Preamble

All student records are confidential documents and are kept in a locked filing cabinet in the Office Administrator's office. Student records access is only available to the Executive Director, Academic Director, the Registrar and the Office Administrator. A student may have access to their personal file by making a written request to the Registrar and viewing the file under the supervision of the Office Administrator. Student records (hardcopy and/or digital) include:

• admission applications & official transcripts;
• academic records, including copies of official transcripts and diplomas;
• financial records (course payments, etc.);
• student loan records; and
• thesis and capstone project records.

Policy

Student records are maintained for a minimum of seven (7) years. After seven years, student records may be reduced to include only the signed student contract and certified student transcript, and thereafter must be retained for a period of 25 years.

All student files must include:

• enrolment contract;
• results of admission requirements;
• transcripts (signed and complete);
• financial records including payment records;
• student loan documents and any refunds;
• copy of certificates, diplomas; and
• student dispute, dismissal and/or withdrawal information.

Maintenance and Backups of Student Records

Student transcripts and financial records are also maintained in electronic format. The entire student record database is backed up on a regular basis through an external hard drive that is password protected with LastPass. This password is changed semi-annually.

Procedure

Current and former students may request formal transcripts or transcript copies at any time. Transcript costs will apply. Upon request, copies of student records will be made available to the student at a fair and reasonable cost.

Transcript Protection & Datawitness

• Academic records are kept in a secure locked filing cabinet and digital copies are both on site, with a back-up hard drive and offsite with LastPass password protection.
• KATI provides stamped transcripts, and diplomas embossed with the KATI seal.
• Archived student diplomas, contracts and transcripts are uploaded onto Datawitness within 60 days of leaving the Institute, a proprietary web-based service that witnesses electronic communications. This produces an accurate and immutable record by automatically imaging the electronic content onto a tangible format. In other words, Datawitness takes a "picture" of communications to create best evidence in the event of a dispute, audit or simply for records management and archiving. In addition, the "picture" ensures document authenticity while also allowing for long-term preservation. All information sent through the Datawitness service are:
• created electronically but are automatically recorded onto a tangible format (microfilm);
• time and Date stamped;
• IP Addresses logged;
• email addresses logged;
• MD5 Fingerprinted; and
• vaulted in a tangible medium (microfilm) as well as electronic format.

Based on these steps, the result is an accurate and immutable record: a virtual notarization. Datawitness collection is done on an annual basis in July, March, May, and November of each year.

KATI has an agreement with DataWitness, which stipulates that:

• student records are archived in a secure manner for 25 years from the date the record is provided to the third party;
• the Registrar will have access to the records on request; and
• an archived student record will be provided to the third party within 60 days of:
• The end date of the student enrolment contract; or
• The date the institution receives a notice of withdrawal; or
• The date the institution delivers to the student a notice of dismissal.

The archived record must be labeled by student name and personal education number, and must include:

• a copy of the signed student enrolment contract;
• any transcripts issued to the student by the institution; and
• a copy of any credential granted to the student by the institution.

Institutions should not archive information containing sensitive personal information such as unmasked credit card numbers (including the 3 to 4-digit security code typically found on the back of a credit card), Social Insurance Numbers, bank account numbers, Driver's License Numbers, Permanent Resident Card Numbers, immigration status, disability status, aboriginal status, or whether receiving provincial income assistance. Scanned images showing a cheque or any ID documentation are not to be archived.