Release of Student Information

9. Release of Student Information

9.1 Disclosure to Students of their Own Records
9.2 Disclosure to Open Learning Faculty Members and Administrative Officers of TRU
9.3 Disclosure to Third Parties

9.1 Disclosure to Students of their Own Records

These provisions for access, retention and destruction of examinations are in accordance with British Columbia's Freedom of Information and Protection of Privacy Act.

1. Students have the right to access their academic and institutional records. To access their records, students must submit a signed request by mail or fax (emails are not acceptable) to the Registrar's office. Access is determined on an individual basis.

2. Students have the right to receive transcripts of their own academic record. However, TRU does not release official transcripts if a student is in debt to TRU.

3. No partial transcripts of a record are issued.

4. Students may access their examinations where information can be blocked if necessary, or where access to the examination as a whole does not compromise the integrity of the examination system. Where access may do the latter, OL reserves the right to deny access.

   OL examination scripts are normally retained for a one-year period after the examination has been written. Examination scripts are then destroyed.

   All other student information is retained and destroyed as per the provincial (BC) records retention practices.

9.2 Disclosure to Open Learning Faculty Members and Administrative Officers of TRU

Information about students may be disclosed without consent of the student to designated TRU officials only for purposes consistent with TRU activities.

9.3 Disclosure to Third Parties

1. Personal information is disclosed without student consent for the purpose of complying with a subpoena, warrant, or order issued, or made by a court, person, or body with jurisdiction to compel the production of information.

2. Necessary personal information may be released without student consent in an emergency if the knowledge of that information is required to protect the health or safety of the student or other persons.

3. Information may be released to agencies or individuals conducting research on behalf of a college or university or the educational system. This is done only under signed agreements to maintain confidentiality and to ensure no personally identifying information is made public. Research agreements are based upon Freedom of Information and Protection of Privacy Act standards.

4. Information may be shared with those educational institutions that offer programs in association, in partnership, or in collaboration with OL.

5. OL provides the TRU Alumni Association with graduates’ names, programs, and contact information, unless students request otherwise.

6. Other than in the above situations, information on students is released to third parties only with the written permission of the student.