Policy #40: Student Records and Retrievals

40.1 Purpose

All student records are confidential documents and are to be accessed only by CiiAT faculty, staff, the Program Advisory Committee and the Directors. As per the Personal Information Protection and Electronics Act (PIPEDA), a student may have access to their personal file by making a written request to administration and viewing the file under the supervision of the administrator.

40.2 PTIB Student Records

Upon a student graduating from an approved program, transcripts and certificates are stored in a Private Training Institutions Branch (PTIB) approved data storage site. Such documents can be retrieved by the school registrar or by PTIB administration if the school is no longer in operation.

All student files must include:

• an enrollment contract;
• results of admission requirements;
• signed and completed transcripts;
• financial records, including payment records;
• student loan documents and any refunds;
• copy of certificates, diplomas; and
• student dispute, dismissal and/or withdrawal information.

40.3 Maintenance and Backups of Student Records

As student transcripts and financial records are maintained in electronic format, the school has enabled multilayered security. Duplication of critical information is stored, maintained and backed up through a cloud-based accounting software, storage solutions, and on the school’s server.

40.4 Retrieval Security

Electronic student records are accessible by password by CiiAT Directors and Managers, the Academic and Registrar Departments, and other relevant administrative personnel. Current and former students may request formal transcripts or transcript copies at any time. Upon request, copies of student records will be made available to the student at a fair and reasonable cost.

40.5 Transcript Protection and CUBE/MIRIA Global Storage

Student transcripts and diplomas are stored on a secure, cloud-based storage facility in accordance with PTIB requirements.

• CiiAT provides transcripts and diplomas stamped with the CiiAT seal
• Archived student contracts, diplomas, certificates, and transcripts are uploaded onto MIRIA Global Storage, a PTIB-compliant student record archiving service
  • MIRIA Global Storage services are:
    • Time and date stamped
    • IP address logged
    • Email address logged