Student Records

Record Schedule Number: 1996-60
Office of Primary Responsibility: Office of the Registrar

This series documents admission, enrolment, counselling, conduct, performance, financial and graduation procedures.

(D = Date of Original Transaction; T = Termination of Attendance)


RecordRetentionDisposition
Admission documents - RegistrarD + 4 yearsDestroy
Admission documents - OthersD + 4 yearsDestroy
Enrolment documents - RegistrarD + 7 yearsDestroy
Enrolment documents - OthersD + 7 yearsDestroy
Counselling documents - RegistrarD + 5 yearsDestroy
Counselling documents - OthersT + 5 yearsDestroy
Conduct documents - RegistrarD + 5 yearsTransfer to Archives for selective retention (sample)
Conduct documents - OthersT + 5 yearsTransfer to Archives for selective retention (sample)
Performance documents - RegistrarPermanentN/A
Performance documents - OthersT + 5 yearsDestroy
Financial documents - RegistrarD + 7 yearsDestroy
Financial documents - OthersD + 5 yearsDestroy
Graduation documents - RegistrarPermanentN/A
Graduation documents - OthersD + 5 yearsDestroy

NOTE: Destruction of Student Records in hard copy format must be by shredding, pulping or incineration.

Performance documents: Faculty are encouraged to dispose of student grade records and assignments after their utility for providing letters of reference has expired.


Functions:
  • Student Records
Classification: 800-899: Student Records
Approval Date: 6 December 1996
Status: In force