1.1.5 Policy Concerning Access to Records

Statements of account and all other correspondence are sent directly to students who retain full control as to who has access to their records or accounts. (Officers and members of the University staff may also have access to relevant parts of such records for recognized and legitimate use.) No progress report or any other information is sent to parents and/or sponsors unless specifically requested by the student in writing.

In accordance with the Act Respecting Access to Documents held by Public Bodies and the Protection of Personal Information (the "Access Act") personal information, including transcripts of academic records, may be released only with the authorization of the student. When a student applies to McGill, he/she authorizes the University to release certain personal information (name, address, telephone number, e-mail address, date of birth, program and student status) to the persons and bodies listed below.

The following persons and bodies are included in the authorization:

a. libraries of other Quebec universities with which McGill established reciprocal borrowing agreement (ID number and bar code may also be disclosed to such libraries)

b. the Quebec Ministry of Education, in order to create, validate and/or modify the student's Permanent Code

c. the appropriate authorities involved with the external or internal funding of the student's fees (financial records may also be disclosed to such authorities)

d. the Association of Universities and Colleges of Canada

e. the Association of Registrars of Universities and Colleges of Canada and the Conférence des recteurs et des principaux des universités du Québec, or the member institutions of these organizations, for the purpose of admissions operations and the production of statistics

f. the school(s) or college(s) which the student attended

g. students and alumni who have volunteered to speak with
admitted students

h. the Student Associations recognized by McGill University for the category(ies) of students to which the student belongs

i. the McGill Alumni Association

j. professional bodies or corporations (e.g., engineers, dentists), except medical students and residents

k. McGill Network and Communications Services for the purposes of listing the student's McGill e-mail address in an on-line e-mail directory.

Students who choose not to authorize the University to disclose personal information to the organizations mentioned above in h,i,j and k must complete and submit an opposition form. The opposition form is available at the Admissions, Recruitment and Registrar's Office.