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Records Management

RG Registrar

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