X. Access and Disclosure of Student Information

The term "official academic record" when used in these policies means the information concerning admission and academic status of students. The term "personal information" means personal contact information.

A. The official academic records of students are the property of the University. 

B. The Registrars and any designated officer, where applicable, shall retain custody of the official academic records, in the Offices of the Registrar, the School of Graduate Studies, and the Faculty of Law, and shall be responsible for the security and maintenance of all such records. The security and maintenance of the electronic student information system used to retain official student records shall be the responsibility of the Department of Information Technology Services.

C. DISCLOSURE OF STUDENT INFORMATION 

1. Except as provided herein, official academic records are confidential and shall not be disclosed to any third party, including parents or guardians, except as noted in this regulation, without the written consent of the student concerned. 
   
2. Students have the right to official copies of their University of New Brunswick academic transcripts. The University sets a fee for official copies of academic transcripts. Partial transcripts will not be used. Transcripts and degree parchments will be withheld for students, including former students, who have failed to meet their financial obligations to the University.
   
3.  Transcripts and personal information contained in the official student records shall be released, as approved by the Offices of the Registrar, only in accordance with University policy: 
   a.  Where the person to whom the information relates has identified that information in particular and has consented in writing to its disclosure;
   b.  For the purpose for which it was obtained or compiled or for a purpose consistent therewith;
   c.  To an officer or employee of the University who needs the record in the performance of their duties;
   d.  For the purpose of complying with a requirement to provide information lawfully requested or imposed upon the University by a federal/provincial/municipal government authority;
   e. Where disclosure is necessary to aid in the investigation of allegations that individuals have made false statements or engaged in other misleading conduct concerning their attendance or performance or status within or completion of an academic program of the University;
   f.  In compelling circumstances affecting the health or safety of an individual, if, upon disclosure, notification thereof is mailed to the last known address of the individual to whom the information relates;
   g.  In compassionate circumstances, to facilitate contact with the next of kin or a friend of an individual who is injured, ill or deceased; or
   h.  To a person who has been authorized by the individual to whom the information related to make an enquiry on that individual's behalf or, where that individual is incapacitated, has been authorized by the next of kin or legal representative of that individual.
   
4.  Students of the University may examine their personal official academic records, with the exception of letters of reference provided to the University in confidence. A member of the Registrar's Office or a designated officer on the campus where the record is held will be present during such an inspection. Students may examine letters of reference or other information provided to the University in confidence only with the written permission of the referee or writer being first requested and received by the appropriate Registrar or designated officer holding the file.
   
5. The Office of the Registrar will not normally provide students or third parties, except as noted below, with copies of documents on file, such as transcripts from other institutions, or correspondence provided to the University in confidence. In the case of a request for copies of documents made to a Campus Registrar's Office, an exception may be made in severe situations. Such examples may include a student is unable to obtain copies of original international documents, death of a student, destruction of original documents, etc. If the request is approved, the Registrar will authorize copies of such documents to be forwarded to another institution marked "copy of original documents on file."
6. UNB Security have access to student images and may disclose these images to campus units as required to ensure the safety of people, the protection of property and assets as well as for the purpose of enforcing University rules, regulations and policies.

ACCESS TO STUDENT INFORMATION

University personnel may be granted access to academic student records required in the performance of their duties as authorized by their supervisor, Director or Dean. 

Access is provided on the explicit condition that such information in the electronic academic student records shall not be disclosed to others except as may be permitted in accordance with these regulations.