<General Information<Academic Information

Access to Student Record Policy

By applying for admission to York University and by enrolling in a program at the University, students accept the Registrar's Office's right to collect pertinent personal information. The information is needed to establish a record of their performance in programs and courses, provide the basis for awards and governmental funding and to assist the University in the academic and financial administration of its affairs. Students also agree that all documentation that they submit to the University in support of an application for admission, residence accommodation or financial award, or any petition or appeal, becomes the property of the University.

York University is committed to taking every reasonable step to protect the confidentiality and privacy of the information contained in the records of students. Unless compelled to do so by law, or authorized by the student in writing, the Registrar's Office will not disclose the confidential contents of student records to any party outside the University.

An electronic record of students' achievements at the University are preserved permanently, but all other documentation contained in students' files may be destroyed when no longer required.

Access to Confidential Student Records and Disclosure of Information

Public access

It is the Registrar's Office'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.

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, Student Services.

Upon written request to the Registrar's Office, 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.

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.

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.

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.

Transcripts of Academic Record

Copies of student transcripts will be issued at the student's request. Transcript requests are normally processed as follows:

• Undergraduate: Students who attended after 1982 - five business days.
• Undergraduate: Students who attended York prior to 1982 - 10 business days.
• Graduate: 10 business days.

Note: These timelines are usually met throughout the year, however, transcript orders may be delayed during peak periods: January, May/June and September/October. Please plan accordingly.

In accordance with the Registrar's Office Policy on Access to Student Records, the student's signature, or Passport York login is required for the release of records. Transcripts issued directly to the student are stamped "Issued to Student". The Registrar's Office cannot be responsible for transcripts lost or delayed in the mail.

Methods of Ordering Transcripts

Transcripts can be ordered online by going to http://www.registrar.yorku.ca/services/everything/transcripts/index.htm and following the instructions. You must know your student number in order to use this system.

If you are unable to use the online system, you may order your transcripts in person at Student Client Services in the Student Services Centre, by mail or by fax (416-736-5444). Telephone requests for transcripts cannot be accepted.

Requests by fax and mail must be accompanied by the following information:

• Full name when registered as a student and your current name if different;
• York student number (or your date of birth and Social Insurance Number) and the degree pursued, e.g. BA, MBA or PhD;
• Current mailing address and a daytime telephone number;
• The number of transcripts required;
• The complete name and address of where you would like the transcript(s) sent;
• Visa or MasterCard information;
• Your signature.

Picking up a transcript

If someone other than the student plans to pick up your transcript, you must give that person a signed authorization identifying the person and that they are authorized to pick up your transcript. Photo identification will be required.

Payment

The Registrar's Office accepts debit cards, money orders (payable to York University), Visa and MasterCard. Payments by debit card are only accepted with in person orders made at the Registrar's Office. Payments by cheque are not accepted.

When paying by credit card students must include their name, the type of credit card (we accept Visa and MasterCard), the credit card number, the card's expiry date and their signature.

Transcript fees must accompany all orders.

Incomplete orders cannot be processed.

Restriction

In accordance with University policy, transcripts will not be released to students who have an outstanding account with the University.

Change of Name

As the Registrar's Office is committed to the integrity of its student records, each student is required to provide, either on application for admission or in personal data required for registration, his/her legal name. Any requests to change a name, by means of alteration or deletion, substitution or addition, must be accompanied by appropriate supporting documentation. Upon making application for graduation a student may be asked to provide proof of his/her name. Students may verify their official name on record through the Web at the Current Students Web site (http://www.yorku.ca/yorkweb/cs.htm).

Change of Address

A student must maintain current and up-to-date permanent and mailing address information on the records of the University in order to receive pertinent mailings, such as Sessional Identification Cards.

Address changes are done through the Web at Current Students Web site (http://www.yorku.ca/yorkweb/cs.htm).

Emergency Situations Requiring Student Access

On occasion, a personal emergency may require you be contacted quickly. Since the Keele campus of the University comprises some 578 acres, 60 buildings, 275 classrooms, seminar rooms and lecture halls, and has a population of more than 50,000, no campus-wide public address system can be provided. The Security Control Centre, once satisfied, will only consider contacting a student in class when a request is deemed urgent or life-threatening.

Limited physical resources and associated constraints make it impossible to guarantee contact.

Students are urged to provide those who may need to be reached in an emergency with an up-to-date copy of their class timetable, specifying days, times and locations.

Notification of Disclosure of Personal Information to Statistics Canada

Statistics Canada is the national statistical agency. As such, Statistics Canada carries out hundreds of surveys each year on a wide range of matters, including education.

It is essential to be able to follow students across time and institutions to understand, for example, the factors affecting enrolment demand at postsecondary institutions. The increased emphasis on accountability for public investment means that it is also important to understand "outcomes". In order to carry out such studies, Statistics Canada asks all colleges and universities to provide data on students and graduates. Institutions collect and provide to Statistics Canada student identification information (student's name, student ID number, Social Insurance Number), student contact information (address and telephone number), student demographic characteristics, enrolment information, previous education and labour force activity.

The Federal Statistics Act provides the legal authority for Statistics Canada to obtain access to personal information held by educational institutions. The information may be used only for statistical purposes, and the confidentiality provision of the Statistics Act prevent the information from being released in any way that would identify a student.

Students who do not wish to have their information used are able to ask Statistics Canada to remove their identifying information from the national database.

Further information on the use of this information can be obtained from Statistics Canada's Web site: http://www.statcan.ca/english/concepts/ESIS/index.htm, by writing to the Postsecondary Section, Centre for Education Statistics, 17th Floor, R.H. Coats Building, Tunney's Pasture, Ottawa, K1A 0T6 or by calling 1-613-951-1666.