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The "official student academic record" is maintained by the Faculty, which shall designate the document,
form or medium containing the official version and how official copies of such information will be identi-
fied.
Student academic records refer to information concerning admission to, and academic performance at, this
University. The "official student academic record" contains:
- personal information which is required in the administration of official
student academic records
such as name, student number, citizenship, social insurance number;
- registration and enrolment information;
- results for each course and academic period;
- narrative evaluations of a student's academic performance, used to judge
his or her progress;
- results of petitions and appeals;
- medical information relevant to a student's academic performance, furnished
at the request or with
the consent of the student;
- letters of reference, whether or not they have been provided on the
understanding that they shall be
maintained in confidence;
- personal and biographical information such as address, and telephone
number.
- Access by a student. (i) Students may examine and have copies made of
their academic record as
defined above, with the exception of those portions of the record which
comprise letters of reference
which have been provided or obtained on the expressed or implied understanding
that they shall be
maintained in confidence. A student may however, be advised of the identity of
the authors of any
confidential letters contained in his or her official academic record. (ii)
Students' requests to examine
any part of their "official student academic record" shall be made in writing
and shall be complied with
within thirty days of receipt. (iii) Students may challenge the accuracy of
their academic record with
the exception of the materials specifically excluded above and may have their
record supplemented
with comments so long as the sources of such comments are identified and the
official student
academic record remains securely within the custody of the academic division.
Reference to such
comments would not necessarily appear on official academic reports such as the
transcript or the
Statement of Results. (Note that access to medical information shall only be
granted to members of the
teaching and administrative staff with the prior expressed or implied consent
of the student and, if
applicable, in the case of a medical assessment, the originator (physician,
etc.) of such.) (iv) It is
assumed that all documents relating to petitions and appeals and not provided
on the understanding
that they shall be maintained in confidence will be retained within the
division, and when needed by
the student, will be made freely available. In addition, The Statutory Powers
Procedure Act, 1971 of
Ontario requires that where the good character, propriety of conduct or
competence of a party is in
issue in any proceedings in a tribunal to which the Act applies (such as the
Academic Appeals Board
of the Governing Council), the part is entitled to be furnished prior to the
hearing with "reasonable
information" of any allegations with respect hereto.
- Access by University Staff. Members of the teaching and administrative
staff of the University shall
have access to relevant portions of a student's academic record in the
performance of their duties.
- Access by U. of T. campus organizations. Student organizations in the U. of
T. may have access to all
information available freely to persons outside the university and to the
residence address and
telephone number of the student, for the legitimate internal use of that
organization.
- Access by Others
- (a) By the act of registration, a student gives
implicit consent for a minimal amount of information
to be made freely available to all inquirers:
- the academic divisions(s) and the session(s) in which a student is or
has been registered,
- degree(s) received and date(s) of convocation.
- (b) Any other information shall be released to other
persons and agencies only with the student's
prior expressed written consent, or on the presentation of a court order, or in
accordance with the
requirements of professional licencing or certification bodies or the Ministry
of Colleges and
Universities for an annual enrolment audit, or otherwise under compulsion of
law. A record shall
be kept of permissions granted to any persons or agencies outside the
university for access to a
student's academic record.
- (c) General statistical material drawn from academic
records not disclosing the identities of students
may be released for research and informational purposes.
The University reserves the right to withhold access to Statements of Results
and transcripts of students who
have outstanding debts. The University may also choose not to release the
official diploma to such students
nor to provide written certifications of degree on their behalf.
Academic records are normally under the custodial responsibility of the
academic divisions. Fifty years after
a student has ceased to be registered, all such records become the
responsibility of the University Archivist
and become open to researchers authorized by the University of Toronto.
Personal information is a vital part of the student's official University
record and is used to issue statements
of results, transcripts, graduation information, diplomas and other official
documents. The University is also
required by law to collect certain information for the Federal and Provincial
Governments; this is reported
only in aggregate form and is considered confidential by the University.
Any change in the following must therefore be reported immediately to the
College Registrar:
- legal name;
- Social Insurance Number;
- citizenship status in Canada;
- Address Change:
Address information (sessional and home) may be viewed and changed on
the Faculty of
Arts and
Science Web Page or in your College Registrar's Office.
The student photo identification card is a wallet-sized card bearing the student's photograph, and serves as evidence of registration in the Faculty. It is used for identification purposes within the University, such as Faculty examinations, student activities, and Athletic Association privileges. The loss of the card must be reported promptly to the College Registrar, and the card must be surrendered if a student withdraws from the University or transfers to another College or Faculty. There is a fee of $6.00 for the replacement of lost card.
Statements of Results are mailed to students at their home address at the end of the Session. Students should expect to receive their Statements within six weeks of the end of the examination period, and should contact their College Registrar immediately if the Statement of Results has not been received. Statements of Results are not issued at the end of first term. Results for "A" and "F" courses are available on the Student Telephone Service and at College Registrars' offices in January for the Winter Session and in July for the Summer Session.
The transcript of a student's record reports the standing in all courses attempted along with course size and course average, information about the student's academic status including record of suspension and refusal of further registration, and completion of degree requirements and of a Program.
Final course results are added to each student's record at the end of each term. Course size and average, status and GPA are calculated at the end of each session only. Individual courses from which a student withdraws within the normal time limit are not shown. However, the date of withdrawal from a session (i.e. withdrawal from the last course in which a student was enrolled) is recorded. Therefore, when a student taking only a single course withdraws from it, the date is recorded since it constitutes withdrawal from a session.
Copies of the transcript are issued at the student's request, subject to reasonable notice. Requests should be submitted in person or by writing the Office of the Faculty Registrar, Faculty of Arts and Science, Sidney Smith Hall, 100 St. George St., Toronto M5S 3G3. In accordance with the University's policy on access to student records, the student's signature is required for the release of the record. There is no charge for transcripts issued within the University for internal use. A fee of $6.00 for each copy is charged for transcripts to all other destinations. Letters of Confirmation are $6.00. Payment MUST accompany such requests. Transcripts issued directly to students bear the official seal of the Faculty, but are normally stamped "Issued to Student". Transcripts may also be provided to students in sealed envelopes for enclosure with self-administered applications. Students must specify at the time of ordering whether the transcript is to be "issued to student" (ITS), or in a specially sealed envelope. (SES).
The Office of the Faculty Registrar cannot be responsible for transcripts lost or delayed in the mail. Transcripts are not issued for students who have outstanding financial obligations with the University.
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