Creation, Maintenance and Retention of Student Records

Procedure Number: 
001
Policy Number: 
3206
Responsibility: 
Registrar
Approved: 
Senior Management Council
Effective: 
December 5, 2007
Procedure Statement: 

An Official Student Record is generated for each student. In some cases, such as very short courses, conferences or examinations without coursework, creation of a record for each student may be impractical and may be waived by the Division Director or the Registrar. Documentation of student course attendance and achievement is usually in the interest of both the student and the Institute. The required information should be recorded and maintained whenever possible.

1.  Creation and Retention of Applicant Records

1.  An applicant record is created as an active record when an applicant requests orally, in writing or electronically to be enrolled in a program, course or other student service. An applicant record is a temporary record and is retained as an active record until superseded or obsolete. It may be stored as an electronic file, paper file or both.

2.  An applicant record may include but is not limited to such items as completed application forms, transcripts from other educational institutions, applicant exam results, criminal record investigation results, reference letters, telephone reference notes, medical records and releases, assessment centre notes, psychological assessments and interview notes.

3.  An applicant record must contain:

  • documentation regarding the final determination of the application, such as a copy of a letter sent to the student confirming whether admission was granted or denied; or
  • a notation on the file indicating what, how, when and by whom the student was advised.

4.  Where an applicant is admitted as a student, the applicant record is purged of obsolete information such as interview notes and reference letters at the time of admission. The remaining information forms part of the Official Student Record

5.  Where an applicant is not admitted as a student, the applicant record is retained as a record until the end of the established appeal period, or, where no appeal period is specified, for a period of two years. An applicant record may be retained past the end of the established appeal period or for more than two years, if this is determined to be appropriate by the responsible Division Director.

2.  Creation, Maintenance and Retention of Student Records

1.  Creation and maintenance of student records is a distributed function based on the use of a shared electronic student database. This means that different elements of a student record may be created or modified by designated staff from a variety of Divisions. In most cases this will include staff from relevant program areas, Financial Services, and the Registrar’s Office.

2.  It is the responsibility of the Division to ensure that any staff member designated to create and maintain student records is qualified, properly trained and aware of the importance of maintaining the integrity of student records and protecting the privacy of the information contained in the record.

3.  A student record is initiated as an active record when a student is accepted for enrollment into a program or course. The student record includes information held by the Institute regarding any student who has enrolled in a course, program, examination or other student service. A complete student record includes both the Official Student Record and temporary records. Student records may be stored as electronic files, paper files, or both.

4.  An active record normally becomes inactive on the date that a student completes or withdraws from a program or course. At the end of the established appeal period, or, where no appeal period is specified, a period of two years, the inactive record is purged of temporary records and only information that is to be part of the Official Student Record is retained.

5.  A temporary student record may include but is not limited to such items as: application records, correspondence, interview notes, reference letters, telephone reference notes, psychological assessments, student exam papers, student assignments, lists of student assignment grades, exam schedules, class lists, class transfer documents, counseling records and financial assistance records

6.  The Official Student Record consists of the information required to produce an Official Student Transcript. It may contain additional information such as telephone numbers, e- mail addresses, gender, date of birth, aboriginal status, disability, citizenship, entrance test scores, prior learning assessment results, entrance requirements data, narrative evaluations, and records of academic misconduct and academic distinction and other information that a Division Director explicitly identifies as appropriate for that Division.

7.  The Official Student Record is retained as an active record while the student is registered in a course or program, plus one year. At the end of one year, the Official Student Record becomes semi-active and is retained for a period of sixty (60) years. A log indicating the location of the records is maintained as an active administrative record.

8.  The Institute may develop systems that enable students to enter and modify some personal information on their own student record. For example, students may be granted permission to amend address information electronically through the Internet

3.  Special Notations

Academic Distinction

1.  Academic Distinction is a level of excellence in student achievement recognized by the Institute as worthy of special notation on the Official Student Record. Program Council approves all academic distinctions that are to be recorded on the student transcript.

2.  An Academic Director advises the Registrar’s Office of recipients of Academic Distinctions. In consultation with the Division and the approval of Program Council, the Registrar’s Office creates the appropriate Academic Distinction notation and enters it into the student’s electronic record. Academic Distinctions are printed on the Official Student Transcript.

2.  Academic and Non-academic Discipline

1.  An academic or a non-academic discipline notation may be made on a student record for conduct that is deemed by an Academic Director to be in violation of the Institute’s Student Code of Conduct or other policy. Discipline may include oral cautions, written letters of warning, written reprimands, suspension or expulsion.

2.  The Academic Director determines the need and duration for a disciplinary notation on a student’s record and advises the Registrar’s Office. In consultation with the Director, the Registrar’s Office creates the appropriate discipline notation and enters it into the student’s electronic record. Discipline notations may be permanent or limited to a specified period of time.

3.  In accordance with standards recommended by the BC Public Post-Secondary Institution Senior Educational Services Officers Committee (SESOC) in November 2001 and approved by the BC Registrar’s Association (BCRA) in November 2002, the following student transcript notations will be used in cases of disciplinary dismissal:

  • Academic Discipline
  • Non Academic Discipline

4.  The notation appears on the Official Student Transcript either permanently or for a specified time period.

5.  The Registrar’s Office reviews disciplinary entries periodically and deletes those for which the established time period has expired. In such cases, reference to the discipline is removed from both the transcript and the student record.

6.  When issuing an Official Student Transcript, the Registrar’s Office reviews the student record to ensure that only discipline notations that have not expired are included.

7.  After a period of seven (7) years, a student may request the removal of a permanent disciplinary notation from his/her record. The decision to approve the request for removal of a permanent disciplinary notation will be made by the Registrar after consultation with senior management of the Institute as appropriate.

Retention of Course Outlines

1.  Course outlines are retained, as semi-active files, by the Division for sixty years after they are superseded because they retain primary (operational) value for describing courses offered by the Institute in the past. A log indicating their location must be maintained as an active administrative record.

Last updated August 5, 2015