Your records and information at UBC are protected under the Freedom of Information and Protection of Privacy Act (FIPPA). This means that information you provide to UBC and information UBC has on file about your academic progress is not available to anybody other than you. Your parents, sponsors, or supporters do not have access to this data. If you want to give someone access to this information, you can grant third-party authorization.
Adding third-party authorization
If needed, you can grant another person permission to access specific information on your record or to pick up your documents on your behalf. The third party will not be able to make changes to your record. Where possible, it is a best practice to manage your own records.
To add a third-party authorization you must:
Log into your Student Service Centre (SSC).
Select "Third-Party Authorizations" under Personal Info.
Select "Add a New Contact" and enter your third party's contact information and relationship to you.
Under Area, select the area(s) of your record to share with your third party or select "Document Pick-up".
You must provide your third party with your student number and the authorization code you assigned to them. UBC services will require both before releasing any protected information.
Types of third-party authorization
Below are the kinds of documentation you might choose to share with a third party.
- Admission information
Information related to your application for admission to UBC, including application content and status, documentation, and transcripts.
- Student Housing information
Residence fee and room assignment information.
- Medical information
Information about medical documentation submitted to UBC, such as doctor's notes. Medical information does not include information held by UBC Student Health Services or UBC Counselling Services, which are especially sensitive. You will need to get a separate authorization for these services.
- Academic record information
Information about your academic record including biographical details, registration, grades, academic standing, timetable, tuition and fees, degree and enrolment confirmation.
- Financial Assistance and Awards
Information about your financial assistance and award status including student loans, bursaries, scholarships and financial need. Registration, grades, fees and admission status may also be released if applicable.
- Document pick up
The release of documents related to your application, admission, registration, academic record, and financial assistance and awards at UBC. Documents that require payment, such as transcripts or replacement diplomas, must be ordered by the student before the third party picks it up through the Student Service Centre (SSC). Documents cannot be ordered in person by the third party.