Release of Information About Students

The following information is available, without application through the Freedom of Information and Protection of Privacy Act:

I. Disclosure to students of their own records

  1. A transcript is a complete history of a student’s academic record at Dalhousie. Partial transcripts, e.g. a portion of a student’s record pertaining to registration in a particular degree, faculty or level of study only, are not issued.
  2. Students have the right to inspect their academic record. An employee of the Registrar’s Office will be present during such an inspection.
  3. Students will, on submission of a signed request and payment of a fee where appropriate, have the right to receive transcripts of their own academic record. These transcripts will be marked "ISSUED TO STUDENT". Official transcripts will be sent on a student’s request to other universities, or to business organizations, etc. The University will not release copies of transcripts if students owe monies to the University.
  4. If transcripts are issued for a student while a senate discipline case is pending and the committee subsequently makes a decision that affects the student’s transcript, revised transcripts will be sent to recipients if transcripts are issued while the case was pending.

II. Disclosure to Faculty, Administrative Officers, and Committees of the University

Information on students may be disclosed without the consent of the student to University officials or committees deemed to have a legitimate educational interest.

III. Disclosure to Third Parties

  1. The following information is considered public information and may be released without restriction:
    - Name
    - Period of Registration
    - Certificates, Diplomas, Degrees awarded
    - Field of Study (as relates to degree awarded)
    - Hometown and Awards/Distinctions*
    *As indicated in the convocation program.
  2. Information will be released without student consent to persons in compliance with a judicial order or subpoena or as required by federal or provincial legislation.
  3. Necessary information may be released without student consent in an emergency, if the knowledge of that information is required to protect the health or safety of the student or other persons. Such requests should be directed to the Registrar.
  4. In compliance with Statistics Canada requirements, a student’s national personal identification number assigned by the university or college first attended will routinely appear on a student’s transcript of record.
  5. The Federal Statistics Act provides the legal authority for Statistics Canada to obtain access to personal information held by educational institutions. The information may be used only for statistical purposes, and the confidentiality provisions of the Statistics Act prevent the information from being released in any way that would identify a student.
    Students who do not wish to have their information used are able to ask Statistics Canada to remove their identifying information from the national database by contacting us by:

    Mail: Institutional Surveys Section
      Centre for Education Statistics
      Statistics Canada Main Building
      SC2100-K Tunney's Pasture
      Ottawa, ON  K1A 0T6

    Students should also be aware that the Maritime Provinces Higher Education Commission (MPHEC) collects data on behalf of Statistics Canada, and that it uses the data for similar purposes. Statistics Canada will notify the MPHEC of any student choosing to have their personal information removed from the national database, and their information will subsequently be removed from the MPHEC’s database. Further information on the use of this information can be obtained from the Statistics Canada Website
  1. Other than in the above situations, information on students will be released to third parties only at the written request of the student, or where the student has signed an agreement with a third party, one of the conditions of which is access to the student's record (e.g. in financial aid). This restriction applies to requests from parents, spouses, credit bureaus and police.