Purpose and Description of Records:
These records are stored on the Student Information System (SIS) computer database, and
comprise the University's official, permanent academic record of every student who has attended
the University since 1967. They are used by University staff to monitor students' academic progress
while they attend the University, and they provide data from which official transcripts are
produced.
Each SIS entry contains the student's Permanent Academic Record, which includes the student's
name (and previous names, if any); student number; date of birth; sex; social insurance number;
most recent address; citizenship; previous degrees from other institutions; basis of admission to
current program; sessions attended; transfer credits; record of courses, grades, and credits; awards
information; sessional evaluation notes; degrees conferred; and disciplinary notices. Additional
information includes (but is not necessarily limited to) the record of fees assessed and payments
made; registration eligibilities and activity log; and advising comments and notes.
The database is accessible on-line to other University academic offices, in order to monitor the
academic progress of students in their programs. However, the records cannot be altered except by
staff who have received authorization from their Dean of Faculty or School Director; such
authorization in turn is approved by the Registrar's Office.
Students originally registered before 1967, and who have returned to the University since then,
have their old records "back-coded" from their old records on to SIS (see Schedule 006-05, "Student
Record Cards"). |