Record Code
|
Record Series / Activity
|
Description / Scope Notes
|
Examples of Record Types
|
Retention Period
|
Final Disposition
|
Office of Primary Responsibility (OPR)
|
Privacy Considerations (Y / N)
|
|
RG-01
|
Student Records
|
Records related to the administration of records for students who applied, were accepted, and enrolled
|
Applications for Admission | Admission Letters | Correspondence | Entrance Exam/Placement Reports | Reference Letters | Recruitment Materials | Transcripts [Secondary School and Other Colleges] | Academic Action Documentation | Academic Status and Standing Records | Advanced Placement Records | Applications and Authorizations for Graduation | Student Activity (Other Than Academics) Records | Class Schedules | Curriculum Change Records | Degree Audit Records | Hold or Encumbrance Records | Tuition and Fee Charges | Withdrawal Records | Foreign Student Forms | Work Term Records | Scholarship and Sponsorship Records | Appeals
|
Last Date of Attendance + 5 years
|
Destruction
|
Registrar (Admissions Officer; Records Officers)
|
Y
|
|
RG-02
|
Admissions - Applicants Who Do NOT Matriculate
|
Records related to applications and supporting documentation for prospective students who applied, but were not accepted, or who were accepted, but did not enroll
|
Applications for Admission | Acceptance Letters | Correspondence | Entrance Exam/Placement Reports | Letters of Recommendation | Medical Records | Recruitment Materials | Transcripts [Secondary School and Other Colleges]
|
3 years
|
Destruction
|
Registrar (Admissions Officer; Records Officers)
|
Y
|
|
RG-03
|
Enrolment
|
Records documenting authorizations for students to add or drop classes, audit classes, take classes pass/fail or for no credit, and other registration related matters
|
Registration Forms | Changes of Course (add/drop) | Credit/No Credit Approvals | Audit Authorizations | Pass/Fail Requests | Enrolment Verifications
|
5 years
|
Destruction
|
Registrar (Admissions Officer; Records Officers)
|
Y
|
|
RG-04
|
Academic Scheduling
|
Records related to academic scheduling of the institution
|
Academic Calendar | Academic Scheduling Records | Attendance Submittals | Exam Scheduling | Class Scheduling
|
5 years
|
Selective retention by archives
|
Registrar (Scheduling Coordinator)
|
Y
|
|
RG-05
|
Academic Records
|
Records related to the official academic records of permanent value
|
CNA-Q Transcripts (including request log kept with official transcript) | Change of Grade Verifications | GradeBook Reports | Grade Submissions | Graduation Lists and Commencement Programs | Course Catalogues | Dean's Honour Roll | President's Medal of Excellence | Awards
|
Permanent
|
Permanent retention
|
Registrar (Records Officers)
|
Y
|
