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• Students have the right to request that erroneous information
contained in their records be corrected and that recipients of any
erroneous information be advised of the correction.
• Students wishing to inspect their record must make an appointment
with the Registrar.
• Upon written request to the Registrar’s Office, students whose
account with the Business Office shows no outstanding balance
may obtain an official transcript of their record of studies at the
university to be sent to a third party.
• Transcripts issued directly to students bear the notation “Issued to Student”.
• Documents pertaining to a student’s achievement at another
institution, which may have been received by the university, will not
be returned to the student, released or redirected.
Employee Access
Employees of Redeemer are permitted access to information contained
in student records, if they need to know the information in order
to perform their official duties. As a general rule, only employees
involved in some aspect of academic administration, advising, or
student life are given access to the contents of student records. From
time to time the university may make contracts with third parties to
conduct research on its behalf. These organizations will be bound by
the same policies and will not be allowed to keep the information or
use it for other purposes.
Student Organizations Access
By making a request to the Registrar, the Redeemer Student Senate
(or student organizations authorized by them) may obtain listings
of students for purposes of communicating with their membership.
Listings will be provided upon written request, with the undertaking
that the information will not be disclosed to a third party.
Legally Mandated Access
Specified records or portions thereof may be provided to persons or
agencies pursuant to a subpoena, warrant or court order directing the
university to release information; to Statistics Canada and the Ministry
of Training, Colleges and Universities in connection with enrolment
audits; or in accordance with the requirements of duly constituted
professional licensing and certification bodies.
Emergency Disclosure
In emergency situations involving the health and safety of an
individual, or in compassionate situations, the Registrar (or designate)
may, if considered to be in the best interest of the student, authorize the
release of personal information about the student. The university will
then inform the student of the disclosure.
Student Records Breach
of Privacy Policy
Where it is suspected or evident that an unauthorized disclosure of
personal information, a privacy breach, has occurred, the individual
or individuals who are aware of the potential privacy breach shall
immediately notify the Chief Privacy Officer (CPO).
The CPO will forthwith strike a privacy breach committee composed of
appointed members of senior management to investigate the potential
breach. The privacy breach committee will:
• identify the scope of the potential breach and take the necessary
steps to contain it;
• identify those individuals whose privacy was breached;
• evaluate the nature of the information disclosed;
• evaluate whether, and how, notification of the affected individuals
should occur;
• evaluate who, in addition to the affected individuals, should be
advised of the privacy breach (in the case of OSAP, including the
program administrator for Redeemer at MTCU) and so advise those
individuals; and
• review policies and procedures relating to the circumstances
resulting in the privacy breach and provide recommendations to the
appropriate persons to prevent future breaches.
Name Changes
In accordance with the Registrar’s Office’s commitment to the integrity
of its student records, each student is required to provide, either on
application for admission or in personal data required for registration,
his/her legal name. Any requests to change a name, by means of
alteration or deletion, substitution or addition, must be accompanied by
appropriate supporting documentation. Upon making application for
graduation a student may be asked to provide proof of his or her name.
Transcripts
Copies of student transcripts will be issued at the student’s request,
subject to reasonable notice. The Request for Transcripts form should
be submitted in person or by writing to the Registrar’s Office. In
accordance with the Student Records Policy, the student’s signature is
required for the release of records. Transcripts issued directly to the
student are stamped “Issued to Student”. The Registrar’s Office cannot
be responsible for transcripts lost or delayed in the mail.
The fee for the first transcript is $5 and each additional copy is $3.
Transcripts requiring immediate processing (within 24 hours) are
assessed at $10. Under normal circumstances, official transcripts
are sent directly to the institution or agency specified by the student.
Students who request transcripts should bear in mind that it usually
takes one to two weeks before the transcript is received by the
institution or agency to which it is sent.
Official transcripts can be faxed if necessary. Faxed transcripts will be
assessed an additional fee of $1 per page. The hard copy of the faxed
transcript will be forwarded in the regular mail. Students should be
aware that some institutions will not accept faxed transcripts.
A transcript will be released only if all accounts (including tuition,
fees, and library fines) have been settled with Redeemer University
College.
Scholarships awarded on the basis of high academic standing
(requiring a minimum grade point average of 9.50) will be reflected on
a student’s transcript as well as terms during which a student attained
Deans’ Honour List standing. Decisions with respect to probation
or dismissal (academic or disciplinary) will also be reflected on the
transcript.
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