If you are not identified as a responsible unit but you hold copies of the information described in these class codes, keep them for reference or working documents only, for a short period of time (such as two years), and then destroy them.
9000-Student Affairs
Functions and supporting activities codes for management of records related to student services, co-curricular activities and the student experience outside the classroom.
Supporting activities
Secondary Copies
9100 Student Population
9110 - Enrolment Management
Description
Records related to forecasting, study and analysis of the evolution and current profile of the student population.
Can include notes, reports, correspondence, lists, statistical records, analyses, supporting documentation, projections and studies.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Institutional Research and Planning Associate Vice-President, Student Affairs | Academic year end date | 5 | Send to archives | n/a |
9120 - Student Recruitment
Description
Records related to planning and development of promotional activities and materials for recruiting new undergraduate and graduate students.
Can include plans, participation information, correspondence, lists and supporting documentation.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Provost and Vice-President, Academic Affairs | Academic Year End Date | 5 | Send to archives | See 3110: Unit Planning; 3130: Unit Reports, Studies and Statistics |
9130 - Student Admissions
Description
Records related to processing of admissions applications for acceptance into undergraduate, graduate or professional programs or courses.
Can include transcripts, tests, personal information, correspondence, forms, supporting documentation, letters, recommendations, CVs and resumés.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Associate Vice-President, Student Affairs Responsible faculty | Decision date | Successful applicants: immediately perform disposition action Unsuccessful applicants or those who do not register: 5 | Successful applicants: Transfer to student record Unsuccessful applicants or those who do not register: Destroy | See 9210: Student Academic Records |
9200 Student Records Management
9210 - Student Academic Records
Description
Records related to administration and tracking of academic progress and performance of individual students (future, current and past) managed by the registrar. Includes grades, reports on and letters attesting to the student’s studies or academic standing, and records and data relating to a student required to produce an official transcript.
Can include basic biographical information (name, sex, date of birth, student number, address, citizenship, visa status), supporting documentation relating to previous studies, admission data and documentation (including falsified documents), letters of recommendation, registration and program modifications, correspondence and documents in support of academic processes including appeal requests, requests for academic accommodations, requests for scholarships and financial support administered by the University, final evaluation results, financial information, proof of legal status, identification photographs, requests for interventions made to student file and supporting documentation.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Associate Vice-President, Student Affairs | Graduation / student no longer enrolled | 40 | Send to archives (Only the portions necessary to reproduce a transcript are sent to archives: first name, last name, student ID, OEN (Ontario Education Number), birthdate, terms attended, program name, course codes, course descriptions, course grades, course earned credits, course average, course size, TGPA, CGPA, total earned units, total GPA units, Deans Honour List, scholarships and grants, degrees granted with distinction, academic standing) | See 9220: Student Academic Progress—Faculty Files for students’ faculty files; 9212: Student Information Changes and Requests; 1520: Student Academic Misconduct—Case Files |
9211 - Equivalence Requests
Description
Records related to processing of requests to recognize courses as equivalent in student records, including acceptance or rejection of requests.
Can include forms, requests, correspondence, course descriptions, syllabus, transcripts, approvals and rejections.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Associate Vice-President, Student Affairs InfoService | Decision date | 5 | Destroy (Accepted equivalencies are entered into student academic record. See 9210.) | See 9210: Student Academic Records; 1110: Academic Program Management for equivalence management for programs |
9212 - Student Information Changes and Requests
Description
Records related to requests to modify or make changes to a students’ record, as well as requests for information in student records. Includes transcript requests, requests for academic status and change request applications.
Can include requests to add or drop courses, program withdrawal, residency status, correspondence, academic standing changes, requests for absence, verification of information, forms, letters of permission, waivers, application for graduation, verification of enrolment requests, name changes and supporting documentation.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Associate Vice-President, Student Affairs Responsible Faculty | Graduation / student no longer enrolled | 5 | Destroy (Approved changes reflected in Student Academic Record. See 9210.) | See 9210: Student Academic Record |
9220 - Student Academic Progress—Faculty Files
Description
Records related to monitoring of students’ academic progress, academic history, fulfilment of academic program and course requirements and administration of student files within faculties. Includes graduate thesis or project administration and monitoring of graduate students.
Can include admission and re-admission records, application forms, examination records, registration information, exchanges and interactions with students regarding academic affairs, letters of reference, copies of transcripts and academic records, correspondence, academic appeal information, examination and grade reports, practicum placement records, photos and supporting documentation.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Responsible faculty | Graduation / student no longer enrolled | 7 consecutive terms | Destroy | See 9210: Student Academic Record; 9230: Student Academic Progress—Professional Training Files |
9230 - Student Academic Progress—Professional Training Files
Description
Records related to monitoring of students’ academic progress, academic history, fulfilment of requirements and administration of student files within faculties for programs that provide a professional certification or degree when students might require credentialing during their careers.
Can include application forms, assessments, letters, CVs, licensing information, lists of clinical rotations, publications, transcripts, supporting documentation and correspondence.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Responsible faculty Faculty of Medicine Faculty of Health Sciences | Graduation / student no longer enrolled | 75 | Destroy | See 9210: Student Academic Record; 9240: Academic Placement—Risk Management Case Files |
9240 - Academic Placement—Risk Management Case Files
Description
Records related to monitoring and administration of risk management requirements for students participating in placement programs preparing them to enter clinical placement settings.
Can include vulnerable sector screenings, proof of immunization, N95 mask fit testing, forms, letters and correspondence.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Responsible faculty, school or department | Graduation / student no longer enrolled | 5 | Destroy | See 9230: Student Academic Progress—Professional Training Files; 4350: Workplace Injuries and Incidents—Case Files |
9300 Awarding of Degrees
9310 - Graduation Management
Description
Records related to management of graduation applications and approvals, including final degree lists approved by the Senate.
Can include correspondence, lists, notes and supporting documentation.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Registrar | Academic year end date | 5 | Send to archives | See 6120: Governing Bodies for Senate minutes |
9320 - Diploma Management
Description
Records related to the process of issuing diplomas.
Can include specimens, templates, signatures, schedules and procedures and correspondence.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Registrar | Superseded or obsolete | 5 | Send to archives | See 9321: Issuing and Replacement of Diplomas for requests for degree corrections |
9321 - Issuing and Replacement of Diplomas
Description
Records related to unclaimed and replacement diplomas.
Can include applications, forms, lists, supporting documentation, copies of diplomas, biographical information, approvals, correspondence and diplomas.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Registrar | Academic year end date | 3 | Destroy | See 9320: Diploma Management; 9210: Student Academic Records |
9400 Student Services
9410 - Student Support and Orientation Services
Description
Records related to planning, development and implementation of support and orientation services and programs provided exclusively to students. Includes academic advising, academic and learning support and accommodation programs, financial education programs, community development programs and services such as mediation, problem-solving and crisis intervention, dispute resolution, spiritual wellness, mentoring, orientation, training, job searches, international student support and entrepreneurship.
Can include program descriptions, guides, promotional materials, inventories, correspondence, reports and notes.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| All responsible units Associate Vice-President, Student Life | Calendar year end date | 5 | Send to archives | See 2230: Indigenous Resources Management; 2231: Indigenous Resources—Case Files; 2160: Health and Psychological Services—Patient Files |
9411 - Student Support Services— Case Files
Description
Records related to case files of interactions with individual students receiving support and orientation services. Includes academic advising, academic and learning support and accommodations, financial education, mediation, problem solving and crisis intervention, dispute resolution, mentoring, orientation, training, chaplain support, job searches, career advising and international student advising.
Can include biographical information, intake forms, registration information, notes, evaluations, requests, correspondence and reports.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Associate Vice-President, Student Life All responsible units | Graduation / student no longer enrolled | 10 | Destroy | See 2160 Health and Psychological Services—Patient Files; 2211: Human Rights and Equity—Case Files for accessibility; 2231: Indigenous Resources—Case Files |
9420 - Student Financial Aid Program Management
Description
Records related to establishment and management of financial aid programs offered by the University to students, including creation and maintenance of internal bursaries, scholarships and awards, as well as associated criteria. Includes merit-based scholarships and awards and programs based on financial need. Includes the Work-Study Program.
Can include program description, reports, general information on loans and bursaries, lists of granting organizations, support measures for students receiving financial assistance, lists, correspondence and supporting documentation.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Associate Vice-President, Student Life Financial Aid and Awards Office Responsible faculty | Superseded or obsolete | 6 | Send to archives | See 9421: Application for Financial Aid and Scholarships—Case Files for: applications; 9420: Student Financial Aid Program Management for: Work-Study Program; 9422: Student Financial Aid—Case Files |
9421 - Application for Financial Aid and Scholarships—Case Files
Description
Records related to applications, deliberations about and awarding of scholarships, bursaries and other financial awards to students, including entrance and in-course awards.
Can include applications, forms, supporting documentation, biographical information, correspondence, evaluations, notes, lists and decisions.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Financial Aid and Awards Office Responsible faculty | Decision date | Successful applicants: 7 Unsuccessful applicants: 1 year | Destroy | See 9210: Student Academic Records for applicable information on awards granted; 9422: Student Financial Aid—Case Files; 9420: Student Financial Aid Program Management for distribution of awards and award program management |
9422 - Student Financial Aid—Case Files
Description
Records related to individual case files of students receiving financial aid from various programs, including American Federal Student Aid programs, provincial student assistance programs (such as OSAP) and internal and external loans.
Can include forms, correspondence, notes, supporting documentation and biographical information.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Financial Aid and Awards Office Registrar | End of academic year | 3 | Destroy (OSAP records are transferred to the Ontario Ministry of Training, Colleges and Universities.) | See 9421: Application for Financial Aid and Scholarships—Case Files |
9423 - Work-Study Program—Case Files
Description
Records related to administration of individual case files of students participating in the Work-Study Program.
Can include applications, biographical information, job descriptions, CVs, notes, criteria, eligibility, reports, evaluations and correspondence.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Associate Vice-President, Student Life All responsible units | File closed date | 3 | Destroy | See 5400: Payroll |
9430 - Student Associations Relations
Description
Records related to interactions between the University and clubs, unions and associations representing students concerning student governance, specific issues or complaints, and special projects and initiatives.
Can include reports, correspondence, meeting notes, lists and surveys.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| Associate Vice-President, Student Life | File closed date | 5 | Send to archives | See 3610: Legal Counsel—Case Files for legal actions, litigation and claims |
9440 - Student Recognition Programs
Description
Records related to the planning, development and administration of programs that recognize the achievements and initiatives of students such as University-wide awards, community involvement awards and recognition for innovation and entrepreneurship.
Can include program guides and criteria, supporting documents, application procedures, correspondence, awarding criteria and guidelines, prize information, announcements and communications.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| All responsible units Associate Vice-President, Student Life | Superseded or obsolete | 5 | Send to archives | See 9420: Student Financial Aid Program Management for scholarships, bursaries and other financial aid managed by the Financial Aid and Awards office; 3310: University Events; 7730: Recognition Program Management for Employee Recognition Programs; 2350: Sports Championships, Tournaments and Recognition Events for sports recognition |
9441 - Student Recognition Awards—Case Files
Description
Records related to the application, evaluation and selection process for individual awards recognizing students’ achievements and initiatives.
Can include calls for nomination and application, applications, forms, nominations, proposals, evaluations and recommendations, lists of candidates, selection information, correspondence and notices of acceptance.
| RESPONSIBLE UNIT(S) | RETENTION TRIGGER | RETENTION PERIOD | DISPOSITION ACTION | CROSS-REFERENCE |
|---|---|---|---|---|
| All responsible units Associate Vice-President, Student Life | Decision date | 7 | Destroy | See 9422: Student Financial Aid—Case Files |
Questions and support
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