Student information

The University of Victoria has policies regarding the protection and access to student information. For full university policies, you can refer to the academic calendar.

Access to student records policy

Number: 4400
Approval date: April 1991
Last amendment: February 1999
Authority: VP ACAD

The University of Victoria collects personal information pursuant to the University Act, RSBC 1996, c. 468 and section 26 of the Freedom of Information and Protection of Privacy Act. The information is used for the purposes of admission, registration and other fundamental activities related to being a member of the University of Victoria community, including its alumni and to attending a public post-secondary institution in the Province of British Columbia. The information may also be used for research purposes but in those cases individual identities will be removed.

Personal information may not be released to anyone except as provided in the Freedom of Information and Protection of Privacy Act. University employees and faculty members are allowed access to student's academic records only in pursuit of their duties. Students may access their own records with respect to this legislation and on presentation of photo identification at the Office of the Registrar and Enrolment Services. 

Personal information requested on application for admission and re-registration forms is used for the following purposes: 

  • Name (including previous surnames): 
    Identification of documents, application materials, records.
  • University of Victoria Student Number: 
    Identification of documents, application materials, records.
  • Personal Education Number: 
    Identification of documents, application materials, records.
  • Birthdate: 
    Identification of documents, application materials, records, statistical information, eligibility for some awards and/or considerations, assessment of medical premiums.
  • Social Insurance Number: 
    Identification of documents, application materials, records, taxation and tax deduction forms.
  • Citizenship and Immigration Status: 
    Statistical information, assessment of medical premiums, assessment of fees.
  • Date of Entry into Canada: 
    Eligibility for TOEFL waiver.
  • Address: 
    University mailing purposes only.
  • Previous Education (including award information): 
    Eligibility and suitability for admission and re-registration, statistical information.
  • Letters of Reference
  • Letters of reference that have been explicitly supplied in confidence to the University are protected from disclosure unless permission is given by the writer. A summary of the contents that does not reveal the identity of the author must otherwise be supplied to the student about whom the letter has been written. If it is not explicitly stated that the letter is supplied in confidence, the letter will be accessible to the student.

Transfer of information to the University of Victoria Students’ Society

Under the Society Act, the UVic Students’ Society must keep a register of its members. The Society’s only source of this information is from the University of Victoria student registration information. It is necessary, therefore, that UVic provide your name and address to the Society. Further, as the only efficient and effective means of communications with its members is by email, and as UVic provides every undergraduate student with an email address, UVic will provide your UVic email address to the Society.

You may contact the Society’s Information Booth in the Student Union Building if you wish to have your email id deleted from the Society’s email distribution list.  

Notification of disclosure of personal information to Statistics Canada

Statistics Canada is the national statistical agency. As such, Statistics Canada carries out hundreds of surveys each year on a wide range of matters, including education.

It is essential to be able to follow students across time and institutions to understand, for example, the factors affecting enrolment demand at postsecondary institutions. The increased emphasis on accountability for public investment means that it is also important to understand 'outcomes'. In order to conduct such studies, Statistics Canada asks all colleges and universities to provide data on students and graduates. Institutions collect and provide to Statistics Canada, student identification information (student’s name, student ID number, Social Insurance Number), student contact information (address and telephone number), student demographic characteristics, enrolment information, previous education, and labour force activity.

The federal Statistics Act provides the legal authority for Statistics Canada to obtain access to personal information held by educational institutions. The information may be used for statistical purposes only, and the confidentiality provisions of the Statistics Act prevent the information from being released in any way that would identify a student.Students who do not wish to have their information used can ask Statistics Canada to remove their identifying information from the national database. On request by a student, Statistics Canada will delete an individual’s contact information (name, address, or other personal identifiers) from the PSIS database.

For more information, contact Statistics Canada.