<York Calendars<Undergraduate Calendar 2001-2002<Academic Information<Student Records

Access to Confidential Student Records and Disclosure of Information

1. Public Access

It is the Office of the Registrar's policy to make a minimum of information freely available to all inquirers. This includes the student's active registration status, current field of studies and degree(s) that have been conferred by the University and the date(s) of conferral. Except as specified below other information contained in the record will be disclosed only with the student's written consent. This restriction applies to requests from parents, spouses, credit bureaus and police.

2. Student Access

Students have the right to inspect all documents contained in their own record, with the exception of evaluations and letters of reference supplied to the University with the understanding that they be kept confidential.

Students have the right to request that erroneous information contained in their records be corrected and that recipients of any information found to be in error be advised of the correction.

Students wishing to inspect their record must make an appointment with the Associate Registrar, Records and Scheduling.

Upon written request to the Office of the Registrar, students whose fee account shows no outstanding balance may obtain an official transcript of their record of studies at the University 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 released or redirected.

3. Employee and student organization access

Employees of the University 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 or student affairs are given access to the contents of student records.

4. Student Organizations

By making a request to the Assistant Vice-President of Student Affairs, the central undergraduate student government, the York Federation of Students (YFS), and the central graduate student government, the York University Graduate Students Association (GSA), as well as constituent organizations authorized by them, may obtain listings of students for purposes of communicating with their membership. Listings will be provided by the Office of Student Affairs upon written request signed by an authorized officer with the understanding that the information will not be disclosed to a third party.

5. Legally Mandated Access

Specified records or portions thereof may be provided to persons or agencies pursuant to a court order, summons or subpoena 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.