Student Records Policy
PURPOSE
CACC will safeguard such personal and academic information in its possession of students to uphold the Right to Privacy as described in the Freedom of Information and Protection of Privacy Act 1990. CACC is committed to creating and managing records
consistently throughout the CACC student life cycle. The purpose of this Policy is to establish the legal and operational obligations are identified and being met.
SCOPE
This Policy will apply to all employees and current and previous students, including nongraduates of CACC, societies and associations, contractors, service providers, researchers, and visitors, including invitees, guests, or persons with an ongoing connection to the institution while on campus.
DEFINITIONS
Record means any record of information, however, recorded by electronic means, in print form, on film or otherwise. Disposition means the final retention action carried out on a Record. This may include destruction, deletion, secure destruction or deletion, or transfer for archival review or to a third party.
College Record is a secure unit of information in any format that documents a transaction, decision or relationship made by the College. It has continuing value in the future to complete further work, provide evidence, serve as the official memory of
obligations, responsibilities, decisions and actions, or document the institution’s unique character and history.
STUDENT ACADEMIC RECORD
The Office of the President is accountable for gathering and managing data from students, agencies, institutions, and faculty and for providing appropriate information, on request, to the current and previous students, including non-graduates or the persons or institutions, with the proper authorization from the student in writing. Since the President’s Office is the official repository of current and previous students, including non-graduate records, any request to release student information must be submitted to the Office of the President.
While releasing both manual and computer-based records, current and previous students, including non-graduates, are assured of the following principles:
- Student information in our databases and the paper file is always accessible by the students for review under the supervision of the Office of the President staff.
- Student information is used by CACC only for record-keeping, reporting, and analysis.
- Student information is protected, updated, corrected, or amended upon notification or request, as appropriate.
- No student records will be kept at the clinical placement site. This pertains to student handbooks, personal identifications, immunization records, Police Clearance, or VSS.
CONTENTS OF THE STUDENT RECORD
Current Records in databases or file
- Application form and its documentation and admissions correspondence;
- A cumulative record of grades;
- Receipt of payment of fees;
- Record of changes of status (i.e., name change, address change, grade change);
- Record of withdrawal;
- Accounts of faculty decisions on standing and promotion;
- History of requests for transcripts;
- Any documents from CACC or a third party (i.e., letters from sponsoring agencies, a record of disciplinary actions, etc.);
- Original copies of marked assignments, quizzes, and exams; and
- Anecdotal description of student progress in specific programs (i.e., Sonography placement experience).
Permanent Record
Only the following document will comprise the permanent record once the student leaves CACC:
- Cumulative academic record (transcript);
- Student identification documentation;
The permanent student record is retained for 25 years after graduation. Current documents are kept for at least six years after leaving the College, catering to Accreditation requirements, which are then destroyed.
ACCESS TO STUDENT RECORDS
General Guidelines
The primary guideline governing the release of information is based on the belief that the President acts with discretion upon authorization from the current and previous students, including non-graduates, in writing.
- Only public documents may be released to a third-party inquiry, such as a student’s enrolment status and the date when the certificate/diploma was awarded. No other information can be removed without student authorization.
- Requests from third parties (family members, prospective employers, police forces, credit bureaus, finance and loan companies, private investigation agencies, banks, and similar organizations) submitted to Academic Departments should be redirected to the Office of the President.
- The original documents in a student file must stay in the Office of the academic department; copies may be released to academic and student services departments when necessary.
- Student information can be released if the College has received a subpoena or warrant from a court or law enforcement agency.
- Documents from other institutions, such as high school or university transcripts submitted to support a student’s application for admission and/or transfer credit, may not be certified and released from the College record.
- A record of attendance requests from sponsoring agencies is inappropriate and should be redirected to the Office of the President.
ACCESS BY THE STUDENT
Upon request, current and previous students, including non-graduates, may access their file, request its release to a third party, or request a no-release allowed. The College may refuse to release the record if a student has a financial hold in their
account.
Under rare circumstances, grades or certification shall be released by the Office of the President to an individual student before the official release of grades and certification date.
ACCESS BY THE COLLEGE PERSONNEL
Faculty, counsellors, and administrative officers of the College who have a legitimate requirement for the material of the record will be permitted access to the appropriate files. However, suppose there is any question regarding the legitimacy of the request. In
that case, it will be referred to the Director to evaluate the potential breach of Freedom of Information and Protection of Privacy.
ACCESS BY THIRD PARTIES OUTSIDE THE COLLEGE
Parents
Transcripts or any other current and previous students, including non-graduates, information will not be released to parents or guardians without the student’s consent. Sponsoring Agencies
Sponsors or employers paying fees on behalf of current and previous students, including non-graduates, are entitled to access or release student records or information only after receiving the student’s authorization.
Government Agencies
Correctly identified representatives of federal, provincial, or local government agencies, including local police, OPP and RCMP, cannot access current and previous students, including non-graduates personal information, without the student’s authorization (an exception to this is if the information is to aid an investigation undertaken with a view to a law enforcement proceeding is likely to result – FIPPA allows disclosure in this instance). If denial of information could involve hardship to the student, relevant details
may be released in the President’s opinion. Typically, this would include notification of a family death, search for legatees, etc.
The Courts
Suppose a current and previous student, including a non-graduates record, is subpoenaed by the court on behalf of the student. A certified copy of the entire student record will be released in that case. Should the paper be subpoenaed by a party other than that representing a student, a certified copy of the record will be offered to the judge, explaining the College’s reluctance to release a private document without student authorization. The decision will then rest with the judge as to the disposition of the record.
Researchers
Requests from researchers making statistical studies must be approved by the President or designated under conditions that protect the current and previous students, including non-graduates, privacy and guarantee the anonymity of the data collected.
Request College Information
You may be qualified for Financial Aid
At CACC we believe that financial resources shouldn’t be a barrier to receiving an education. We have resources available to help you pay for your college education.
Need Additional information to join any program?
Student Testimonials
Medical Esthetics
“I chose the Medical Esthetics program because I wanted to express my creativity and passion for cosmetics. Everyday is a new learning experience with lots of hands-on practice. The instructors are very helpful and knowledgeable when it comes to teaching us about a variety of topics whether it be make-up, skin care or hair care. ”
Medical Esthetics
"Canadian All Care College provides a diverse learning environment with the latest equipment that a Medical Esthetics student needs to know about. I have been able to gain lots of new hands-on experience and knowledge that would not get from a text book. "
Medical Esthetics
“The Medical Esthetics program at CACC is a dynamic learning experience that covers everything a budding Esthetician should know. We get to prepare for many different types of real-world scenarios that we would face. with the encouragement of my instructor, I feel confident in my abilities as a new Esthetician.”
Accounting, Payroll, and Business Administrator
“I recently completed the Accounting, Payroll and Business Administration Program at Canadian All Care College. The program covers a vast plethora of subjects that anyone in this field would need to study in order to enter the workforce. My studies at CACC were greatly aided by the learned instructors who were always happy to share their knowledge on various topics. I thank CACC for helping me start my journey as an Accounting and Payroll professional.”
Accounting, Payroll, and Business Administrator
“My name is Meibi Yao and I completed the Accounting and Payroll program with Canadian All Care College in 2023. Even though the program is long and detailed, I found that my instructor and the admin staff is very supportive in encouraging us to excel. Since completing the program, I have been cleared the NACC exam from the knowledge given to us by the college and have been able to secure a job at (). Thank you CACC for motivating me throughout my journey.”
Food Service Worker
“I recently completed the Food Service Worker program at Canadian All Care College. I am extremely glad that I was able to secure a job at Runnymede Healthcare Centre after completing my placement with the college. CACC taught me valuable practical skills and knowledge that comes in handy everyday at my new position. Thank you to the staff and instructors at CACC!”
Personal Support Worker
“My name is Hira Qaiser, I recently graduated from the Personal Support Worker Program at Canadian All Care College. My journey at CACC was greatly aided by the instructors and admin staff. I was able to complete my placement at a Yee Hong Long Term Care Centre where I put all the theocratical knowledge to use and learned many new skills that help me in my new job. Since completing the program, I have cleared the NACC exam and I am currently working at a Long-Term Care Home and plan to grow and learn in the future. Thank you to CACC for the invaluable experience!"
Community Service Worker
“Hi, I have recently graduated from the Community Service Worker Program at Canadian All Care College- Scarborough Campus. It is a lengthy and broad program that covers a variety of different Modules which allowed me to gain knowledge about the plethora of topics. I was able to interact and connect with a diverse group of people who have aided me in my journey into the Community Work Field. I'd like to tell all of the incoming and future students. "Trust the Process", its a long but exciting road Ahead!"
Medical Esthetics
“I chose the Medical Esthetics program because I wanted to express my creativity and passion for cosmetics. Everyday is a new learning experience with lots of hands-on practice. The instructors are very helpful and knowledgeable when it comes to teaching us about a variety of topics whether it be make-up, skin care or hair care. ”
Medical Esthetics
"Canadian All Care College provides a diverse learning environment with the latest equipment that a Medical Esthetics student needs to know about. I have been able to gain lots of new hands-on experience and knowledge that would not get from a text book. "
Medical Esthetics
“The Medical Esthetics program at CACC is a dynamic learning experience that covers everything a budding Esthetician should know. We get to prepare for many different types of real-world scenarios that we would face. with the encouragement of my instructor, I feel confident in my abilities as a new Esthetician.”
Accounting, Payroll, and Business Administrator
“I recently completed the Accounting, Payroll and Business Administration Program at Canadian All Care College. The program covers a vast plethora of subjects that anyone in this field would need to study in order to enter the workforce. My studies at CACC were greatly aided by the learned instructors who were always happy to share their knowledge on various topics. I thank CACC for helping me start my journey as an Accounting and Payroll professional.”
Accounting, Payroll, and Business Administrator
“My name is Meibi Yao and I completed the Accounting and Payroll program with Canadian All Care College in 2023. Even though the program is long and detailed, I found that my instructor and the admin staff is very supportive in encouraging us to excel. Since completing the program, I have been cleared the NACC exam from the knowledge given to us by the college and have been able to secure a job at (). Thank you CACC for motivating me throughout my journey.”
Food Service Worker
“I recently completed the Food Service Worker program at Canadian All Care College. I am extremely glad that I was able to secure a job at Runnymede Healthcare Centre after completing my placement with the college. CACC taught me valuable practical skills and knowledge that comes in handy everyday at my new position. Thank you to the staff and instructors at CACC!”
Personal Support Worker
“My name is Hira Qaiser, I recently graduated from the Personal Support Worker Program at Canadian All Care College. My journey at CACC was greatly aided by the instructors and admin staff. I was able to complete my placement at a Yee Hong Long Term Care Centre where I put all the theocratical knowledge to use and learned many new skills that help me in my new job. Since completing the program, I have cleared the NACC exam and I am currently working at a Long-Term Care Home and plan to grow and learn in the future. Thank you to CACC for the invaluable experience!"
Community Service Worker
“Hi, I have recently graduated from the Community Service Worker Program at Canadian All Care College- Scarborough Campus. It is a lengthy and broad program that covers a variety of different Modules which allowed me to gain knowledge about the plethora of topics. I was able to interact and connect with a diverse group of people who have aided me in my journey into the Community Work Field. I'd like to tell all of the incoming and future students. "Trust the Process", its a long but exciting road Ahead!"
Latest Events & News
