Creation, Maintenance and Retention of Student Records

Procedure Number: 
001
Policy Number: 
3206
Responsibility: 
Vice-President, Academic
Approved: 
Senior Management Council
Effective: 
December 5, 2007
Last Amended: 
September 26, 2019
Procedure Statement: 

Scope

This procedure forms part of the JIBC Creation, Maintenance and Retention of Student Records Policy (the “Policy”) and should be followed and applied in relation to student records under the Policy. Terms are as defined in the Policy.

Procedural Guiding Principles

Student records are collected in compliance with B.C.’s Administrative Records Classification System (ARCS) and JIBC’s Operational Records Classification System (ORCS), which constitute the authorities for creation, maintenance, and retention of student records.

Creation of Student Records

  • When a student registers for a course, an electronic record is created and forms part of the permanent student record.
  • When a program application is received, an electronic record is created. Supporting documents such as, but not limited to, transcripts from previous institutions, criminal record checks, letters of reference, etc., are temporary until such time as the applicant is accepted in the program, at which point they become part of the permanent student record. 
  • A temporary student record is created in the financial aid office when a student applies for scholarships or bursaries. If the applicant is awarded a scholarship or bursary an electronic record is created and forms part of the permanent student record. If the applicant is not awarded the scholarship or bursary the file remains temporary.
  • A temporary student record is created in academic divisions when a student is engaged with courses or is progressing through a JIBC program of study.
  • A temporary student record is created in the Dean’s office when a student initiates a formal appeal related to academic or non-academic matters. A copy of the final outcome of any appeal is forwarded to the Registrar’s office and becomes a matter of the permanent student record. 

Maintenance and Retention of Student Records

  • Different elements of the student record may be created or modified by designated divisional staff.
  • Staff with the ability to modify a student record are trained and have relevant access to the student record.
  • Temporary records exist in divisions in the Institute but the permanent student record is retained in and maintained by the Registrar’s Office.
  • Students are encouraged to keep their demographic information up to date and can request changes to this information through the Registrar’s office.
  • Student academic records are retained in accordance with JIBC’s ORCS.
  • Student financial records are retained in accordance with B.C.’s ARCS.

Destruction of Student Records

  • Student academic records are destroyed in accordance with JIBC’s ORCS. 
  • Student financial records are destroyed in accordance with B.C.’s ARCS.
  • With the approval of JIBC’s Chief Records Officer, longer retention periods may be established if they are considered to be in the interest of the Institute.

Last updated October 18, 2019