Positions Responsible: Director, Student Services Manager
Implementation Date: December 2002
Date of Last Revision : January 2011
Greystone College collects students' personal information for the following
- To maintain student records as required by PCTIA.
- To maintain student records as required by SABC (accredited schools).
- To keep students/graduates informed of activities of the school.
- To issue T2202As in accordance with Canada Revenue Agency
Students' personal information is not used for any other purpose.
For all full career training programs:
- Greystone College retains the full student file for a period of seven (7) years
following the student's withdrawal, dismissal or graduation. After seven years,
the full student record is destroyed using a secure destruction method.
- Greystone College uploads a copy of the students' contract, transcripts and credential
(if any) to an approved third-party vendor. These records are retained for a period
of fifty-five (55) years by the third-party vendor.
Procedure for maintaining student files:
- Student personal information is collected throughout the student's attendance at
the institution. All required information regarding the student is placed in the
- Student files containing personal information are safely stored in locking file
cabinets and access to the student files is limited to the appropriate administrative
staff, and Director.
- When a student leaves the school either by withdrawal, dismissal or graduation a
transcript is prepared showing the marks achieved in the courses completed. If the
student has completed all courses within the program of study, a program credential
is also prepared. These documents are signed by the Director and copies of the signed
documents are placed in the student file.
- Within 30 days of the student leaving school, electronic copies of the Enrolment
Contract, Transcript and Diploma for full career training programs are sent to the
third-party vendor for long term storage.
- After documents are sent for long term storage, the full student file is placed
in "inactive" student storage for one year.
- At the end of one year, the student file is placed in "closed" storage for a further
- At the end of the seven year period, the full student file may be destroyed using
a secure destruction method.
Procedure for student access to the information on file:
- Students wishing to access the information in the student file must make the request
- The Director will meet with the student to review the file and will provide copies
of any document the student requests.
- The student will pay $0.25 per page for the documents copied for him/her.
Procedure for authorizing release of information:
- If a student wishes to authorize a third party to access information in his/her
student file, he/she must do so in writing.
- The school will not release information to any person other than people authorized
by the student to access information unless required to do so by legislation, a
subpoena, court order or if release of information is necessary as part of an ongoing