Retention & Disposition Schedules

Determining retention periods for University records includes an analysis of specific departmental needs and recordkeeping abilities, as well as researching legal and fiscal requirements for specific record types.

If you have any questions regarding any of the schedules, or if you would like to have a schedule created for your office, please contact our Records Archivist, Andrea McCutcheon.

Academic transcript (01-0000)

Schedule Number:

01-0000

Series Title:

Academic transcript

Purpose:

Operational: official undergraduate student academic record

Contents:

This series constitutes the portion of the student file that must be preserved permanently.

Rational:

Freedom of Information and Protection of Privacy Act; University Policy on Access to Student Academic Records (Governng Council, 1991)

Retention:

C + 7 years

Disposition:

Transfer to University Archives

Belated/Amended Marks Forms (01-0002)

Schedule Number:

01-0002

Series Title:

Belated/Amended Marks Forms

Purpose:

Operational: to report change in grade.

Contents:

Form from the Dept. reporting a change in grade for an individual student. For the period 1983 to 1985, see series 01-0001.

Rational:

University Policy on Access to Student Academic Records (Governing Council, 1991)

Retention:

2 sessions + 4 years

Disposition:

Destroy

Clerical Re-checks (01-0003)

Schedule Number:

01-0003

Series Title:

Clerical Re-checks

Purpose:

Operational: to document request by student for check of course result to determine accuracy.

Contents:

Clerical re-check form as submitted by student to College on an individual, per course basis.

Rational:

University Policy on Access to Student Academic Records (Governing Council, 1991)

Retention:

2 sessions + 4 years

Disposition:

Destroy

College Withdrawal Form (01-0004)

Schedule Number:

01-0004

Series Title:

College Withdrawal Form

Purpose:

Operational: for student to request late withdrawal without academic penalty.

Contents:

Pink "College Withdrawal" forms and petitions to withdraw. Contains all withdrawals initiated from 1987 to the present.

Rational:

University Policy on Access to Student Academic Records (Governing Council, 1991)

Retention:

2 sessions + 4 years

Disposition:

Destroy

Petitions (01-0005)

Schedule Number:

01-0005

Series Title:

Petitions

Purpose:

Operational: to document special requests of students.

Contents:

Petition decision; student/college letter; supporting documentation (e.g., medical certificates, death certificates, etc.); copy of academic record; and Dept. reference.

Rational:

University Policy on Access to Student Academic Records (Governing Council, 1991)

Retention:

Current + 4 years

Disposition:

Destroy: sample may be acquired by Archives for historical documentation.

Sessional reports (01-0006)

Schedule Number:

01-0006

Series Title:

Sessional reports

Purpose:

Operational: to identify anomalies with a student's record

Contents:

Program reports: extra 100 level courses; Standing Deferreds; Status; Registration Evaluation Diagnostics; NSTA - no status; and Grade Point Average.

Rational:

University Policy on Access to Student Academic Records (Governing Council, 1991)

Retention:

Current session + 0.5 to 1 year

Disposition:

Destroy

Processed Transcript Requests (01-0010)

Schedule Number:

01-0010

Series Title:

Processed Transcript Requests

Purpose:

Operational: to maintain a record of transcripts processed.

Contents:

Receipts of processed transcript requests; letters requesting transcripts.

Rational:

University Policy on Access to Student Academic Records (Governing Council, 1991)

Retention:

Current + 6 months

Disposition:

Destroy

Letters of Confirmation (01-0011)

Schedule Number:

01-0011

Series Title:

Letters of Confirmation

Purpose:

Operational: to confirm various matters pertaining to a student's record.

Contents:

Letters prepared at the request of student for: first term marks (early release); degree requirements completed; degree conferral; registration verification.

Rational:

University Policy on Access to Student Academic Records (Governing Council, 1991)

Retention:

2 sessions

Disposition:

Destroy

Transfer credit assessment documentation re: Transfer Credit Awarded on Admission (01-0014A)

Schedule Number:

01-0014A

Series Title:

Transfer credit assessment documentation re: Transfer Credit Awarded on Admission

Purpose:

Operational: to document transfer credit from other institutions.

Contents:

Transfer credit forms; may contain letters of permission and Admission letters.

Rational:

University Policy on Access to Student Academic Records (Governing Council, 1991)

Retention:

2 sessions + 4 years

Disposition:

Destroy

Transfer credit assessment documentation re: Post-Admission Transfer Credit (01-0014B)

Schedule Number:

01-0014B

Series Title:

Transfer credit assessment documentation re: Post-Admission Transfer Credit

Purpose:

Operational: to document transfer credit from other divisions or faculties.

Contents:

Transfer credit forms; may contain letters of permission and Admission letters.

Rational:

University Policy on Access to Student Academic Records (Governing Council, 1991)

Retention:

Current + 4 years

Disposition:

Destroy