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DIRECTORY OF UNIVERSITY RECORDS AND PERSONAL INFORMATION BANKS

Huron University is committed to protecting the privacy of those who study or work here (currently and formerly) and protects personal information consistent with the Freedom of Information and Protection of Privacy Act (FIPPA).

If you have any questions or concerns about your personal information or privacy, please contact privacy@huron.uwo.ca

Administration

Access & Privacy

Location:Office of Finance & Administration.
Legal Authority:Huron University College Act, 2020
Information Maintained:Some or all of name, home contact information, details of request/issue.
Uses:Information is used to administer access requests, correction to personal information requests, and privacy complaints.
Users:Privacy Officer, authorized individuals from other units, Information and Privacy Commissioner/Ontario (IPC).
Individuals in Bank:Requesters, privacy complainants, other individuals.
Retention & Disposal Schedule:ADM-00
Location:Office of Finance & Administration.
Legal Authority:Huron University College Act, 2020
Information Maintained:Some or all of name, date of birth, gender, employee/student number, employment information, financial information, details of issue and related documents.
Uses:Information is used to gather advice, opinions and background on matters of a legal concern.
Users:Privacy Officer, authorized individuals from other units.
Individuals in Bank:Individuals pertaining to any legal matters.
Retention & Disposal Schedule:ADM-03

Advancement

Fund Records

Location:Advancement & Alumni Relations, Finance & Administration
Legal Authority:Huron University College Act, 2020
Information Maintained:Some or all of name, date of birth, home contact information, marital / family status and information, next-of-kin, education information, employment information, financial information, donation history, photographs, comments and opinions.
Uses:Information is used to administer endowments, donations and funds, recognize donors, and for contact purposes.
Users:Division of Financial Services, Department of Alumni Relations and Development, Advancement Services, authorized individuals involved in development activities within Faculties / Schools and Units.
Individuals in Bank:Current / prospective donors, next-of-kin.
Retention & Disposal Schedule:ADV-00

Donor Records

Location:Advancement & Alumni Relations, Finance & Administration
Legal Authority:Huron University College Act, 2020
Information Maintained:Some or all of name, date of birth, home contact information, gender, marital / family status and information, employee / student number, intellectual property information, education information, scholarships / awards received, employment information, associations and memberships, financial information, donation history, photographs.
Uses:Information is used to process / appraise donations, administer agreements and development activities, prepare tax receipts, recognize donors, and for contact purposes.
Users:Division of Financial Services, Department of Alumni Relations and Development, Advancement Services, authorized individuals involved in development activities within Faculties / Schools and Units.
Individuals in Bank:Current / prospective donors, next-of-kin.
Retention & Disposal Schedule:ADV-01

Alumni Records

Location:Advancement & Alumni Relations
Legal Authority:Huron University College Act, 2020
Information Maintained:Some or all of name, date and/or place of birth/death, home contact information (current and historical), gender, marital/family status and information, student number, education information, scholarships/awards/honors received, employment information, financial information, donation history, philanthropic interests, relationships with donors and/or other alumni, photographs, event attendance, communication preferences, intercollegiate athletic information, volunteer information, comments.
Uses:Information is used to initiate and administer alumni relations, maintain records of gifts and pledges, recognize donors, select award/scholarship recipients, recruit volunteers, and for contact/reporting purposes.
Users:Department of Alumni Relations and Development, Advancement Services, Faculties/Schools and Units, award selection committees, Department of Communications, Huron’s Board of Governors, third-party organizations assisting with Alumni Affairs’ program delivery and fundraising.
Individuals in Bank:Current/prospective donors, next-of-kin, individuals external to the University.
Retention & Disposal Schedule:ADV-02

Community Safety

Complaint and Investigation Records

Location:Community Safety Office
Legal Authority:Huron University College Act, 2020
Information Maintained:Name, address, student ID number, employee ID number, academic information.
Uses:Used in the official complaint and investigation process.
Users:Shared with senior administration or Human Resources as dictated by Huron’s policies.
Individuals in Bank:Students, staff, faculty.
Retention & Disposal Schedule:COMSAF-00

OMNIGO Incident Reports

Location:Community Safety Office
Legal Authority:Huron University College Act, 2020
Information Maintained:Name, address, student ID number, employee ID number, academic information, personal identifying information (i.e. driver’s licence)
Uses:Used to record all incidents occurring on campus.
Users:Can be shared with Residence Life Managers, Manager Huron Security, Director of Human Resources.
Individuals in Bank:Students, staff, faculty, guests, visitors.
Retention & Disposal Schedule:COMSAF-02

Participation Forms for Courses, Workshops and Training

Location:Community Safety Office
Legal Authority:Huron University College Act, 2020
Information Maintained:Name, address, student ID number, employee ID number, phone number.
Uses:Used to record all participants and ensure they are a part of the Huron community.
Users:Director, Community Safety; management / staff if necessary.
Individuals in Bank:Students.
Retention & Disposal Schedule:COMSAF-03

Safety Planning

Location:Community Safety Office
Legal Authority:Huron University College Act, 2020
Information Maintained:Name, address, student ID number, employee ID number, phone number, personal details.
Uses:Used to assist student or staff in creating personalized safety plan.
Users:Director, Community Safety; management / staff if necessary.
Individuals in Bank:Students, staff, faculty.
Retention & Disposal Schedule:COMSAF-04

Facilities Management

Mail Box Assignments

Location:Mail Room Office.
Legal Authority:Huron University College Act, 2020
Information Maintained:Student Name, Student Number, Residence Room, Mail Box Number.
Uses:For issuing mail box keys to student residents.
Users:Mail / Parking Assistant; ISAs.
Individuals in Bank:All student residents assigned a mail box.
Retention & Disposal Schedule:Annual – list is updated with new residents each summer.

Parking Permits

Location:Parking Office.
Legal Authority:Huron University College Act, 2020
Information Maintained:Permit Holder Name, Employee/Student Number (if applicable), Contact Information, Vehicle(s) Make, Model, Colour, Licence Plate Number.
Uses:For processing and providing access for active parking permits for use of parking lots on Huron’s property.
Users:Mail / Parking Assistant; ISAs; Western Parking Enforcement.
Individuals in Bank:All applicants for parking permits.
Retention & Disposal Schedule:Annual – list is updated with new residents each summer.

Faculty of Theology

Theology Instructor & Staff files

Location:Theology Dean’s Office, H211.
Legal Authority:Huron University College Act, 2020
Information Maintained:May include name, addresses, phone numbers, gender, SIN, citizenship, emails, emergency contacts, education, employment, offers of employment, salary, heath information, yearly performance reviews, applications for sabbatical, promotion and tenure (and their results), awards, reference letters, discipline letters, documentation around student issues.
Uses:To administer hiring process, to plan faculty personnel needs, sabbaticals, retirements. For contact info.
Users:Assistant to Dean, Dean, Human Resources, LTh Director.
Individuals in Bank:Present & recent instructors, professors emeriti, research fellows. Part-time and full-time employees in faculty:  LTh Director, Assistant to Dean, Assessment Coordinator, Recruitment Coordinator, their Emergency Contacts, spouses, children, students.
Retention & Disposal Schedule:THEO-00

Theology Financial Aid / Bursary Applications

Location:Theology Office, Theology Director of Financial Aid Office.
Legal Authority:Huron University College Act, 2020
Information Maintained:Western / Huron University student name, student number, program, addresses, phone numbers, citizenship, marital/family status, visa status, email addresses, date of birth, employment info, scholarship, award, bursary info, personal financial budgets and info, medical info, bursary decision, Diocesan status & denomination (MDiv only), comments and requests.
Uses:Determine eligibility for Theology bursaries to MDiv/MTS, MA students, anonymized data reports, and for contact purposes. Determining eligibility for Diehl award.
Users:Dean of Theology, Assistant to Dean of Theology, Admissions Committee, Theology Financial Aid director, Registrar’s office, Chair of Graduate Committee, Student Billing.  (For students who are applying for Diocese of Huron CATS aid, the amount of Huron bursary is reported, and a recommendation of a CATS award is made, to the CATS committee).
Individuals in Bank:Applicants, next of kin, names of those who have made personal loans.
Retention & Disposal Schedule:THEO-01

Theology Faculty and Course Evaluations

Location:Theology Dean’s Office, Members of Faculty of Theology Committee (FTC).
Legal Authority:Huron University College Act, 2020
Information Maintained:Faculty name, course name and number, results of anonymous student evaluations on course and instructor satisfaction.
Uses:Program and faculty planning. Recommendations and applications around promotions, sabbaticals, leaves. Decisions on Faculty promotion and tenure. Faculty annual performance letters.  Anonymized data reports to President, to accrediting bodies.
Users:Dean of Theology, Assistant to Dean of Theology, Accrediting bodies, Faculty (their own).
Individuals in Bank:Instructors.
Retention & Disposal Schedule:THEO-02

Faculty of Theology Committee (FTC) Minutes

Location:Theology Dean’s Office, Members of FTC.
Legal Authority:Huron University College Act, 2020
Information Maintained:Minutes of meetings which could discuss students by name, their accommodations, marks, placement, and decisions around progression.  Instructor applications (university and continuing education), and Research Fellow proposals and decisions, additions, retirements, Professor Emeritus proposals, promotion applications / recommendations, those quitting, leaves–all possibly containing names, addresses, telephone numbers, and email addresses, biographical info, educational info, references, course evaluations. Staff names and position changes.
Uses:Program and faculty planning. Student advising, accommodations and progression. Recommendations around promotions, sabbaticals, leaves. Decisions on Continuing Education instructor approvals, Professor Emeritus recommendations, Research Fellow recommendations.
Users:Dean of Theology, Assistant to Dean of Theology, Members of FTC and some invited attendees. Student marks reports at FTC do not remain with members, other than Dean’s office.
Individuals in Bank:Students, instructors, instructor applicants, staff, Research Fellow applicants, referees.
Retention & Disposal Schedule:THEO-03

Non-Credit & LTh Student Records

Location:Director of LTh program, Theology Office.
Legal Authority:Huron University College Act, 2020
Information Maintained:For those taking non-credit, continuing education, or LTh programs:  student name, address, phone number, email address, credit card, individual or entity paying, courses taken, marks, progress in program, Income Tax Receipts.
Uses:To register students in course(s) and to take payments. To record progression in, and to award, certificates. Student contact/advertising.  Compiling class student lists for instructors. To report anonymized data to FTC and Dean. For program planning. To provide income tax receipts.
Users:Director of LTh Program, Dean of Theology office, Continuing education and LTh instructors.
Individuals in Bank:Non-credit students, person or entity providing payment.
Retention & Disposal Schedule:THEO-04

Theology Student Files

Location:Theology office, Dean’s office
Legal Authority:Huron University College Act, 2020
Information Maintained:Western / Huron University student name, student number, addresses, phone numbers, gender, citizenship, visa status, languages spoken, email addresses, social insurance numbers, date of birth, educational info, program progression maps, employment info, scholarship, award, bursary info, medical info, Diocesan status & denomination (MDiv only), criminal record check, reference letters, requests for academic accommodation, health info, applications, status changes, travel waivers, applications for Letters of Permission, biographical information, comments and opinions.
Uses:Determine eligibility for admission, for Theology bursaries, prizes and scholarships, student registration, program planning, anonymized data reports, academic advising, eligibility for graduation, progression, and contact purposes.
Users:Dean of Theology, Assistant to Dean of Theology, Admissions Committee, Theology Financial Aid director, Registrar’s office, Chair of Graduate Committee.
Individuals in Bank:Applicants, students, instructors, referees, supervisors, next of kin.
Retention & Disposal Schedule:THEO-05

Student Scholastic Offence Records

Location:Theology office
Legal Authority:Huron University College Act, 2020
Information Maintained:Student name, number, contact information, course registration, evidence, correspondence with student, decisions, penalties.
Uses:To administer scholastic discipline processes.
Users:Dean’s Office, Home Dean, Course Dean, Senate appeal committee, Registrar, and authorized individuals. Anonymized data to Vice-Provost.
Individuals in Bank:Students, Instructor, Deans, other individuals affected by, or involved in, the process.
Retention & Disposal Schedule:THEO-06

Finance

Accounts Payable Vendors

Location:Finance.
Legal Authority:Huron University College Act, 2020
Information Maintained:Name, address, email, payment method, invoice activity, banking information (bank code, transit number, account number), wire transfer information.
Uses:Information is used to document the expenditures of supplies and services on the behalf of the university and for audit purposes.
Users:Finance, Business Office, Auditors.
Individuals in Bank:Faculty Members, Staff, Honorarium Recipients.
Retention & Disposal Schedule:FIN-00

Accounts Receivable Vendors

Location:Finance.
Legal Authority:Huron University College Act, 2020
Information Maintained:Name, address, email, invoice and billing activity, contact name.
Uses:Information is used to document funds received from activity outside of student billing on behalf of the university and audit purposes.
Users:Finance, Business Office, Auditors.
Individuals in Bank:Vendors.
Retention & Disposal Schedule:FIN-01

Budget Faculty / Staff Salary Information

Location:Finance, Human Resources.
Legal Authority:Huron University College Act, 2020
Information Maintained:Name, salary information, job level, job name.
Uses:Information is used to construct budgets on a yearly basis for the University.
Users:Finance, Business Office, Auditors, Budget Holders.
Individuals in Bank:Faculty Members, Staff.
Retention & Disposal Schedule:FIN-02

Grant Information

Location:Finance.
Legal Authority:Huron University College Act, 2020
Information Maintained:Grant number, project leader, grant amount and payment schedule. 
Uses:Information is used to document the grant received at the University on behalf of the faculty members.
Users:Finance, Business Office, Auditors.
Individuals in Bank:None.
Retention & Disposal Schedule:FIN-03

Human Resources

Employee File

Location:Human Resources Office.
Legal Authority:Huron University College Act, 2020
Information Maintained:Some or all of name, date of birth, home / emergency contact information, marital / family status and information, next-of-kin, beneficiary information, citizenship / immigration status, SIN, employee / student number, education information, research information, employment information, performance evaluations, discipline information, grievance information, criminal record check, attendance, financial information, disability and / or medical information, photographs, physical description, reference letters, comments and opinions.
Uses:Information is used to administer the employment relationship from the point of hiring to termination in accordance with established polices, collective agreements, and legislative requirements, and for contact / reporting purposes.
Users:Human Resources, authorized individuals
Individuals in Bank:Faculty, staff, beneficiaries, emergency contacts and/or next-of-kin, individuals external to the University.
Retention & Disposal Schedule:HR-10

Recruitment Files

Location:Human Resources Office.
Legal Authority:Huron University College Act, 2020
Information Maintained:Name, contact information, education information, eligibility to work in Canada, employment information, references, comments and opinions.
Uses:Information is used to administer the hiring process.
Users:Human Resources, hiring managers.
Individuals in Bank:Applicants.
Retention & Disposal Schedule:HR-08

Investigation and Complaint Records

Location:Human Resources Office & Community Safety Office.
Legal Authority:Huron University College Act, 2020
Information Maintained:Some or all of name, date of birth, gender, employee / student number, employment information, financial information, details of issue and related documents.
Uses:Information is used to investigate and resolve employee complaints, employee misconduct, manage labour relations, and administer the grievance and arbitration process.
Users:Human Resources, Director, Community Safety, authorized individuals.
Individuals in Bank:Faculty, staff, students, individuals external to the University.
Retention & Disposal Schedule:HR-06

Medical and Benefit Claims Records

Location:Human Resources Office
Legal Authority:Huron University College Act, 2020
Information Maintained:Some or all of name, date of birth, home contact information, marital / family status and information, SIN, employee number, employment information, long term disability claim information, Workplace Safety and Insurance Board claim information, financial information.
Uses:Information is used to administer claims and benefits, monitor accommodation, and for return to work planning.
Users:Human Resources, authorized individuals, external agencies.
Individuals in Bank:Faculty, staff, dependents and beneficiaries.
Retention & Disposal Schedule:Under review.

Library and Learning Services

Content & Collections

Location:Huron University College, Library and Learning Services.
Legal Authority:Huron University College Act, 2020
Information Maintained:Faculty Names, email addresses.
Uses:Track Research Interests and faculty selections.
Users:Collections Librarian, Library Assistant, Library Director.
Individuals in Bank:Faculty Members.
Retention & Disposal Schedule:Records usually maintained for a year after faculty retire, or after contract termination. Inactive Research Profiles are stripped of personal information and archived.

Reference Services

Location:Huron University College, Library and Learning Services.
Legal Authority:Huron University College Act, 2020
Information Maintained:Name, employment history, phone number, email, education history (resumes).
Uses:Present & Continued Employment Opportunities.
Users:Teaching and Learning Librarian, Director of Library.
Individuals in Bank:Graduate Students MLIS.
Retention & Disposal Schedule:One year after contract expires.

Teaching & Learning

Location:Huron University College, Library and Learning Services.
Legal Authority:Huron University College Act, 2020
Information Maintained:Name, student number, academic writing.
Uses:Assessment.
Users:Teaching and Learning Librarian, Faculty.
Individuals in Bank:Undergraduate Students.
Retention & Disposal Schedule:One year after course has been completed

User Services

Location:Huron University College, Library and Learning Services.
Legal Authority:Huron University College Act, 2020
Information Maintained:Full name, email and home address, telephone number, student ID, user group (ex. Undergraduate, staff, faculty), preferred language.
Uses:Information is used for borrowing privileges for library materials and facility (ex. study rooms).
Users:Western and Affiliate full-time and part-time library staff.
Individuals in Bank:Students, faculty, staff and guest borrowers.
Retention & Disposal Schedule:System-Wide, according to Western Libraries Schedule.

Writing Services

Location:Huron University College, Library and Learning Services.
Legal Authority:Huron University College Act, 2020
Information Maintained:Tutors: Name, email, designation (e.g., level of study, program).

Tutees: Name, email, level of study, program, course/instructor, type of support requested, accessibility needs, pronouns.

Volunteers: Name, email, designation (e.g., level of study, program).
Uses:Adapting support, strategies, resources.
Communication.
Unit metrics.
Strategic planning (e.g., tutor types, hours, etc.)
Users:Coordinator, tutors.
Individuals in Bank:Tutors, students.
Retention & Disposal Schedule:In Libcal – disposal strategy to be determined with Digital Initiatives Librarian.

Office of the Provost, and Dean, Faculty of Arts and Social Science

Faculty Records (Full-time, Sessional, Part-time)

Location:Office of the Provost, and Dean, Faculty of Arts and Social Science, Huron University College.
Legal Authority:Huron University College Act, 2020
Information Maintained:Offers of employment (contracts), education information (CVs), student evaluations, home contact information, teaching award information, publications, committee membership information and minutes, undergraduate program review information.
Uses:Information is used for planning, budgeting, recruitment, promotion and tenure, reporting, employment planning and performance evaluations.
Users:Office of the Provost, and Dean (contract information shared with Department of Human Resources and Payroll).
Individuals in Bank:Faculty members – all ranks.
Retention & Disposal Schedule:Under review.

Undergraduate Student Records: Student Academic and Personal Records, Student Academic Offences, Student Appeals, Dean’s Waivers, Grade Revisions, Scholarship Attributions

Location:Office of the Provost, and Dean, Faculty of Arts and Social Science, Huron University College.
Legal Authority:Huron University College Act, 2020
Information Maintained:Some or all of name, student number, education information, academic appeal information, discipline information, disability and / or medical information, details of incident and supporting documentation, recommendations / ensuing actions as determined by Provost, Dean.
Uses:Information is used to administer academic appeal and scholastic discipline and scholastic scholarship and award processes.
Users:Office of Provost, and Dean (shared with Office of the Registrar as required).
Individuals in Bank:Students, other individuals affected by or involved in each process.
Retention & Disposal Schedule:Under review.

Office of the Registrar

Student Academic Records – Academic Advising

Location:Office of the Registrar.
Legal Authority:Huron University College Act, 2020
Information Maintained:Some or all of name, date of birth, home contact information, gender, information about family or other individuals affected by or involved in the process, citizenship information, student number, education information, medical information, counseling notes and recommendations, comments and opinions.
Uses:Information is used to assist with academic difficulties, monitor progress, advise on course selection and other academic matters.
Users:Office of the Registrar, Academic Advising, Learning Services, Student Support services and authorized individuals (some external to the University).
Individuals in Bank:Students.
Retention & Disposal Schedule:REG-00

Student Academic Records – Permanent Transcript Records

Location:Office of the Registrar.
Legal Authority:Huron University College Act, 2020
Information Maintained:Some or all of name, date and / or place of birth / death, home contact information, student number, education information, recommendation for graduation, discipline information, scholarships and awards received, permissions granted, comments and opinions.
Uses:These records constitute the permanent record of student performance kept by the Office of the Registrar. Permanent record information is that which is required for production of a transcript and includes: a list of all courses attempted, and grades achieved, degree attained and date of graduation, academic progress, academic awards and scholarships. Information is used to document academic status, record academic achievement and standing, process official transcript requests, determine eligibility for special programs (exchanges, internships, etc.), student awards, scholarships and financial support, and for contact purposes.
Users:Office of the Registrar at Western and Huron, authorized individuals (some external to the University).
Individuals in Bank:Students.
Retention & Disposal Schedule:REG-01

Student Academic Records – Scholarship and Awards Records

Location:Office of the Registrar.
Legal Authority:Huron University College Act, 2020
Information Maintained:Some or all of name, home contact information, marital / family status and information, citizenship information, SIN, student number, education information, employment information, financial information, specific eligibility criteria, photographs, reference letters, comments and opinions.
Uses:Information is used to administer scholarships and awards, maintain records of recipients, and for contact / reporting purposes.
Users:Faculties / Schools, Office of the Registrar, Department of Alumni Relations and Development, donors, government bodies, and authorized individuals.
Individuals in Bank:Students, Donors.
Retention & Disposal Schedule:REG-02

Student Academic Records – Transactional Records

Location:Office of the Registrar.
Legal Authority:Huron University College Act, 2020
Information Maintained:These records consist of transactional records (e.g. add / drop forms, letters of permission, declaration of fees forms, intents to register, summer activation, etc.) about individuals captured and maintained in the student record information or document management systems.
Uses:Information is used to administer academic programs and activities.
Users:Office of the Registrar at Western and Huron, authorized individuals (some external to the University).
Individuals in Bank:Students.
Retention & Disposal Schedule:REG-03

Partnerships

Partnerships – Career Development

Location:Partnerships, Career Development Office.
Legal Authority:Huron University College Act, 2020
Information Maintained:Some or all of name, date of birth, home / emergency contact information, gender, marital / family status and information, citizenship information, SIN, employee / student number, education information, school affiliation, employment information, placement information, rankings, performance evaluations, assessments, financial information, pay information, medical information, security clearances, languages spoken, reference letters, comments and opinions.
Uses:Information is used to identify and administer university partnerships, on and off campus placements, employment, monitor career development progress including internship, volunteer, mentorship, progress, extra-curricular program participation, evaluate participants, and for reporting purposes.
Users:Partnerships staff including career development coordinators, managers, assistants, supervisors / employers, external organizations involved in employment, internship, volunteer, extra-curricular programs, fieldwork, on and off-campus placement programs.
Collaborating departments such as the Registrar’s Office or Advancement.
External funding agencies when relevant.
Individuals in Bank:Students, supervisors, emergency contacts and / or next-of-kin, individuals external to the University.
Retention & Disposal Schedule:PART-00

Events & Conferences

Location:Events & Conferences Office – Partnerships
Legal Authority:Huron University College Act, 2020
Information Maintained:Some or all of name, home contact information, marital / family status, employee / student number, education information, financial information, allergies and / or dietary restrictions, arrival / departure dates, lecture / speaker information (may include comments or opinions, biographical, research, or employment information, and photographs).
Uses:Information is used to administer events, register participants and for contact purposes.
Users:Events & Conference Services and departments related to events and conferences.
Individuals in Bank:Faculty members, staff, students, prospective students, alumni, volunteers, emergency contacts, and individuals external to the University.
Retention & Disposal Schedule:PART-01

Recruitment & Admissions

Program Recruitment – Applications / Student Records

Location:Recruitment & Admissions Office.
Legal Authority:Huron University College Act, 2020
Information Maintained:Some or all of name, date of birth, home / residence contact information, gender, citizenship information, visa status, SIN, student number, Ontario Universities Application Centre application code / number, passport number, Permanent Residency status, education information, program interests, employment information, financial information, scholarship, award and bursary information, financial information, medical information, alumni associations, emergency contacts, photographs, physical characteristics, languages spoken, extra-curricular activities, reference letters, biographical information, comments and opinions.
Uses:Information is used to administer academic programs and activities.
Users:Recruitment & Admissions, Financial Aid and Student Accounts, Registrar, Faculties / Schools and Units, and other authorized individuals (some external to the University).
Individuals in Bank:Applicants to Huron, current Huron students and affiliated campus students participating in a Huron program.
Retention & Disposal Schedule:RECADM-00