Student Records

Policy Number: 
3206
Policy Responsibility: 
Vice-President, Academic
Approved: 
Board of Governors
Effective: 
September 27, 2007
Last Amended: 
September 26, 2019

Context / Purpose: 

The Justice Institute of British Columbia (“JIBC” or the “Institute”) is mandated under the College and Institute Act (RSBC 1996, c.52) to provide education and training in the area of public safety careers. As such, JIBC is accountable to its board and to the Government of British Columbia (“B.C.”) to ensure that records under its custody and control are secure, complete, accurate, and that only necessary information is collected and retained.

Student records created and maintained by the Institute contain information essential to the organization’s mission, long-term goals, and ongoing operations. Records within the Institute are collected in compliance with B.C.’s Administrative Records Classification System (ARCS), JIBC’s Operational Records Classification System (ORCS) and the Information Management Act (RSCB 2015 c. 27). JIBC’s ORCS constitutes the authority for creation, maintenance, and retention of student academic records. Student financial records will follow the information schedules outlined in B.C.’s ARCS.

Policy Statement: 

This policy applies to all student records, both permanent and temporary, under the custody and control of the Institute whether they be in print or electronic form. Records are collected and protected in accordance with the Freedom of Information and Protection of Privacy Act (RSBC 1996, c. 165). All student records will follow a retention and destruction schedule in accordance with B.C.’s ARCS and JIBC’s ORCS.

Scope: 

This policy applies to all JIBC employees and any other authorized individual who has access to student records held within the Institute regardless of the format. Anyone creating student records will adhere to this policy and its related Procedures.

Definitions: 

Official Student Record - Student information that is collected by the Institute to conduct business related to education and training in public safety with individuals. The official student record is comprised of permanent records and may also contain temporary records.

  • Permanent Record - A student’s permanent record consists of information collected such as demographic information, a unique student identification number, courses taken at the Institute, grades achieved, graduation status, any awards or grants received, and any formal notations related to academic performance or student conduct. The permanent record will also contain documents collected during the admissions process such as transcripts from different institutions, any prior learning requests, criminal record checks, reference letters, any assessments required in the admissions process, letters related to the decision on any formal appeals both academic and non-academic where the decision would not appear on the transcript, letters related to student misconduct where the decision would not appear on the transcript, notations related to academic performance that would not appear on the transcript and any other academic matter where the institution has made a decision as it relates to the academic experience of the student. Electronic permanent records are maintained by the institution for a period of 60 years. Paper records are maintained in accordance with B.C.’s ARCS, JIBC’s ORCS and the Information Management Act. The Office of Primary Responsibility (OPR) for permanent records is the Registrar’s Office.
  • Temporary Record - A student’s temporary record consists of information such as attendance, tests or essays submitted while in a course with the Institute, informal decisions related to conduct, correspondence between instructors and students, rating sheets and scores that are used to evaluate performance, applications for bursary and awards that were not granted, and any other material that is used during the time frame when a student is engaged in a course with the Institute. The retention schedule varies depending on the nature of the records and the function performed, and are in accordance with B.C.’s ARCS, JIBC’s ORCS, and the Information Management Act.

Registrar – The registrar of the Institute.

Student – A person the Registrar recognizes as being enrolled in a course or program of studies at the Institute. 

 

Student Awareness:

Students are required to make themselves aware of all JIBC policies and procedures. Lack of awareness of this or any other JIBC policy does not excuse a student from responsibility for their actions. 

 

Employee, Faculty and Contractor Awareness:

Employees, faculty and contractors are required to make themselves aware of all JIBC policies and procedures. Lack of awareness of this or any other JIBC policy does not excuse an employee from responsibility for their actions.

Last updated October 18, 2019