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Records Retention
and Disposal Schedules

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

Huron University’s Records Retention and Disposal Schedules are designed to support effective management of the University’s recorded information. Retention and disposal schedules specify how long specific records should be kept, where they should be retained and by whom, and whether they should ultimately be destroyed or preserved in an archive. They apply to all records, regardless of format, in all locations.

Retention and disposal schedules are key components of a comprehensive records management program that support the administration and operation of the University by:

  • limiting unnecessary records accumulation;
  • assisting in identifying and retrieving needed information;
  • supporting cost-effective use of office space and storage facilities;
  • guarding against premature destruction;
  • assisting with legislative compliance; and
  • assisting in identifying and preserving records of historical value.

Once they are approved, adherence to the provisions of Huron University’s Records Retention and Disposal Schedules is mandatory, as they represent the University’s official policy with respect to records retention and disposal.

Administration

ACCESS & Privacy

ADM-00

Consists of records relating to access to information requests made under the Freedom of Information and Protection of Privacy Act (FIPPA) and complaints regarding privacy breaches. Records may include access request forms, acknowledgement letters, third party notices, fee estimates, access recommendations, record search worksheets, notice and confirmation of appeal and written representations.

OFFICE OF PRIMARY RESPONSIBILITY:Finance & Administration Office.
RETENTION TRIGGER:Until last action.
TOTAL RETENTION:5 Years
FINAL ACTION:Confidential Destruction.
RETENTION RATIONALE:Retention based on anticipated operational use.
PIB:Yes
FILING NOTES:Informal requests should be retained for 1 year after last action.

CONTRACTS & AGREEMENTS

ADM-01

Consists of signed contracts or agreements, which could include construction contracts, purchase contracts, financial agreements, etc. Also includes documents confirming insurance coverage.

OFFICE OF PRIMARY RESPONSIBILITY:Finance & Administration Office.
RETENTION TRIGGER:Completion
TOTAL RETENTION:Indefinitely.
FINAL ACTION:Permanent Retention
RETENTION RATIONALE:Retention based on anticipated operational use.
PIB:No
FILING NOTES:None

EXECUTIVE FILES & CORRESPONDENCE

ADM-02

Consists of records created by any and all executive personnel of the university. These records include those originating from the Office of the President, Vice-Presidents’ offices, Dean’s offices and executives in academic departments/units and administrative departments/units. These records may include letters, directives, correspondence and critical decision-making documentation.

OFFICE OF PRIMARY RESPONSIBILITY:Finance & Administration Office.
RETENTION TRIGGER:Until file closed.
TOTAL RETENTION:Indefinitely.
FINAL ACTION:Permanent Retention
RETENTION RATIONALE:Retention based on anticipated operational use.
PIB:No
FILING NOTES:None

LEGAL OPINIONS

ADM-03

Consists of records related to advice, opinions and background on matters of a legal concern. Records may include interpretation by internal or external counsel of legislation, regulations, contracts, related documentation and correspondence.

OFFICE OF PRIMARY RESPONSIBILITY:Finance & Administration Office/Units Receiving Advice.
RETENTION TRIGGER:See filing notes.
TOTAL RETENTION:Indefinitely.
FINAL ACTION:Permanent Retention
RETENTION RATIONALE:Retention based on anticipated operational use.
PIB:Yes
FILING NOTES:Legal advice records should be retained in unit prior to transfer to Archives for 5 years after settlement of issue or as long as legal advice remains operational.

POLICIES & PROCEDURES

ADM-04

Consists of records relating to the establishment of university policies, procedures and standards. Records are associated with the development of decisions, directions, and precedents that act as a reference for future decision-making and as a basis from which the university’s operating procedures are determined. Records may include consultations, reports, final policy documents, operating procedures and administrative practices.

OFFICE OF PRIMARY RESPONSIBILITY:Finance & Administration Office.
RETENTION TRIGGER:Until superseded.
TOTAL RETENTION:5 Years
FINAL ACTION:Archival Review Required.
RETENTION RATIONALE:Retention based on anticipated operational use.
PIB:No
FILING NOTES:Working papers, outdated copies and insignificant drafts may be destroyed.

Advancement

Fund Records

ADV-00

Consists of records related to the administration of endowments, donations and funds, recognition of donors, and for contact purposes.

OFFICE OF PRIMARY RESPONSIBILITY:Advancement, Finance & Administration.
RETENTION TRIGGER:Donor makes a gift to a designated area of funding.
TOTAL RETENTION:As long as the fund is active. If inactive, retained in accordance with CRA guidelines.
FINAL ACTION:Confidential Destruction.
RETENTION RATIONALE:Retention based on anticipated operational use.
PIB:Yes
FILING NOTES:None

Donor Records

ADV-01

Consists of records 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.

OFFICE OF PRIMARY RESPONSIBILITY:Advancement & Alumni Relations, Finance & Administration.
RETENTION TRIGGER:Gift is made to Huron by an individual or organization.
TOTAL RETENTION:Indefinitely.
FINAL ACTION:Confidential Destruction.
RETENTION RATIONALE:Retention based on anticipated operational use.
PIB:Yes
FILING NOTES:None

Alumni Records

ADV-02

Consists of records used to process / appraise donations, administer agreements and development activities, prepare tax receipts, recognize donors, and for contact purposes.

OFFICE OF PRIMARY RESPONSIBILITY:Advancement & Alumni Relations, Finance & Administration.
RETENTION TRIGGER:Student graduates from Huron; student record becomes alumni record.
TOTAL RETENTION:Indefinitely.
FINAL ACTION:Confidential Destruction.
RETENTION RATIONALE:Retention based on anticipated operational use.
PIB:Yes
FILING NOTES:None

Community Safety

INVESTIGATION AND COMPLAINT RECORDS

COMSAF-00

Consists of records pertaining to the investigation of Student Code of Conduct violations, Residence Code violations, employee misconduct, student / staff / faculty complaints.

OFFICE OF PRIMARY RESPONSIBILITY:Community Safety.
RETENTION TRIGGER:Complaint initiated by a student, staff or faculty.
TOTAL RETENTION:Undetermined.
FINAL ACTION:Confidential Destruction.
RETENTION RATIONALE:Retention required for reference (i.e. due to further incidents, legal action).
PIB:Yes
FILING NOTES:None

MANDATORY GENDER-BASED VIOLENCE TRAINING RECORDS

COMSAF-01

Consists of participants’ personal information (name, department, student ID).

OFFICE OF PRIMARY RESPONSIBILITY:Previously Community Safety and now Human Resources.
RETENTION TRIGGER:Staff member attends or registers for gender-based violence training.
TOTAL RETENTION:Undetermined.
FINAL ACTION:Undetermined.
RETENTION RATIONALE:Retention required to determine compliance.
PIB:No
FILING NOTES:None

OMNIGO INCIDENT REPORTS

COMSAF-02

Consists of records pertaining to incidents that have occurred on campus reported by residence life staff, Huron security guards, and other staff members.

OFFICE OF PRIMARY RESPONSIBILITY:Community Safety.
RETENTION TRIGGER:Report submitted by student leader or staff.
TOTAL RETENTION:Undetermined.
FINAL ACTION:Undetermined.
RETENTION RATIONALE:Retention required for reference (i.e. due to further incidents, legal action).
PIB:Yes
FILING NOTES:None

PARTICIPATION FORMS FOR COURSES, WORKSHOPS, ETC.

COMSAF-03

Consists of participants’ personal information (name, student ID, Cell phone).

OFFICE OF PRIMARY RESPONSIBILITY:Community Safety.
RETENTION TRIGGER:Staff member or student attends or registers for course, workshop, training, etc.
TOTAL RETENTION:Undetermined.
FINAL ACTION:Confidential destruction.
RETENTION RATIONALE:Retention required to provide documentation to student if required (i.e. co-curricular record).
PIB:Yes
FILING NOTES:None

SAFETY PLANNING RECORDS

COMSAF-04

Consists of personal information (name, address, phone number, student ID, department) of students, staff or faculty who require a personalized safety plan.

OFFICE OF PRIMARY RESPONSIBILITY:Community Safety.
RETENTION TRIGGER:Safety plan requested by student leader or staff.
TOTAL RETENTION:Undetermined.
FINAL ACTION:Undetermined.
RETENTION RATIONALE:Retention required for reference (i.e. due to further incidents, legal action).
PIB:Yes
FILING NOTES:None

Faculty of Theology

THEOLOGY INSTRUCTOR & STAFF FILES

THEO-00

Office files of current and returning faculty & staff in the Faculty of Theology.

OFFICE OF PRIMARY RESPONSIBILITY:Theology.
RETENTION TRIGGER:Staff or Faculty offered employment.
TOTAL RETENTION:While employed by faculty of theology or likely to return.
FINAL ACTION:Transfer files to Human Resources for their decisions around archiving or destroying.
RETENTION RATIONALE:Retention required for reference (i.e. due to further incidents, legal action).
PIB:Yes
FILING NOTES:None

THEOLOGY FINANCIAL AID / BURSARY FILES

THEO-01

Faculty files of students registered in university courses, for credit or audit, from application through to convocation or leaving the Faculty of Theology.

OFFICE OF PRIMARY RESPONSIBILITY:Theology.
RETENTION TRIGGER:Student applies for aid.
TOTAL RETENTION:Duration of time as student in Faculty of Theology plus 10 years.
FINAL ACTION:Applications destroyed.
RETENTION RATIONALE:Information needed for applications for further bursaries and for anonymized reporting to accrediting bodies.
PIB:Yes
FILING NOTES:None

THEOLOGY INSTRUCTOR & COURSE EVALUATIONS

THEO-02

Results of anonymous student evaluation of their instructors and courses.

OFFICE OF PRIMARY RESPONSIBILITY:Theology.
RETENTION TRIGGER:Receipt of evaluations.
TOTAL RETENTION:7 years, full student evaluations; 12 years summaries.
FINAL ACTION:Confidential Destruction.
RETENTION RATIONALE:This refers to older style paper course evaluations administered in person. 7 years needed for faculty applications for promotion and tenure. 12 years of summary for major 10-year reports to accrediting bodies.
PIB:Yes
FILING NOTES:Old paper copies kept as above. Newer evaluations are made available by Western online to faculty and Dean’s Office, so therefore, Theology only keeps its own copies of the summaries. 

FACULTY OF THEOLOGY COMMITTEE MINUTES

THEO-03

Faculty of Theology Committee minutes from official decision-making committee of faculty.

OFFICE OF PRIMARY RESPONSIBILITY:Theology.
RETENTION TRIGGER:Meeting occurs and Minutes are created.
TOTAL RETENTION:Permanently.
FINAL ACTION:Archived.
RETENTION RATIONALE:Records of the official decision-making body of the Faculty of Theology. Kept for policy creation, planning.
PIB:Yes
FILING NOTES:20 years kept on site; older are archived.

THEOLOGY NON-CREDIT AND LTH STUDENTS

THEO-04

Office files of current and past students taking paid non-credit, short-term, continuing education, LTh, Lay Certificate, events.

OFFICE OF PRIMARY RESPONSIBILITY:Theology.
RETENTION TRIGGER:Student registers for course or event.
TOTAL RETENTION:7 years; records of student courses and marks kept until after program ends.
FINAL ACTION:Confidential Destruction of course applications (paper); applications on EventPro according to those administering this program.
RETENTION RATIONALE:Retention based on anticipated operational use; students will request copies of certificate transcripts after completion.
PIB:Yes
FILING NOTES:None

THEOLOGY STUDENT FILES

THEO-05

Faculty files of students registered in university courses, for credit or audit, from application through to convocation or leaving the Faculty of Theology.

OFFICE OF PRIMARY RESPONSIBILITY:Theology.
RETENTION TRIGGER:Student applies.
TOTAL RETENTION:Duration of time as student in Faculty of Theology.
FINAL ACTION:Upon student graduation, leaving Theology studies for more than a year, or death of student, files sent to Registrar’s office for their Retention decisions.
RETENTION RATIONALE:Registrar is final authority for student records.
PIB:Yes
FILING NOTES:None

STUDENT ACADEMIC OFFENCE FILES

THEO-06

Official Faculty files around accusation of academic offences which occur in courses offered in Faculty of Theology or by students taking courses in the Faculty of Theology, containing description of event, decisions, possible penalties.

OFFICE OF PRIMARY RESPONSIBILITY:Theology.
RETENTION TRIGGER:Student registers for course or event.
TOTAL RETENTION:Decision + 1 year: active; 14 years:  semi-active.
FINAL ACTION:Confidential Destruction or archive files according to Western’s senate regulations.
RETENTION RATIONALE:Retention required by Western regulations.
PIB:Yes
FILING NOTES:None

Finance

ACCOUNTS PAYABLE VENDORS

FIN-00

Information used to document to expenditures and pay vendors.

OFFICE OF PRIMARY RESPONSIBILITY:Finance Office.
RETENTION TRIGGER:An invoice is received.
TOTAL RETENTION:Indefinitely.
FINAL ACTION:None.
RETENTION RATIONALE:Retention to recall historical operation and audit use.
PIB:Yes
FILING NOTES:None

ACCOUNTS RECEIVABLE VENDORS

FIN-01

Information used to create invoices and deliver them for payment.

OFFICE OF PRIMARY RESPONSIBILITY:Finance Office.
RETENTION TRIGGER:A request to invoice an outside vendor.
TOTAL RETENTION:Indefinitely.
FINAL ACTION:None.
RETENTION RATIONALE:Retention to recall historical operation and audit use.
PIB:Yes
FILING NOTES:None

BUDGET FACULTY / STAFF SALARY INFORMATION

FIN-02

Information used to create budgets.

OFFICE OF PRIMARY RESPONSIBILITY:Finance Office.
RETENTION TRIGGER:A person is hired at Huron.
TOTAL RETENTION:Indefinitely.
FINAL ACTION:None.
RETENTION RATIONALE:Retention to recall historical operation and audit use.
PIB:Yes
FILING NOTES:None

GRANT INFORMATION

FIN-03

Information used to process grants and keep financial records

OFFICE OF PRIMARY RESPONSIBILITY:Finance Office.
RETENTION TRIGGER:An Employee of Huron receives a grant.
TOTAL RETENTION:Indefinitely.
FINAL ACTION:None.
RETENTION RATIONALE:Retention to recall historical operation and audit use.
PIB:Yes
FILING NOTES:None

STUDENT BILLING ACCOUNTS

FIN-04

Records pertaining to a student’s financial account and information for use.

OFFICE OF PRIMARY RESPONSIBILITY:Finance Office.
RETENTION TRIGGER:Student is enrolled at Huron.
TOTAL RETENTION:Indefinitely.
FINAL ACTION:None.
RETENTION RATIONALE:Retention to recall historical operation and audit use.
PIB:Yes
FILING NOTES:None

Governance

UNIVERSITY GOVERNANCE

GOV-00

Consists of records relating to University advisory councils, elections / referenda, by- laws, delegation of authority and signatures and the Huron University Act.

OFFICE OF PRIMARY RESPONSIBILITY:Finance & Administration Office.
RETENTION TRIGGER:Until superseded.
TOTAL RETENTION:Indefinitely.
FINAL ACTION:Permanent Retention.
RETENTION RATIONALE:Retention based on anticipated operational use.
PIB:No
FILING NOTES:None

BOARD OF GOVERNORS MEETINGS

GOV-01

Consists of records relating to proceedings and actions of the Board of Governors. The government, conduct, management and control of the University and its property, revenues, expenditures, business and affairs are vested in the Board. Records may include agenda packages, minutes, reports, working papers, presentations, related documentation and correspondence.

OFFICE OF PRIMARY RESPONSIBILITY:President’s Office.
RETENTION TRIGGER:Until last action.
TOTAL RETENTION:Indefinitely.
FINAL ACTION:Permanent Retention.
RETENTION RATIONALE:Retention based on anticipated operational use.
PIB:No
FILING NOTES:None

BOARD COMMITTEES

GOV-02

Consists of records relating to proceedings and actions of committees and subcommittees of the Board of Governors. The government, conduct, management and control of the University and its property, revenues, expenditures, business and affairs are vested in the Board. Records may include agenda packages, minutes, reports, working papers, presentations, related documentation and correspondence.

OFFICE OF PRIMARY RESPONSIBILITY:President’s Office.
RETENTION TRIGGER:Until last action.
TOTAL RETENTION:Indefinitely.
FINAL ACTION:Permanent Retention.
RETENTION RATIONALE:Retention based on anticipated operational use.
PIB:No
FILING NOTES:None

Human Resources

Job Descriptions

HR-00

Records related to the drafting and creating of job descriptions for Huron University positions.

OFFICE OF PRIMARY RESPONSIBILITY:Human Resources
RETENTION TRIGGER:Until Superseded
TOTAL RETENTION:3 years
FINAL ACTION:Confidential Destruction
RETENTION RATIONALE:Retention based on anticipated operational use.
PIB:No
FILING NOTES:Working job descriptions and backups should be kept for 7 years and then securely disposed.

ANNUAL INCREASE PROCESS

HR-01

Consists of records relating to the annual increase process for employees.

OFFICE OF PRIMARY RESPONSIBILITY:Human Resources, Vice President Finance and Administration Office
TOTAL RETENTION:7 Years (CRA requirements 6 years)
FINAL ACTION:Permanent Retention
RETENTION RATIONALE:Retention based on anticipated operational use.
PIB:No
FILING NOTES:Paper copies prior to 2020.  Electronic copies starting 2020 onwards.
Paper copies in storage with notes of the box numbers and what is in each box.

Salary Review

HR-02

Consists of records relating to the administration of salary and wage matters.  Records may include rates of pay, deductions, regulations, schedules and standards for payment of wages.

OFFICE OF PRIMARY RESPONSIBILITY:Human Resources, Office of Vice President Finance and Administration
RETENTION TRIGGER:Until end of calendar year
TOTAL RETENTION:Indefinitely
FINAL ACTION:Permanent Retention
RETENTION RATIONALE:Retention based on anticipated operational use.
PIB:No
FILING NOTES:Part of Human Resources Directors files, in coordination with pay equity process.

Pension

HR-03

Consists of records relating to pension enrolment only.  Western University retains all other records.  

OFFICE OF PRIMARY RESPONSIBILITY:Human Resources
TOTAL RETENTION:7 years
FINAL ACTION:Confidential Destruction
RETENTION RATIONALE:Retain pension enrolment forms for 7 years, following inactive service
PIB:No
FILING NOTES:None

Benefits

HR-04

OFFICE OF PRIMARY RESPONSIBILITY:Human Resources
TOTAL RETENTION:7 years
FINAL ACTION:Permanent Retention
RETENTION RATIONALE:
PIB:No
FILING NOTES:Stored with payroll files.

Discipline and Termination

HR-05

Consists of records relating to the administration of disciplinary actions or termination not an employee, as well as case files regarding such actions.

OFFICE OF PRIMARY RESPONSIBILITY:Human Resources
RETENTION TRIGGER:Until Superseded
TOTAL RETENTION:3 years
FINAL ACTION:Permanent Retention
RETENTION RATIONALE:Retention based on anticipated operational use.
PIB:No
FILING NOTES:These records include those related to staff and faculty.  Records kept with Human Resources Director.

ISSUES/COMPLAINTS, GRIEVANCES AND ARBITRATION

HR-06

Consists of records relating to policies, methods, and procedures for handling grievances and complaints of employees, as well as individual case files, human rights complaints, and classification appeals.  Records may include grievance files, complaints and related correspondence.

OFFICE OF PRIMARY RESPONSIBILITY:Human Resources
RETENTION TRIGGER:Until end of calendar year
TOTAL RETENTION:3 years
FINAL ACTION:Permanent Retention
RETENTION RATIONALE:Retention based on anticipated operational use.
PIB:Yes
FILING NOTES:Individual case files may be grouped by employee category.  These records include those related to staff and faculty.

LABOUR RELATIONS – PROFESSIONAL SERVICES

HR-07

Consists of records relating to the relationship between management and unionized groups (OPSEU and HUCFA), memorandum of agreement files, newsletters, and union leave requests / approvals.

OFFICE OF PRIMARY RESPONSIBILITY:Human Resources
RETENTION TRIGGER:Until end of calendar year
TOTAL RETENTION:Indefinitely
FINAL ACTION:Permanent Retention
RETENTION RATIONALE:Retention based on anticipated operational use.
PIB:No
FILING NOTES:Union leave records are maintained for 2 years and then securely disposed.

STAFFING – COMPETITIONS AND RECRUITMENT

HR-08

Consists of records related to competitions and recruitment for professional services staff and faculty.  Records may include email correspondence, interview schedule and questions, accepted / rejected offers and interview panel notes.

OFFICE OF PRIMARY RESPONSIBILITY:Human Resources
RETENTION TRIGGER:Until end of calendar year
TOTAL RETENTION:2 years
FINAL ACTION:Confidential Destruction
RETENTION RATIONALE:Retention based on anticipated operational use.
PIB:Yes
FILING NOTES:None

STAFFING – PROMOTION / TENURE

HR-09

Consists of records related to promotion of professional services staff and faculty.

OFFICE OF PRIMARY RESPONSIBILITY:Human Resources
RETENTION TRIGGER:Until end of employment
TOTAL RETENTION:7 years
FINAL ACTION:Permanent Retention
RETENTION RATIONALE:Retention based on anticipated operational use.
PIB:No
FILING NOTES:None

Employees Individual

HR-10

Consists of records related to individuals in all employee categories (staff and faculty).  Records may include signed offer letters, renewals, awards, organizational assignment information, personal information, leave requests and performance appraisals.

OFFICE OF PRIMARY RESPONSIBILITY:Human Resources
RETENTION TRIGGER:Until end of employment
TOTAL RETENTION:7 years
FINAL ACTION:Permanent Retention
RETENTION RATIONALE:Retention based on anticipated operational use.
PIB:Yes
FILING NOTES:Files for casual hires should be kept for 7 years and then destroyed.

Leave Management / Medical

HR-11

Consists of records related to attendance. Records may include attendance reports, seniority calculations, vacation, designated paid holidays and special types of leaves.

OFFICE OF PRIMARY RESPONSIBILITY:Human Resources
RETENTION TRIGGER:Until end of employment
TOTAL RETENTION:7 years
FINAL ACTION:Confidential Destruction
RETENTION RATIONALE:Retention based on anticipated operational use.
PIB:No
FILING NOTES:None

Payroll

HR-12

Consists of records related to payroll management and to payments made by Huron University.  Records may include payroll registers, wage documents, benefit files and all other payments to employees at the University.

OFFICE OF PRIMARY RESPONSIBILITY:Human Resources
RETENTION TRIGGER:Until end of employment
TOTAL RETENTION:7 years
FINAL ACTION:Confidential Destruction
RETENTION RATIONALE:Income Tax Act (R.S.C., 1985, c.1)
PIB:No
FILING NOTES:Files for casual hires should be kept for 7 years and then destroyed.
Prior to 2020 paper copies in storage. 
Since 2020, files stored electronically.

Office of the Registrar

STUDENT RECORDS – ACADEMIC ADVISING

REG-00

Information is used to assist with academic difficulties, monitor progress, advise on course selection and other academic matters.

OFFICE OF PRIMARY RESPONSIBILITY:Office of the Registrar.
RETENTION TRIGGER:Student accesses support or transaction from Academic Advising.
TOTAL RETENTION:End of study + 10 years.
FINAL ACTION:Confidential Destruction.
RETENTION RATIONALE:Retention based on anticipated operational use.
PIB:Yes
FILING NOTES:None

STUDENT RECORDS – PERMANENT TRANSCRIPT RECORDS

REG-01

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. 

OFFICE OF PRIMARY RESPONSIBILITY:Office of the Registrar.
RETENTION TRIGGER:Student registers for courses at Huron University College.
TOTAL RETENTION:End of study + 75 years.
FINAL ACTION:Confidential Destruction.
RETENTION RATIONALE:Retention based on anticipated operational use.
PIB:Yes
FILING NOTES:None

STUDENT RECORDS – SCHOLARSHIP AND AWARDS RECORDS

REG-02

Information is used to administer scholarships and awards, maintain records of recipients, and for contact/reporting purposes.

OFFICE OF PRIMARY RESPONSIBILITY:Office of the Registrar.
RETENTION TRIGGER:Student applies for or is automatically granted a scholarship or award.
TOTAL RETENTION:Academic Year + 2 years.
FINAL ACTION:Confidential Destruction.
RETENTION RATIONALE:Retention based on anticipated operational use.
PIB:Yes
FILING NOTES:None

STUDENT RECORDS – TRANSACTIONAL RECORDS

REG-03

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.

OFFICE OF PRIMARY RESPONSIBILITY:Office of the Registrar.
RETENTION TRIGGER:Student registers for courses at Huron University College.
TOTAL RETENTION:End of study + 6 years.
FINAL ACTION:Confidential Destruction.
RETENTION RATIONALE:Retention based on anticipated operational use.
PIB:Yes
FILING NOTES:None

Partnerships

PARTNERSHIPS & CAREER DEVELOPMENT

PART-00

Information is used to administer university partnerships, on and off campus placements, monitor career development progress including internship, volunteer, mentorship, progress, extra-curricular program participation, evaluate participants, and for reporting purposes.

OFFICE OF PRIMARY RESPONSIBILITY:Partnerships – Career Development.
RETENTION TRIGGER:Student is registered at Huron University or individual or organization is a prospective collaborator.
TOTAL RETENTION:Academic Year + 5 Years or 10 Years after last action or consultation.
FINAL ACTION:Selective Archival Retention or Confidential Destruction.
RETENTION RATIONALE:Retention based on anticipated operational use.
PIB:Yes
FILING NOTES:None

EVENTS AND CONFERENCES

PART-01

Consists of records relating to events and conferences organized by the Events and Conferences department.

OFFICE OF PRIMARY RESPONSIBILITY:Events and Conferences.
RETENTION TRIGGER:Participant registers for or attends an event or conference organized by the Events and Conferences department.
TOTAL RETENTION:Determined by event / conference type
Convocation – Convocation + 4 years – Confidential Destruction.
 
Alumni Events – Fiscal Year + 5 Years – Selective Archival Retention.
 
Alumni Relations – 7 Years – Selective Archival Retention.
 
Academic Orientation Events – Academic Year + 5 Years – Selective Archival Retention.
 
Summer Orientation – 1 Year – Confidential Destruction.
FINAL ACTION:Selective Archival Retention or Confidential Destruction.
RETENTION RATIONALE:Retention based on anticipated operational use.
PIB:Yes
FILING NOTES:None

Recruitment & Admissions

RECRUITMENT, ADMISSIONS & SCHOLARSHIPS

RECADM-00

Consists of contact information for prospective students, application information for admission (including special consideration documentation), scholarships and financial aid documentation, international exchange applications and registration status.

OFFICE OF PRIMARY RESPONSIBILITY:Recruitment & Admissions.
RETENTION TRIGGER:Student completes a request for information or applies for a program.
TOTAL RETENTION:Lead and application information for applicants that do no matriculate will be retained for one academic year. Matriculated applicants will be retained indefinitely.
FINAL ACTION:Confidential destruction.
RETENTION RATIONALE:Retention based on student records.
PIB:Yes
FILING NOTES:None