Collection, Retention and Disclosure Policy of Student Information on the Registration Platform (POL29)

Identification:

Code : PE 029
Adoption : July 30, 2025
Revision : August 1, 2028

Références juridiques:

Access to Information and Protection of Privacy Act (ATIPPA)
Regulations R-074-2022 and R-075-2022 of the Northwest Territories

1. Policy Statement

The Collège nordique francophone (CNF) is committed to ensuring the rigorous, ethical, and secure management of student records, in compliance with territorial laws and regulations, particularly the Access to Information and Protection of Privacy Act (ATIPPA) and Regulations R-074-2022 and R-075-2022 of the Northwest Territories.

This policy governs the collection, retention, management, use, access, transmission, and destruction of personal information contained in the official student record.

It applies to all CNF units, including the Student Experience and Quality Assurance sector (Registrar’s Office), Training and Teaching, Operations and Strategic Initiatives, Marketing and Communications, as well as authorized stakeholders. It also covers data from prospective students, active or inactive students, and individuals who have been enrolled in a course, workshop, or program offered by the College.

 

2. Policy Objectives

This policy aims to establish standards for processing students’ personal and academic information. It seeks to:

• Ensure the confidentiality, integrity, and availability of data
• Guarantee students the right to access their records
• Define institutional responsibilities regarding record management
• Protect students’ rights to privacy.

 

3. Scope

This policy applies to all records created and managed by CNF for individuals enrolled in courses, workshops, and postsecondary programs, as well as any person who has provided information during the registration process. It applies regardless of format (digital or paper) and the technological medium used.

 

4. Student File Content

Each enrolled student has a unique student record containing all documents deemed essential to the management of their academic journey at the Collège nordique francophone, including:

• Completed registration or admission form;
• Signed student contract and any amendments, if applicable;
• Copies of identity documents (passport, permanent resident card, study or work permit, refugee status);
• Internal and external transcripts;
• Certificates of participation, completion, and diplomas;
• Attendance sheets and evaluation results (if applicable);
• Official correspondence with the student (emails, notices, etc.);
• Documents related to leave requests, accommodations, or withdrawals;
• Consent forms;
• Invoices, proof of payment, and any other relevant financial document;
• Other relevant documents related to the student’s journey.

 

5. Document Retention

CNF retains student documents in accordance with best administrative practices and legal data protection obligations.  The following table shows the main types of documents, their medium, their retention period and relevant comments:

All documents are stored digitally in the Student Information System. All records are protected with restricted access and monitored via activity logs.

 

6. Record Accuracy

Information in student records must be complete, accurate, and regularly updated. CNF does not retain unfounded information such as unverified allegations.

Students have the right to request corrections to any inaccurate information. Such requests must be sent by email to servicesetudiants@cnordique.ca to the Student Experience and Quality Assurance sector and be accompanied by supporting documents (e.g., proof of legal name change).

Only relevant and verified documents are included in the official record. Outdated or unnecessary content is deleted in accordance with the retention policy.

 

7. Access, Security, and Confidentiality

• Access Request

Students may request to review their personal records by submitting a written request to the Student Experience sector (Registrar’s Office). A response will be provided within 20 business days. Before any document is released, identity verification by phone will be carried out. No documents will be sent without this step.

• Third-Party Access

Access to a student record by a third party (e.g., parent, lawyer, etc.) is only authorized upon submission of a written, dated, and signed authorization from the concerned student. Without such consent, no information will be shared. Additionally, access to student information is subject to the Technology Infrastructure Policy.

• Access Control and Security

The Student Information System uses a tiered and secure access management process to protect the confidentiality, integrity, and availability of students’ personal information. Access is granted on a “least privilege” basis, meaning each user has only the rights strictly necessary to perform their duties.

• Full access (administrator): Full access, including creation, modification, deletion, and export of data. Reserved exclusively for authorized staff in the Student Experience and Quality Assurance sector (Registrar’s Office) and the Operations and Strategic Initiatives sector. This access is logged and subject to regular audits
• Read Only: Limited to viewing information relevant to the user’s sector, without the ability to modify or download unauthorized data. Configured per sector based on legitimate operational needs
• Custom Access: Granular configuration allowing access to specific subsections or modules (e.g., faculty, management) within the strict limits of the responsibilities and tasks defined in the job description
• No Access: Complete absence of rights to modules or data not relevant to the role. This restriction applies by default to all non-authorized data.

 

8. Student Rights

In line with personal information protection principles:

• Every student has the right to access their file within a reasonable time (maximum 20 business days)
• Each student can request correction or deletion of inaccurate or outdated information
• A refusal to modify may be formally appealed to CNF’s General Management
• All file consultations are free of charge, except when fees are justified for reproducing paper copies or postal delivery.

 

9. Long-Term Retention and Destruction

• Official academic documents (transcripts, certificates, diplomas, internship approval letters, official admissions, etc.) are kept permanently
• Other documents (identity, correspondence, finances) are kept for 7 years
• Records of individuals not admitted or did not attend training are deleted after 1 year
• Destruction is secure, and a destruction log is maintained

 

10. Digital Archiving

Official documents (transcripts, certificates, diplomas) are generated as signed PDFs and archived:

• In a secure cloud-shared folder
• Using a standardized file name (LastName_FirstName_StudentNumber)
• With access limited to administrators

No document is stored on personal computers or unsecured email accounts

 

11. Definitions

Here are some terms used in this policy:

• Student record: collection of data and documents concerning a registered person
• Active student: A person enrolled in a course or program during the academic year;
• Former student: A person who has completed or left their studies
• Personal data: Any information that can identify a person
• CNF: Collège nordique francophone
• Student Information System: The IT system used by CNF to collect and store student data throughout their studies.

 

12. Responsabilities

• Student Experience sector: responsible for collecting, updating, accessing, transmitting, and destroying student records
• Operations and Strategic Initiatives sector: responsible for the technological environment and digital platform security
• All College staff: must forward to the Registrar’s Office any document received related to a student file

13. Review and Approval

This policy is reviewed every three years, or earlier, if significant legal or technological changes occur. All amendments must be approved by the General Management of Collège Nordique.