The University and its constituent units have a clear obligation to the student and to society concerning the disclosure and security of information about a student's academic record.
The Student's Academic Record - A Definition
For the purposes of this document, the student's academic record refers to the information accumulated on a student in relation to the student's admission to and registration and academic activity at The University of Manitoba. (The student's academic record also may be referred to as the student's academic file or simply the student's file.)
The student record described in this document does not ordinarily include detailed information held by University Health Services, Counselling Services or the University Discipline Committee. Separate records are maintained by each of these units which have developed their own set of guidelines on security and disclosure. A general statement from a physician or counsellor which is relevant to the student's academic performance and which has been furnished at the request or with the consent of the student may be included in the student's file. Similarly if a student is suspended or expelled for disciplinary reasons, only the fact of the suspension or expulsion shall ordinarily be entered on the student's academic record and only for as long as specified in accordance with the Student Discipline By-Law.
It is recognized that throughout the course of a student's academic career there are many types of records kept on the student within the University. The student's academic record or versions of it may be in the form of hard-copy files, in the form of information recorded on a computerized database, or other forms such as microfiche or microfilm. Files on an individual student are often kept in a variety of locations, e.g., Admissions, Student Records, Faculty and Departmental Offices.