B. Academic Regulations for Degree Students
3. Records and Communication
3.1.1 Names
As the University is committed to the integrity of its student records, students are required to provide either on application for admission or on personal data forms required for registration, their complete, legal name. Any requests to change a name, by means of alteration, deletion, substitution or addition, must be accompanied by appropriate supporting documentation. Upon making application for graduation, students may be asked to provide proof of their name.
3.1.2 Addresses
Students are responsible for keeping their address and phone number information current. Address and phone number changes are done via Carleton Central. Incorrect address information will delay the receipt of important academic information.
3.2 Records Retention Policy
Since 1990 the University has implemented a records retention policy which provides for the destruction of student file folders and their contents after a period of 10 years has elapsed since the last registration. This policy applies to those students who are formally admitted and registered in degree programs. Further information on this policy can be obtained by contacting the Registrar's Office.
3.3 Disclosure of Information
The Ministry of Colleges and Universities and Statistics Canada require that Carleton University provide to them information pertaining to a student's status and other personal information. Upon registration as a student, one is deemed to have agreed to the disclosure by Carleton University of the student's status and other selected personal information pursuant to any such requirement.
3.4 Student Status
When responding to a legitimate request from an external agency, the following definitions are used:
- a full-time undergraduate student is one who is registered in at least 1.5 credits per term.
- a full course load is the normal maximum course load as defined by the student's program and evaluated term by term.
3.5 Electronic Communication
The University uses electronic mail communication through its Connect system as an official channel of communication with students. A message sent to a student's Connect e-mail account constitutes an official communication with this student. Students are responsible for monitoring their Connect e-mail account on a regular basis for as long as they are active in the academic affairs of the University.
