Student Records

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.

• • • Personal Information Privacy
      The College collects and records personal information as needed for the proper administration of the College and its programs, or as required by the government, in accordance with B.C.’s Freedom of Information and Protection of Privacy Act. The College uses personal information only the purpose for which it was obtained or compiled, or for a consistent purpose, where the individual has identified that information and consented to its use.
      • MyAC Student Portal
        Alexander College’s MyAC Student Portal provides students with access to their students records, including their personal and contact information, current courses, attendance, course registration, billing history, grades, and appointment booking. To learn about the features of the MyAC Student Portal, watch our tutorial video, here: https://youtu.be/e7dyN4YZRYg
        • My Student File Documents
          Academic Documents
          Students are responsible for submitting original academic documents (e.g. transcripts, language test scores, etc.) with their application for admission, or at a later date. Students may present official documents in person, or arrange to have their official documents sent directly to the College by their previous institution(s).Original academic documentation that is not in English must be accompanied by a certified English translation bearing the declaration or stamp of a registered/licensed English translator.
          Retention of Documents
          Documents submitted in support of applications become the property of the College and will not be returned to the student.International documentation, as deemed irreplaceable by the Office of the Registrar, may be returned to a student on submission of a “Return of Irreplaceable Documentation” request form.Student records inactive for 3 years are digitally archived and all physical file documents destroyed.Application with Unofficial Documentation
          Alexander College is committed to providing students with an opportunity to be successful in their academic studies. Full academic disclosure is a requirement of admission and it is the responsibility of the student to provide a complete and official record of their educational history.Alexander College allows for the Admissions process to be completed based on unofficial or photocopied academic documentation (e.g. transcripts, test results, etc.). Applications are not considered complete, however, until all official copies of necessary supporting documentation have been provided. All students submitting unofficial documentation on application are required to sign and submit the Admission with Unofficial Documentation form.Students who may require Official letters or transcripts from the College early in their studies are recommended to submit official documents with their application in order to avoid potential delay.
          • Final Grades
            Final grades are submitted by instructors following final examinations at the end of each term. The instructor is responsible for submitting the final grades for their class(es) via MyAC within a specified number of days after the final examination.
            Once an instructor has submitted final grades for their class, the grades are reviewed by the Registrar for any formatting or other errors, and then released to students. Students can then view their final grade(s) via the “My Grades” page of the MyAC Student Portal.
            • Ordering a Transcript (or other Document)
              To order your official transcript, go to the “My Documents” page of your MyAC student portal. From this page, you can request a transcript and enter mailing or pick up options. To learn more, watch our tutorial video on Order your Transcript, here: https://youtu.be/e7dyN4YZRYg
              • Consent to Disclose Information

                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.

              • Graduation
                For information about graduation, go to: https://alexandercollege.ca/admissions-and-registration/graduation/
              • Academic Standing

                Academic standing is recalculated four times per year, following the release of final grades at the end of each term.

                Provisional Admission

                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.

                Academic Warning

                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

                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 must maintain at least 70% attendance in all courses.
                • Students’ term GPA must not drop below 1.50.
                • Academic Misconduct. Students must avoid academic misconduct such as cheating or plagiarism.
                • Initial Probation. Students who are admitted under our Provisional Admission policy start their studies on Academic Probation.

                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.

                Academic Suspension

                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:

                • Students on Academic Suspension are invited to take UPRE 099 – University Preparation
                  • Students who only take and pass UPRE are readmitted in good academic standing.
                  • Students who fail UPRE continue on Academic Suspension.
                • Students on Academic Suspension who successfully complete 9 or more credits of transferrable coursework at another BCCAT

                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

Frequently Asked Questions

• I tried to order my transcript from MyAC, but am getting an error message “Your student file is incomplete”
  Some students submitted photocopied documentation (e.g. transcript, English scores, etc.) at the time of admission. Photocopied documents are permitted for the purposes of admission, but such files are considered incomplete until the student has provided the original/official document(s). If you are unsure about which official documents you need to submit to complete your file, please contact the Student Records unit: studentrecords@alexandercollege.ca
• How can I send my Alexander College transcript to another school?
  Answer: To order your official transcript, go to the “My Documents” page of your MyAC student portal. From this page, you can request a transcript and enter mailing or pick up options. To learn more, watch our tutorial video on Order your Transcript, here: https://youtu.be/e7dyN4YZRYg
• How long after I place my order for an official transcript will it be available for pick up, or when will it be mailed out?
  Answer: When you place your order, you can choose either regular processing (after 2:00pm, 2 business days later) or rush processing (after 2:00pm, the next business day). There is an additional fee of $15 per item for rush processing.