Student Services and Records

Records relating to the documentation of students' academic history and provision of support services to students.

Classification Plan

Primary	Secondary	RRSDA	Total Retention	Disposition
Student Services & Records (General)
	Policies & Procedures	2005-001	S/O	Full Retention by Archives
	General	1999-005	CY + 7	Selective Retention
	Planning	1999-005	CY + 7	Selective Retention
	Reports & Statistics	1999-005	CY + 7	Selective Retention
	Special Projects	1999-005	CY + 7	Selective Retention
	Reference & Information Files	1995-025	S/O	Destruction
Academic Advising
	Policies & Procedures	2005-001	S/O	Full Retention by Archives
	General	1999-005	CY + 7	Selective Retention
	Academic Advising Files	2000-007	CY + 3	Destruction
Admissions
	Policies & Procedures	2005-001	S/O	Full Retention by Archives
	General	1999-005	CY + 7	Selective Retention
	Admissions Application Files	1999-007	Case Closed + 1 year	Destruction
Financial Assistance
	Policies & Procedures	2005-001	S/O	Full Retention by Archives
	General	1999-005	CY + 7	Selective Retention
	Scholarships, Awards & Bursary Files	1999-005	CY + 7	Selective Retention
	Applications Files	1999-048	Case Closed + 1 year	Destruction
Orientation
	Policies & Procedures	2005-001	S/O	Full Retention by Archives
	General	1999-005	CY + 7	Selective Retention
	Orientation Files	1999-005	CY + 7	Selective Retention
Recruitment
	Policies & Procedures	2005-001	S/O	Full Retention by Archives
	General	1999-005	CY + 7	Selective Retention
	Enrollment Files	TBD	TBD	TBD
Student Files
	Policies & Procedures	2005-001	S/O	Full Retention by Archives
	General	1999-005	CY + 7	Selective Retention
	Undergraduate Students	1999-016	CY student graduates + 5 years	Destruction
	Masters/Doctoral Students	1999-016	CY student graduates + 3 years	Destruction
	Non-credit	2022-001	See RRSDA	See RRSDA

CY = Current calendar year; CFY = Current fiscal year; CS = Current semester; RRSDA = Records Retention Schedule and Disposal Authorities; S/O = Superseded or obsolete.

Scope Notes

Student Services and Records General

Use for records relating to student services and records in general but which do not fall under any other primary in this subject heading. Note that the secondaries "Policies and Procedures," "General," "Planning," "Reports and Statistics," "Special Projects," and "Reference and Information Files" can also be attached to any other primary if needed.

Academic Advising

Use for records relating to student academic advising.

Admissions

Use for records relating to student admissions to the department. Records of unsuccessful applicants are scheduled under RRSDA 1999-007.

Financial Assistance

Use for records relating to scholarships, awards and bursaries offered by the department. Keep information about the awards separate from annual student applications. Application files are scheduled under RRSDA 1999-048.

Orientation

Use for records relating to student orientation sessions organized by the department.

Recruitment

Use for records relating to the recruitment of potential students to the department.

Student Files

Use for records documenting individual students' academic history. Do not file student employment history on the Student File; use the appropriate Human Resources - Personnel file. Keep files of undergraduate, masters and doctoral students separate. Within each block, keep files of current, withdrawn and completed students separate. Undergraduate student files are scheduled under RRSDA 1999-016. All other closed student files should be sent to the URC pending scheduling.

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Archives and Records Management