Student Records

NorQuest College creates and maintains the student records necessary to meet administrative and academic needs. We collect, retain, use, disclose, and dispose of all information collected in accordance with related departmental/program business practices, official manuals of the college, provincial/federal legislation pertaining to access to information and protection of privacy, and the following policies and procedures:

Student Records Retention Practice

The official student record is maintained by the Office of the Registrar for a period of three years after final activity (withdrawal, completion, or graduation). Information of a permanent nature is captured on the electronic record and includes transcript information, final grades, withdrawal information, anecdotal information, and, in some instances, final summaries of clinical/work experience/reference documentation. Once the three-year criterion has been met, the electronic record becomes the permanent student record.

Official Student File and Record

The official student file and official student record are under the custody and control of the Office of the Registrar, which is accountable for the management of these records. Additional records relating to students may also exist in academic areas and in personal information banks elsewhere in the college. Original completed student releases, consents, waivers, and other agreements must be sent promptly for placement on the official student file in the Office of the Registrar.

Official Student Transcript

An official transcript of the student academic record is created, maintained, and held under the custody and control of the Office of the Registrar. This is considered confidential information and will not be released without the student's written consent unless required by law.

The official transcript includes the official student name(s) and address, student identification (ID) number, courses, grades, academic standing statuses, and credential(s).

An official transcript is generated and mailed to the student upon graduation from a program. Copies can be obtained upon request from the Office of the Registrar. It is the student’s responsibility to ensure that his or her contact information remains current.

Unofficial Transcript

An unofficial list of grades assigned for courses attempted during the current term, including any grades for previous terms, can be generated at any time by accessing MyQuest.

Change of Name and Address

This information is considered confidential and is used only for official college business. Having students’ current name, address, and contact information on file with the college is critical to effective college communications with students and alumni.

Change of Name

All name changes must be submitted in writing and accompanied by at least one of the following official government-issued identification forms:

  • Marriage/name change certificate,
  • Valid driver’s licence,
  • Passport, or
  • Citizenship documentation.

Only a current ID document or card will be recognized as valid. An expired ID document or card will not be accepted for a name change.

Change of Address

Students may change their address and telephone number by:

  • Using the self-serve option on MyQuest,
  • Completing and submitting the Change of Personal Information form to the Office of the Registrar, or
  • Mailing a post office change notice to the Office of the Registrar.

Freedom of Information and Protection of Privacy (FOIP)

The Alberta Freedom of Information and Protection of Privacy (FOIP) Act is provincial legislation that applies to all information collected, used, and disclosed by the college as well as all records in the custody or control of the college except those records explicitly excluded by the Act.
 
The FOIP Act aims to balance the public’s right to access records with the individual’s right to privacy. The purposes of the FOIP Act are as follows:

  • Provide access to much of the recorded information held by public bodies
  • Protect the privacy of individuals by controlling the collection, use, and disclosure of personal information
  • Allow individuals the right of access to personal information about themselves held by a public body
  • Allow individuals the right to request corrections to this information
  • Provide access to an independent review of decisions made by public bodies under this Act.

To view the legislation or get official information on the Act, please visit the Alberta Information and Privacy Commissioner at www.oipc.ab.ca.

For more information on FOIP at NorQuest College, you may contact the FOIP coordinator at 780.644.5956 or at FOIPinquiries@NorQuest.ca.

Personal Information Defined

“Personal information” is defined in the Alberta Freedom of Information and Protection of Privacy (FOIP) Act, s.1(n) as recorded information about an identifiable individual, including but not limited to:

  • The individual’s name, home or business address, or home or business telephone number
  • The individual’s race, national or ethnic origin, colour, or religious or political beliefs, or associations
  • The individual’s age, sex, marital, or family status
  • An identifying number, symbol, or other particular assigned to the individual
  • The individual’s fingerprints, other biometric information, blood type, genetic information, or inheritable characteristics
  • Information about the individual’s health and health-care history, including information about a physical or mental disability
  • Information about the individual’s educational, financial, employment, or criminal history, including criminal records where a pardon has been given
  • Anyone else’s opinions about the individual
  • The individual’s personal views or opinions, except if they are about someone else

Access to Student Files

In accordance with the FOIP principle that ensures that individuals have a right to see personal information about them, and in an effort to foster openness and accountability with the clients we serve, students may view their student records or portions thereof by making an appointment at the Office of the Registrar. Students requesting access to their entire student record are advised to allow up to 48 hours for retrieval of records. Copies of any documentation requested may be subject to a fee in accordance with the FOIP Act. Please contact the Office of the Registrar for details.

Disclosure of Personal Information

The Alberta FOIP Act contains provisions allowing or requiring public bodies to disclose personal information in their custody or under their control for a range of reasons. Disclosures of personal information without the express prior written consent of the student are sometimes necessary or desirable in the course of conducting college business and directly or indirectly supporting students and the educational experience. Such disclosures occur only where required or permitted by the Alberta FOIP Act. Most releases are governed by provisions found in the FOIP Act Part 2 Division 2 “Use and Disclosure of Personal Information by Public Bodies.”

The FOIP Act requires that personal information collected by a public body may be used or disclosed only for the purpose for which it was collected and purposes consistent with that collection. The Act allows you to request that your personal information not be disclosed in certain circumstances. If you do not wish to have your information used for the purposes described in the following examples, please contact the Office of the Registrar.

Examples of disclosure include the following:

  • Confirmation of enrolment or completion of or graduation from a particular program offered by NorQuest College (we do not confirm/deny student attendance without proper authorization)
  • Attendance at, or participation in, a public event or activity related to a public body, including a convocation ceremony, sporting event, cultural program, club, or field trip
  • Receipt of an honour or award granted by or through NorQuest College
  • Your membership in a club (e.g. Art Club, Phoenix Players)
  • Contact for college research, planning, and follow-up
  • Contact for the NorQuest College Alumni Association

Additional student personal information uses and disclosures may occur without the prior written consent of the student, subject to acceptable consistent use standards, emergency and law enforcement situations, information-sharing agreements, participation in common or integrated programs and services, or other agreements that comply with the access and privacy protection provisions of the Alberta FOIP Act.

Public inquiries directly related to the collection, use, and disclosure of student personal information should be directed to the FOIP coordinator.

Privacy and System Protection Responsibilities of Students

Students have responsibilities for privacy and system protection. These responsibilities include, but are not limited to:

  • Safeguarding and protecting from unauthorized disclosure any passwords or other unique identifiers assigned to them
  • Recovering and securing any assignments, examinations, or other documents made available for return to them
  • Treating as confidential any personal information of third parties that might come into their possession during the course of their academic experience or while on practicum placement

Notification of Survey Participation and Disclosures

To facilitate research that supports program and service planning and quality improvement initiatives at NorQuest College and that enhances understanding of Alberta's and Canada's post-secondary educational systems, NorQuest College may release student contact and other personal information to external agencies without prior written consent, but within the allowable provisions of the Alberta FOIP Act. These agencies include Statistics Canada and Alberta Advanced Education.

Surveys that NorQuest College participates in include the Graduate Outcome Survey for Advanced Education, the Enhanced Student Information System (ESIS) Survey for Statistics Canada, and the National Graduate Survey (NGS) for Statistics Canada. Students who do not wish to have their information used for ESIS or NGS 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 by:

  • contacting Statistics Canada;
  • writing to the Postsecondary Section, Centre for Education Statistics, 17th Floor, R.H. Coats Building, Tunney’s Pasture, Ottawa, K1A 0T6; or
  • calling 1.613.951.16661.613.951.1666.