The student record consists of all personal, contact, academic, financial, and any other recorded information, that is collected and stored by the College relating to a student. This includes the permanent record of grades (i.e. the transcript), academic standing, and any credentials issued (i.e. graduation).
Student records at Alexander College are managed by the Office of the Registrar in accordance with the Personal Information Privacy Act.
In accordance with Canadian Privacy laws, the College does not release student information to anyone other than the enrolled student without the student’s signed consent. Staff of the College are prohibited from sharing student information to the extent that they may not acknowledge whether an individual is enrolled at the College, or provide any information whatsoever, without the written consent of the student.
A student can give their consent to release information to another person or organization in one of two ways:
1. Consent to Release information
A student who wants to give access to their school records to another person or organization will need to complete and submit the Consent to Release Information form to the Office of the Registrar. The form can be picked up in person at the Office of the Registrar, or downloaded from our website, here.
Once written consent is submitted, the name(s) of the person(s) or organization(s) is recorded in the student file record. Consent is considered valid indefinitely, unless revoked by the student.
2. Consent for Third-Party Pickup
A student who wants to give permission for another person to pick up their transcript order or other document(s) will need to complete and submit the Consent for Third-Party Pickup form. The form can be picked up in person at the Office of the Registrar, or downloaded from our website, here.
Consent for third-party pickup is valid only for the specified date and item.
Academic standing is recalculated four times per year, following the release of final grades at the end of each term.
Applicants to the College who provide academic transcripts indicating poor academic performance, according to the College’s 1.50 minimum academic standard, will be admitted on Provisional Admission. These students are admissible to the College on Academic Probation, and are subject to the conditions and restrictions of Academic Probation (see below).
Good Academic Standing
A student is considered to be in good academic standing when their cumulative GPA is above or equal to a minimum of 1.50 and they are not under Academic Alert, Probation, or Suspension.
A student receives an Academic Warning if the College has any reason to be concerned about the student’s academic performance during the term. This could be the result of poor attendance, poor marks, or misconduct. When an Academic Warning arises, an e-mail explaining the concern is sent to the student and a copy placed in the student’s file. At the end of each term, academic standing is calculated. All students who have a term or cumulative GPA of less than 1.50 are placed on Academic Warning.
Academic Probation is a caution to students indicating that their academic standing at the College is in jeopardy.
Students are placed on Academic Probation for four principal reasons:
Students are not subject to probation until they have completed at least 15 credits or equivalent credit hours of academic coursework. Where a course has been repeated, the higher grade is used.
Academic Probation is lifted and the student is returned to “Good Academic Standing” when the student has successfully completed the following term with a term GPA of at least 1.50.
A student on probation may not attempt more than 10 credits in a single term.
A student who meets the requirements for Academic Probation who is already on Academic Probation is normally suspended.
Students on Academic Suspension may return to good academic standing in one of two ways:
member institution, subsequent to the suspension period, and with a term GPA of 1.50 in at least 9 credits, will be readmitted to
the College with good academic standing.
Performance Following Reinstatement
Students who are readmitted to the College are readmitted in good academic standing. If the grades in the subsequent semester are
below 1.50, the student will be placed on Academic probation for the following semester without the accumulation of 15 academic credits.
The student will re-enter the Probation/Suspension process, and will be permitted to take UPRE for a second and final time
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