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.

Schedule Number:

01-0019

Series Title:

Study Elsewhere Documentation

Purpose:

Operational: to document a student's participation in the "Study Elsewhere" programme.

Contents:

Application; correspondence; transfer credit assessments; copies of transcripts from host institution; course descriptions from host institutions; copies of statements of results and final academic record.

Rational:

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

Retention:

Current + 4 years

Disposition:

Destroy

Schedule Number:

01-0021

Series Title:

Academic Discipline Documentation

Purpose:

Operational

Contents:

Request from Dean's office for GWR (grade withheld pending review) as a course result; resolution and cancellation of GWRs; mark change form for academic offence; copies of letters sent to students from the Dean; and letters from Tribunal.

Rational:

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

Retention:

Current + 1 session + 4 years

Disposition:

Destroy

Schedule Number:

01-0023

Series Title:

Course Enrolment Forms

Purpose:

Operational: used to add or delete a course from a student's programme.

Contents:

Course "add/drop" forms.

Rational:

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

Retention:

Current + 1 session

Disposition:

Destroy

Schedule Number:

01-0024

Series Title:

Academic Record Cards for Faculty of Food Science/Household Science

Purpose:

Operational: official student academic record documented in summary form. The Faculty of Food/Household Science no longer exists, and its records were transferred to the Faculty of Arts and Science.

Contents:

Microfilm copy of original cards stored in Archives.

Rational:

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

Retention:

Not applicable

Disposition:

Originals retained permanently by Archives; microfilm copy retained by Faculty office.

Schedule Number:

01-0025

Series Title:

Unfindables

Purpose:

Operational.

Contents:

Documents unable to be filed because file is at Archives or cannot be located; miscellaneous forms including name changes, re-registration, transfer credits, letters of confirmation, College correspondence, transfer forms, petitions, student fee statements, student awards, etc.

Rational:

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

Retention:

See specific schedules.

Disposition:

See schedules for specific documents.

Schedule Number:

01-0026

Series Title:

Marks Reporting List

Purpose:

Operational: to determine course results on a sessional/term basis.

Contents:

Marks reporting lists, course summary sheets, and explanations of grade distribution; electronic submissions (diskettes and electronic mail); and reports.

Rational:

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

Retention:

Current 2 session + 4 years

Disposition:

Destroy

Schedule Number:

01-0027

Series Title:

Quality Control Lists

Purpose:

Operational: to check any anomalies between what is reported on the final marks list and what is on the data base.

Contents:

Computer print-outs of course marks.

Rational:

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

Retention:

1 session

Disposition:

Destroy

Schedule Number:

01-0028

Series Title:

Convocation and IV Year Stamp documentation

Purpose:

Operational: to assess student's eligibility to graduate or receive IV year stamp.

Contents:

Programme of Study Assessment Forms (POSA); Student Academic Record (SAR); Statements of Results; College correspondence; 4 year stamps; and page proofs of convocation programmes.

Rational:

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

Retention:

Current session + 1 session

Disposition:

Destroy

Schedule Number:

01-0029

Series Title:

Individual student files for undergraduate programs (as per attached list).

Purpose:

Operational: the document the undergraduate student academic record

Contents:

This general schedule apples to all individual student files retained by the Faculty of Arts and Science Registrar and all Undergraduate Departments. Includes documents on the attached list.

Rational:

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

Retention:

as per attached list

Disposition:

as per attched list

Schedule Number:

01-0030

Series Title:

Name Change Forms

Purpose:

Operational: to change a student's name on the official University record.

Contents:

Name change forms. Name changes are made by the Colleges, not the Faculty Registrar. In the past, the Registrar had to change the card but with the introduction of ROSI, all transcripts for this period will have a ROSI generated cover page with the correct student name.

Rational:

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

Retention:

0 years

Disposition:

Destroy