Student Records produces verification letters for students who require proof of whom a student resides with, proof of name and/or proof of school enrolment and age for an application, name changes or legal purposes.

• A proof of student resides with letter is generally requested by parents who would like to respond to a Canada Revenue Agency request to provide evidence of
  • which parent/guardians a student currently resides with or
  • which parent/guardians the student resided with prior to their 18th birthday.

• The proof of name and proof of school enrolment and age verification letters are generally requested by students who would like to update their personal information with a registry or a government agency and are asked to provide evidence of what schools they have an enrolment for and/or what names they used when they were a child.

For simple proof of name or proof of school enrolment and age letters which contains the list of current and historical name/school enrolment records from PASI, public users of myPass can generate these proof of name and/or enrolment and age letters online for student(s) they are connected to.

For other types of verification letters, or if the student's record is not on PASI and/or they are not connected to myPass, the Student can submit a request (through mail or fax) with photo ID to Student Records. Student Records will process their request by verifying the student’s identity, retrieving the student’s historical school records by using PASIprep or looking through microfiche records, and produce the letter manually with the information found for the student.

studentverificationletterbpm.vsdx

This scenario begins when the student needs a proof of name or proof of enrolment and age letter based on their current/historical school enrolment records for application or legal purposes (e.g. an older student would like their legal name to be corrected with Service Alberta, and they needed to submit proof of what their name was when they were enrolled in elementary school).

1. Student generates the verification letter PDF in myPass using the Generate Verification Document functionality.
2. Student submits the letter to the external party providing the service the Student is applying for (e.g. name change)

This scenario ends with the Student successfully submitting the verification letter to the external party.

This scenario begins when the student requires a more 'complex' verification letter (e.g. they are applying for a service where they need stronger validation/certification than a simple letter from Alberta Education), or they need a letter but they are not connected on myPass or cannot connect to myPass because their student information does not exist in PASI yet.

1. Student submits a request to Student Records which contains:
   1. The type of verification/records they require on the letter (e.g. their school recorded name and/or enrolment during a specified grade range)
   2. Photo identification
2. Student Records review the request and verify the student's identity
3. Student Records retrieve the student's information through PASIprep's Student Profile
4. Student Records manually creates the letter using information found in PASI
5. Student Records sends the letter to the student

This scenario continues with Step 2 of the Primary Scenario #1.

This scenario continues after Step 2 of Alternate Scenario #1 when Student Records cannot find the student's information in PASI.

This scenario is common for older adults who requires proof of name/enrolment and age and their student information/records are still mainly in microfiche format.

1. Student Records retrieve the student's information by retrieving student's information in historical physical/microfiche records.

This scenario continues with Step 4 of Alternate Scenario #1.

This scenario continues after Step 2 of Alternate Scenario #1 when Student Records cannot confirm the student's identity, either because the Photo Identification is not submitted or does not match the student's record, or Student Records cannot find the Student in either PASIprep or in the historical physical records.

This scenario ends with the request not processed and student not receiving the verification letter.

This scenario begins in the same manner as Alternate Scenario #1 but the student is still enrolled in school, so they will submit their request to their school instead of through Student Records.

1. Student submits a request for verification letter to their school
2. School processes the request and generates a verification letter for the student
   1. This process is outside the scope of PASI

This scenario continues with Step 2 of the Primary Scenario #1.

• Proof Of Name Letter (PDF)
• Proof Of Enrolment and Age Letter (PDF)