Policy: IM04: Student Records and Privacy Protection Policy and Procedures


  1. Purpose

RHI supports appropriate access and privacy protection of official student academic and clinical records consistent with its commitment to Freedom of Information and Privacy Protection Act (FIPPA) requirements. This policy outlines RHI procedures and criteria for maintaining security, confidentiality, accessing privacy, custody, and retention of students’ academic records to best support clarity and consistency in practice.

2. Definitions

  • Student: The student is any person enrolled at RHI in full-time or part-time study leading to a post-secondary diploma or certificate from RHI. It includes students who are on scheduled breaks or leave school.

  • Student Records: Student records are defined as educational records that contain didactic and clinical information directly related to a student and are maintained by an Institute official.
  • Alum or alumni: An Alum or Alumni is anyone who has received a post-secondary diploma or certificate from RHI.
  • Former student: means any person who is no longer considered a “student” or an “alum/alumnus.”
  • Permanent information: Persistent information means information that RHI keeps permanently, including,
    • Personal information is required in the administration of official student academic records, such as legal name, student number, date of birth, citizenship, postal address, email address, and telephone number.
    • Academic information such as diploma name, specializations, results for each course attempted, and registration status by academic term.
    • Academic progression decisions (or academic standing)Credential received and date of conferral
    • Academic awards and honors received
    • Permanent educational records do not include the following: Sole possession records (records that are kept in the sole possession of the maker which is used only as a personal memory aid and is
      • not accessible or reviewed by any other person except a temporary substitute for the maker of the record)
      • Employment records provided the employment is not contingent upon being a student.
      • Law enforcement records
      • Medical records
      • Post-attendance records.
    • Non-permanent information: means information that RHI disposes of in accordance with post-secondary student records retention schedules and disposition schedules, including,
      • Narrative evaluations of a student’s academic performance subsequent to their admission
      are used to judge their progress through an academic program.
      • The basis for a student’s admission such as the application for admission and supporting documents.
      • Results of petitions and appeals filed by a student.
      • Information relevant to a student’s academic performance has been furnished at the request or with the student’s consent.
      • Letters of reference that may or may not have been provided on the understanding that they shall be maintained in confidence.

3. Access to Official Student Academic Records

  • Access by a student
    • Students may examine and reproduce their official student academic records at their own expense, except for portions of the record that contain letters of recommendation provided or obtained with the express or implied understanding they should maintain confidentiality. However, students may be informed of the authors’ identity in any confidential correspondence contained in their official academic records.
    • Part of a student’s request to check their official student academic record should be made in writing and executed by the program. Such compliance should usually be undertaken within 30 days of receipt of the request or a shorter period, as the program may determine.
    • Students have the right to challenge the accuracy of their official student academic records. Therefore, they can make additional comments on their official student academic records as long as the source of such comments has been identified and the official student academic records remain in the custody of the school. However, references to such comments will not appear in reports such as transcripts or statements of results.
  • Access by alumni and former students
    • Alumni/alumni or former students may inspect and copy the portion of the Official Student Academic Record as defined above.
    • Requests by alums/alumni or former students to check the official student academic record as defined in Section 2.4 shall be made in writing. The competent authority within the department shall follow them. Such compliance should usually be undertaken within 30 days of receipt of the request or within a shorter period, as the program may determine.
    • Alumni/alumni or former students have the right to challenge the accuracy of their official student records of study under terms and conditions that may be determined by the academic office and published in the office calendar.

  • Access by RHI Staff and members of official Institute and standing committees
  • The Faculty’s teaching and administrative staff and members of committees may only have access to portions of a student’s official academic record as required in the performance of their duties and when necessary and appropriate in the performance of the Faculty’s duties.
  • As described in Section 3.1, the Staff/Student Office (SSO) may have access to limited personal information of students to manage donor-related awards. Additionally, RHI may share alumni information with the SSO for alumni relations and fundraising purposes, which may include managing relationships with alumni and supporting or developing alumni communities and events.
  • Donor-related awards: Limited information includes student name, division/college, program(s) of study, years of attendance, and degree(s) obtained (if applicable).
  • Alum/alumni: Limited information includes student name, postal address, program(s) of study, years of attendance, division/college, and degree(s) obtained.
  • Former Students: Limited information may be provided after consultation with the Staff/Student Office (SSO).

Access by others

  1. The public award of diplomas and certificates is a core activity of the Institute. The information in diplomas or certificates is personal information made available to the public.
  1. RHI will release all official student study record information to other persons and institutions only in the following situations. Such as with the student’s express prior written consent, upon presentation of a court order, upon the request of a professional licensing or accrediting body, or the Department of Higher Education to conduct an annual admissions review, or as otherwise required by law. Requests filed requisition to grant access to student learning records to any individual or institution outside the Institute within a program department.

In the event of the death of a student, alum, or former student, their representative shall have access to the information in the individual’s official student study record, provided such access is related to the administration of the deceased’s estate.

Thanks for the reference articles listed. This policy refers primarily to the article “Academic Records, Guidelines for Access to Official Student Academic Records [March 1, 2022]”.