This online version is for convenience; the official version of this policy is housed in the University Secretariat. In case of discrepancy between the online version and the official version held by the Secretariat, the official version shall prevail.
Approved By: President
Original Approval Date: March 13, 1996
Date of Most Recent Review/Revision: April 5, 2021
Office of Accountability: Provost and Vice-President: Academic
Administrative Responsibility: Enrolment Services
1.01 The purpose of this policy is to provide guidance regarding the Student Academic Record, noting how and when this information is collected, shared, used, and retained.
2.01 Student: For the purposes of this policy, a Student is defined as an individual registered in a for-credit academic program and/or for-credit course(s) approved by the Senate.
2.02 Student Academic Record: includes academically-related and biographical information collected about a Student, applicant, or former Student of the university in a for-credit degree program. Also known as the Ontario University Student Record (OUSR). See Appendix A: Documents Included in the Student Academic Record and Official Academic Transcript.
2.03 Official Academic Transcript: Presents information about a Student’s academic performance and status. For information about what is included in the Official Academic Transcript, see Appendix A: Documents Included in the Student Academic Record and Official Academic Transcript.
3.01 This policy applies to Student Academic Records for all Students as defined above in section 2.01 held by the university and Martin Luther University College (Luther).
Enrolment Services and the Faculty of Graduate and Postdoctoral Studies (FGPS) are responsible for the development, maintenance, and control of undergraduate Student Academic Records and graduate Student Academic Records respectively. Once admissions decisions have been made, Enrolment Services (for undergraduate students) and FGPS (for graduate students) will provide the same services and support to Luther students as it does university academic faculties with respect to the Student Academic Record. Information pertaining to the Student Academic Record will be shared and retained within the university in accordance with the university’s record retention policies and practices.
4.02.01 Upon submission by the Student, documentation received by the university in support of an application for admission becomes the property of the university.
4.02.02 Students have the right to request access to or correction of their Student Academic Record in accordance with procedures developed by Enrollment Services such as transcript or academic record requests. For other requests, please contact the University’s Privacy Office or see Policy 10.1 Privacy Protection and Information Access.
Access to a Student’s Academic Record may be restricted and academic documents such as the grade report, Official Academic Transcript or diploma may be withheld from Student access or from external distribution if funds are owing to the university by the Student or if their academic status is under review or appeal.
4.04.01 Information contained in the Student Academic Record may be used for authorized research purposes without the prior approval of the Student provided the Student's identity is not revealed and cannot be re-identified with the information shared or in combination with other publicly available information.
4.04.02 Research involving Student Academic Records will be permitted in accordance with the Procedure for Granting Access to Student Personal Information for Research Purposes.
Information in the Student Academic Record may be shared with third parties as allowable or required by legislation, university policy, the Notice of Collection, Use and Disclosure of Personal Information, or with the student’s consent. For further information regarding access granted to third party student organizations (such as the Graduate Students Association and Wilfrid Laurier University Students Union), please see the Procedure for Granting Access to Student Personal Information by External Official Student Organizations.
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