Release of Information

The privacy of our students' personal information is important to us. Due to privacy legislation we will not release your personal information to anyone (e.g. parents, spouse, friends) unless authorized by you to do so.

To give a third party (parents/spouse/friends) the ability to access information or a service on your behalf, log into your Student Center using your email username and password and select the Profile Tile > Release of Information > Add an Authorized Individual. From here you can specify the individual to whom you wish to give access and the specific access that you wish to assign to this individual.

Note: The Release of Information applies to information or services available from: Western’s Main Campus Office of the Registrar; the School of Graduate and Postdoctoral Studies; and King’s University College Office of the Registrar.  The Release of Information MAY also apply to other Western faculties and services.  Contact the appropriate faculty or service to inquire.

For "In Person" information and service requests, your authorized individual will be required to present a piece of government-issued photo identification.

  • Access codes/passwords and information about grades or progression (e.g. graduation status, status and results of adjudication) will not be released to a third party.
  • Requests for refund cheques cannot be made by a third party.
  • If you wish to have information from your OSAP file released to a third party you must complete the separate OSAP Consent to Release Information Form (pdf).
  • The Release of Information cannot be used to authorize representatives of companies seeking to verify education.  Information on education verifications can be found on the Degree/Diplomas page.


Personal Information Collection Notice

The University of Western Ontario collects personal information under the authority of the University of Western Ontario Act, 1982, as amended.  The information is related directly to and needed by the University for the purposes of recruitment, admission, registration, progression, graduation, administration, and other activities related to its programs.

The information is used to administer and operate academic, athletic, recreational, student development, student employment, financial aid, and other University programs and activities, including residence operations and alumni and development activities and programs.  For example, personal information will be used to determine academic status, record academic achievement, produce class lists, issue student cards, process transcript requests, maintain tuition accounts, issue tax receipts, notify students of important issues and updates, determine eligibility for student awards, scholarships and financial support, and administer financial aid and government financial assistance programs.

It is the policy of the University to consider the following information about current and former students to be publicly available and provide it to third parties upon request: student's full name; Faculty(ies)/Schools in which student is/was enrolled, with major field of study; degree(s) awarded by Western and date(s) conferred; and academic or other University honors or distinctions.  At any time an individual may request that this information cease to be made publicly available by contacting the Office of the Registrar, in writing.

Personal information may be used for statistical and research purposes by the University, other post-secondary educational institutions, researchers, and the provincial and federal government.  Students may be contacted about participation in research studies through their email.  The University discloses specific and limited personal information to recognized student organizations for the purposes of administering their programs including membership administration, health plan, elections, and issuing of bus passes.  Personal information of students enrolled in an Affiliated University College is shared with the Affiliated University College.

Select information may be shared with third parties, including: award donors; government funding agencies to process financial assistance applications; financial institutions to confirm student enrollment; independent student loan administration companies to process student loan documents; collection agencies for outstanding accounts; municipalities for debts owed by students; and contracted service providers acting on behalf of the University.  Credit card information is transmitted to an independent processing company in order to process payments.  Personal information may be disclosed to third parties in the course of an investigation of misconduct.  Information relating to misconduct and/or falsified documents may be shared with other educational institutions.

If you have any questions about the University's collection, use or disclosure of your personal information, please contact the Director of Operations (Optimization, People & Culture), Western Student Services Building, Rm 3100L, The University of Western Ontario, London ON, N6A 3K7, tel: 519-661-2111, extension 87399.

For information on the Notification of Disclosure of Personal Information to Statistics Canada, please see the Academic Calendar.

For information on the Notification of Disclosure of Personal Information to the Ministry of Training, Colleges and Universities, please see the Academic Calendar.