MacEwan University will create and maintain student records necessary to meet the administrative and academic needs of the university and shall collect, retain, use, disclose and dispose of all information collected in accordance with the following policies:
- Management of Student Records and Information;
- Records Management;
- Use of Information Technology Resources Standard;
- Other related policies, official manuals of the university, and provincial/federal legislation pertaining to access to information and protection of privacy.
Official Student Record
The Official Student Records are maintained by the Office of the University Registrar, which is accountable for the management of these records. Student records are managed according to the provisions of the Management of Student Records and Information Policy.
Additional records relating to students may exist elsewhere in the university. Original consent to release personal information submitted by students to other departments must be sent promptly to the Office of the University Registrar for placement on the Official Student Record.
Official Student Transcript
An Official Transcript of the student’s academic record is created and maintained by the Office of the University Registrar.
The Official Transcript includes the student’s legal name, birth date, program of study (including declared major, minor and stream), courses, grades, applicable academic standing designations, grade point average and graduation information (e.g., program, date and awards).
Students may request an Official Transcript online through myStudentSystem or by submitting a Transcript Request Form to the Office of the University Registrar.
Transcripts are considered confidential information and will not be released without proper authorization. Transcripts will be issued only as authorized on an official request; transcripts can be issued by mail, fax, electronically via MyCredsTM or picked up in person. Additionally, Official Transcripts can be sent electronically to member institutions of the Alberta Post-Secondary Application System. MacEwan University requires proper authorization to have transcripts sent to institutions, employers, legal counsel and other agencies. If students want the transcript(s) sent to a party other than themselves or a post-secondary institution, the name and address (including postal code) must be included.
Change of Name or Address
This information is only used for official university business. Having the current name, address and contact information on file with MacEwan University is critical to effective university communications with students.
Change of Legal Name: All legal name changes must be submitted in writing or on the Change of Personal Information form to the Office of the University Registrar. Requests must be accompanied by at least one of the following official government-issued identification (ID): valid driver’s license, provincial ID card, passport or citizen documentation. Only current IDs will be recognized as valid. Expired IDs will not be accepted for a name change.
Change of Address: All program students at MacEwan University are given access to myStudentSystem. This allows students to change their address and telephone number. Students may also submit a Change of Personal Information form to the Office of the University Registrar.
Change of Preferred Name: Students may change or update their preferred name through myStudentSystem.
