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Confidentiality of Student Information Policy

Ref. No. Executive sponsor Policy steward Approval authority First approved Last reviewed Effective date Next review
75.11 Vice President, Academic College Registrar Executive Council Nov. 22, 2016 May 14, 2024 May 14, 2024 2029
  1. Purpose
    1. NSCC us committed to controlling the appropriate collection, use, disclosure and disposal of the personal information provided by applicants and students.
    2. The purpose of this policy is to outline the parameters for sharing student records and personal information of applicants and students, and the processes in place to protect confidentiality.
    3. Access to student information is governed by the Freedom of Information and Protection of Privacy Act (FOIPOP), Personal Information Protection and Electronic Documents Act (PIPEDA) and the Personal Information International Disclosure Protection Act (PIIDPA).
  1. Scope
    1. This policy applies to all applicants and students both current and former. 
  1. Definitions
This section includes an explanation of terms of abbreviations used within the policy or procedure.
Term Definition
Informed consent An act where agreement exists to allow an action to occur where a comprehensive understanding of all relevant facts has been acknowledged and accepted.
Student personal information Any recorded biographical information (i.e., name, address, date or birth, gender etc.) relating to any person who has ever applied or registered as a student of the Nova Scotia Community College, including but not limited to information about that person as a prospect, an applicant, a student, a graduate, or an alumnus of the College.
Student records Any recorded educational information (i.e., student ID#, course/program registration history, course grades, academic performance records etc.) relating to any person who has ever applied or registered as a student of the Nova Scotia Community College.
  1. Definitions
  1. Limits on the Release of Student Records
    A student’s record is treated as personal and private. NSCC is committed to the principle of informed consent and supports the individual right to know what is on file. Information about a student will only be released:
    1. Directly to the student.
    2. With the written authorization of the student.
    3. In response to a court order or other legal requirement.
  2. Limits on the Release of Personal Information
    1. Mailing lists and other contact information are not shared or sold to commercial or other outside interests.
    2. Contact information may be used internally to support our operational requirements, our commitment to lifelong learning, the College’s Alumni activities, and the NSCC Foundation.
    3. Some personal information is shared with the elected Student Association Council to facilitate their democratic function.
    4. Where a consent to release information form is provided by a student, it is noted that the provision of information to an approved third-party should be clearly relevant to the relationship between the student and the third-party
  3. Use of Information for Statistical Analysis/Reporting
    Student information is used for statistical analysis, reporting and general research by NSCC or a third-party contractor with the aim to better understand and serve our learners. 
    The following conditions apply:
    1. Any student information released to a government department or agency shall be used only for the intended purposes.
    2. No student data is released to the public or included in a public document if that data can lead to identification of an individual person.
    3. Participation in focus groups or surveys is always voluntary, and participants will always be asked for their consent.
  4. Disposal of Student Personal Information
    Student personal information (i.e., name, date of birth, gender, address etc.) is subject to secure disposal when no longer required for college operations.
  1. Policy Supports
Consent to Release Information Form
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