Student records and transcripts

1Purpose

This policy explains which student records Ucademy keeps, how long they are kept, who can see them, and how credentials and transcripts are issued.

2What we keep

• your application, enrolment contract and identification records;
• courses, grades, assessments and practicum or internship evaluations;
• attendance and progress records, approved leaves, extensions and transfers;
• tuition, payments and refunds;
• records of complaints, appeals and conduct matters that concern you;
• credentials and transcripts issued to you.

3How long records are kept

Student records are kept for at least the period required by Alberta’s private vocational training legislation. Records of credentials issued and final transcripts are kept permanently so that we can confirm your completion in the future. Records are stored securely and access is limited to staff who need them for their work.

4Your access to your records

You can ask in writing to see or receive a copy of your records. Ucademy responds within 45 days, as Alberta’s Personal Information Protection Act allows. If you believe a record is inaccurate, you can ask for it to be corrected; if we disagree, we note your request on the record. See the Privacy Policy.

5Who else can see your records

Ucademy does not share your records without your consent, except where the law requires or allows it — for example, reporting to the provincial regulator or a funding provider you have authorized. A practicum host receives only the information needed for your placement.

6Certificates and diplomas

When you meet the graduation requirements in the Grading, Assessment and Academic Progress Policy, Ucademy issues your certificate or diploma, normally within 30 days. Credentials state your full legal name, the program name, and the completion date.

7Transcripts and letters

• Your official transcript lists every course with its grade and the program completion date.
• You can request an official transcript or a confirmation-of-enrolment letter at any time. Ucademy normally issues it within 10 business days.
• Ucademy sends transcripts to a third party, such as an employer or another school, only with your written authorization.

8Name changes and replacements

To change your name on your records, provide legal proof of the change. Replacement credentials can be requested if the original is lost or damaged. Any fees for replacements will be listed in the published fee schedule.

9If Ucademy closes

If Ucademy ever stops operating, student records will be transferred and kept as required by Alberta’s private vocational training legislation so that former students can still obtain transcripts.