and suitability for admission and re-registration, statistical information.

Letters of Reference:
Letters of reference that have been explicitly supplied in confidence to the University are protected from disclosure unless permission is given by the writer. A summary of the contents that does not reveal the identity of the author must otherwise be supplied to the student about whom the letter has been written. If it is not explicitly stated that the letter is supplied in confidence, the letter will be accessible to the student.