Brock University, collects and retains student and alumni personal information under the authority of The Brock University Act, 1964. This information is related directly to and needed by the University for the purposes of admission, registration, graduation and other activities related to its programs, being a member of the Brock University community and attending a public post secondary institution in the Province of Ontario.
The information will be used to admit, register and graduate students, record management achievement, issue student identification cards, and administer and operate academic, athletic, recreational, residences and other University programs.
Information on admission, registration and academic achievement may also be disclosed and used for statistical and research purposes by the University, other post-secondary educational institutions and the provincial government.
Personal information provided for admission and registration and any other information placed into the student record will be collected, protected, used, disclosed and retained in compliance with Ontario’s Freedom of Information and Protection of Privacy Act (R.S.O. 1990, c.F.31).
Access the Student Records Policy.
Religious Observance
Brock University acknowledges the pluralistic nature of the undergraduate community such that accommodations will be made for students who, by reason of religious obligation, must miss an examination, test, assignment deadline, laboratory or other compulsory academic event.
Students requesting academic accommodation on the basis of religious obligation should make a formal, written request to their instructor(s) for alternative dates and/or means of satisfying requirements. Such requests should be made during the first two weeks of any given academic term, or as soon as possible after a need for accommodation is known to exist (i.e., posting of the examination schedule), but in no case later than the second-last week of classes in that term.
A list of religious observance days is posted at on the Interfaith Calendar website.
Student records Information
Students have the right to inspect all documents contained in their own record, with the exception of evaluations and letters of reference supplied to the University with the understanding that they be kept confidential.
Students have the right to request that erroneous information contained in their records be corrected and that recipients, of any information found to be in error, be advised of the correction.
Students wishing to inspect their record must make an appointment with an authorized official of the Office of the Registrar.
All official transcripts will be complete and unabridged. Partial transcripts cannot be issued. Transcripts issued directly to students bear the notation Issued to Student.
Documents pertaining to a student’s achievement at another institution, which may have been received by the University, will not normally be released or redirected.
Employees of the University are permitted access to information contained in student records, if they need to know the information in order to perform their official duties. As a general rule, only employees involved in some aspect of academic administration or student affairs are given access to the contents of student records.
In addition to collecting personal information for its own purposes the University collects specific and limited personal information on behalf the of Brock University Students’ Union (BUSU), as well as constituent organizations authorized by them. BUSU uses this information for the purposes of membership administration, elections, annual general meetings, transit passes and its heath plan. Information is provided by the Office of the Registrar upon written request signed by an authorized officer of BUSU with the understanding that the information will not be disclosed to third parties (and returned to the Office of the Registrar when requested).
It is University policy to make a minimum of information freely available to all inquirers. The University will disclose information about students who have graduated, which is considered to be public information, as follows:
a) degree(s) obtained and the dates conferred by the University , and in most circumstances, b) scholarships and the dates awarded.
Except as specified below other information contained in the record (including current registration status and program of study) will be disclosed only with the student’s written consent. This restriction applies to requests from parents, spouses, credit bureaus, police, CSIS and immigration. Specified records or portions thereof may be provided to persons or agencies pursuant to a court order, summons or subpoena directing the University to release information; to Statistics Canada and the Ministry of Education in connection with enrolment audits; or in accordance with the requirements of duly constituted professional licensing and certification bodies.
In emergency situations involving the health and safety of an individual, or in compassionate situations, the Registrar or designate may, if it is considered to be in the best interest of the student, authorize the release of information needed to contact the student.
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