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 PTIRU Student Records

Upon a student graduating from an approved program, transcripts and certificates are stored with Private Training Institutions Regulatory Unit (PTIRU) on their data storage site. Such documents can be retrieved by the school registrar or by PTIRU 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 PTIRU Data Storage

Student transcripts and diplomas are stored on a secure, cloud-based storage facility provided by PTIRU.

• CiiAT provides transcripts and diplomas stamped with the CiiAT seal
• Archived student contracts, diplomas, certificates, and transcripts are uploaded onto the PTIRU archiving service
  • PTIRU digital storage services are:
    • Time and date stamped
    • IP address logged
    • User logged

40.6 Student References and Educational Documentation

CiiAT may provide general documentation confirming a student’s educational qualifications, enrolment, program completion, or other verified academic information. CiiAT does not provide personalized references or individualized employment references for students or graduates.

CiiAT will provide educational documentation required for applications to governing and regulatory bodies at its earliest convenience. Students or graduates who require documentation from CiiAT for an application to a governing body, higher education institution, employer, or other organization should contact [email protected] and provide:

• The specific documentation required;
  • Instructions for how CiiAT must submit the documentation;
  • The name and contact information of the individual, organization, or governing body to whom the documentation must be submitted; and
  • Any copies of transcripts, certificates, or other documents required to accompany the submission.

Where physical documents must be printed and mailed, the student or graduate may be responsible for any applicable shipping and mailing costs. Such costs may be invoiced to the student or graduate.

Students may independently request a reference from their clinical supervisor; however, CiiAT does not guarantee that a clinical supervisor will provide a reference, as clinical supervisors independently determine whether they are able to provide one.

CiiAT will make reasonable efforts to complete and submit required educational documentation as promptly as possible, recognizing that processing times may vary depending on the nature and requirements of the request.