Canada FileSafe Inc - 'Digital Solutions'

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PCTAI bylaws

Canada FileSafe is pleased to be able to work with PCTIA members in order to satisfy the following requirements:

Below is the applicable PCTIA Bylaw Part IV (G):

(1) The institution is required to maintain a student file for each registrant. A student file must contain:

student enrolment contract compliant with the Bylaws;
evidence of the student having met all admission requirements or entrance examinations;
financial records including payment and refund records;
attendance records;
a copy of the student’s transcript and certificate(s) and/or diploma(s) awarded:
documentation of any disputes or grade appeals;
student loan documents;
student dispute and/or dismissal information.

(2) Student records must be maintained in a secure storage medium in a secure location.

(3) Student records maintained in a digital format must be reconciled at scheduled times and printed copies placed in the student file. All digital forms must be backed up in a format independent of proprietary software (eg. PDF, RTF, TXT) and a copy kept off site.

(4) Student Record Archives

An institution must maintain full student records for a minimum of seven (7) years. These should include the enrolment contract, results of any entrance examinations, the student’s transcripts, and financial records including payment records, student loan documents and any refund, student dispute and/or dismissal information.
After seven (7) years, student records may be reduced to include only the student contract and the student transcript, and thereafter must be retained for a period of fifty-five (55) years.
Upon request, current and former students should have free and reasonable access to their student records.
Upon request, copies of student records should be made available to current and former students at a fair and reasonable cost.
Commencing April 1, 2008, registered institutions must as part of the annual review of registration, provide a copy of a signed contract with a vendor acceptable to the Agency, providing secure redundant offsite storage of the institution’s student records, which shall be available to the institution and to the Agency, for a period of 55 years from the date of submission to the vendor. Stored with the vendor within 30 days of the completion of a student’s program of study or the withdrawal or dismissal of the student, the student record must at a minimum include the student’s enrolment contract, a transcript of marks, and if issued, a copy of the certificate or diploma. For multi-year programs, the stored record must contain a copy of the current transcript and student contract for each program year. Upon completion of a multi-year program, the stored record must also include a copy of the certificate or diploma, if issued.

In addition to the requirements outlined in this bylaw, PCTIA also requires that:

Storage of student records be pre-paid for the entire period of storage (7 years for the entire student record and 55 years for the reduced student file);
A PCTIA Representative be approved to access any and all student records.