Create Career College Privacy Policy

Purpose:
Create Career College collects students’ personal information for the following reasons:

• To maintain student records as required by PCTIA.
• To maintain student records as required College Management
• To keep students/graduates informed of activities of the school.

Students’ personal information is not used for any other purpose.

For all Programs (less one day seminars):

Create Career College retains the full student file for a period of seven (7) years following the student’s withdrawal, dismissal or graduation. After seven years, the full student record is destroyed using a secure destruction method.

Create Career College uploads a copy of the students’ contract, transcripts and credential (if any) to an approved third-party vendor. These records are retained for a period of fifty-five (55) years by the third-party vendor as per law.

Procedures/Steps:

Procedure for maintaining student files:

1. Student personal information is collected throughout the student’s attendance at the institution. All required information regarding the student is placed in the student file.

2. Student files containing personal information are safely stored in locking file cabinets and access to the student files is limited to the appropriate administrative staff and faculty and the Principal.
3. All current students have complete and free access to their records contained in the student file.

4. When a student leaves the school either by withdrawal, dismissal or graduation a transcript is prepared showing the marks achieved in the courses completed. If the student has completed all courses within the program of study, a program credential is also prepared. These documents are signed by the Principal and the Registrar and copies of the signed documents are placed in the student file.

5. Within 30 days of the student leaving school (withdrawal, dismissal or graduation), copies of the Enrolment Contract, Transcript and Diploma for full career training programs are sent to the third-party vendor for long term storage.

6. After the copies of the above-said documents are sent for long term storage, the full student file will be marked as inactive and safe-kept in the “inactive” student storage at Create Career College for a period of one year. Ex-students of Create Career College may have access to the inactive file for a period of one year from the last day of their education at the College.

7. At the end of the one year period, the inactive student file will be placed in the “closed” storage for a further six years. Once the file has been placed in closed storage, Ex-students will have access to their file (which will be minus the final exam papers) for a further period of one more year, for a fee.

8. At the end of the seven year period, the full student file may be destroyed using a secure destruction method.

Procedure for student access to the information on file:

1. Students wishing to access the information in the student file must make the request in writing.

2. The Registrar or the Principal will meet with the student to review the file and will provide copies of any document the student requests.

Procedure for authorizing release of information:

1. If a student wishes to authorize a third party to access information in his/her student file, he/she must do so in writing.

2. The school will not release information to any person other than people authorized by the student to access information unless required to do so by legislation, a subpoena, court order or if release of information is necessary as part of an ongoing police investigation