Access to Student Academic Records Procedure

AC-REG-PRO-019
Access to Student Academic Records Procedure
DepartmentAcademic
Creation DateJuly 12, 2007
Approval DateApril 1, 2015
Effective DateSeptember 8, 2015

Purpose

This policy outlines the expectations surrounding access to student academic records.

Procedure

Access by a Student

A student may examine and/or have copies made of his/her academic record, with the exception of documents provided on the understanding of confidentiality.

Upon receipt of a written request received by the Office of the Registrar a student may review their academic record within three (3) days of the Office of the Registrar receiving that request.

The Statutory Powers Procedure Act (of Ontario), 1971, requires that, “where good character, propriety of conduct or competence of a party is an issue in any proceedings in a tribunal to which the Act applies (such as Academic Appeals), the party is entitled to be furnished with reasonable information pertaining to the allegations prior to the hearing.”

Michener Self-Service may be accessed at www.michener.ca/portal

Access by Former Students

A former Michener student may examine and have copies made of his/her academic record, with the exception of documents provided on the understanding of confidentiality.

A former student’s request to examine any part of his/her academic record must be made in writing to the Registrar. A response will be made within 10 working days of receipt of the written request.

Access by Michener Staff

Michener staff will have access to relevant portions of a student’s academic record only for the purpose of performing their legitimate duties.

Staff members requesting access to a student’s academic record for the purpose of conducting research must comply with Michener’s research policies and protocols and shall not have access to student’s name, address and phone number without the student’s written consent.

Access by Others

Information of a statistical nature officially required by provincial and/or federal governments and their agencies shall be given freely to those agencies, but those statistical requests that are not deemed compulsory by law will only be provided at the discretion of the Registrar.

Agencies engaged on behalf of Michener (such as collection agencies) may have access to relevant portions of the student’s academic record.

Accessing Michener Self-Service

Students who are enrolled in Programs of Study are set up with an Michener Self-Service user ID and a password once they are registered into their course of study.

Students who lock their accounts should contact the Information Management (IM) Helpdesk.

Michener Self-Service may be accessed at www.michener.ca/portal

 

Associated Documentation

Revision History

Date Reviewer Change(s) Made Policy Location(s)
March 24, 2015 Ronika Srdic, Registrar Minor revisions to reflect clarity in languge and current Michener practices