Records relating to the management of students within the university
| Title | Applications for admission |
|---|---|
| Location | Undergraduate students; registrar; graduate students: from November 18, 2008: graduate studies office; prior to November 18, 2008: Academic department or school to which the student applied |
| Legal authority | University of Waterloo Act, 1972 |
| Information may include | Name, date of birth, address, telephone number, e-mail address, citizenship, applicant number, gender, marital status, preferred language, program(s) applied to, previous educational history, test scores, examples of work, extra-curricular and employment history, admission evaluation summaries and decisions and other third party opinions about the individual, internal and external awards, sponsorship information |
| Uses | To evaluate applications for admission to the University of Waterloo undergraduate and graduate degree programs and to evaluate students for funding (scholarships, bursaries, employment) |
| Users | Faculty and staff in relevant units |
| Individuals in bank | Applicants for degree, non-degree, post-degree, letter of permission, Wilfrid Laurier cross-registration and exchange, Ontario visiting graduate student program, and other visiting non-degree graduate studies |
| Retention & Disposition | See the full retention schedule |
| Title | Continuing education students |
|---|---|
| Location | Distance and continuing education |
| Legal authority | University of Waterloo Act, 1972 |
| Information may include | Name, address, telephone number, e-mail address, gender, employer and position, course title, credit card information |
| Uses | To register students for continuing education courses and to advertise continuing education courses and programs |
| Users | Distance and continuing education staff |
| Individuals in bank | Individuals registering for continuing education courses |
| Retention | To be determined |
| Disposition | To be determined |
| Title | Document requests |
|---|---|
| Location | Registrar, graduate studies office |
| Legal authority | University of Waterloo Act, 1972 |
| Information may include | Name, address, telephone numbers, student ID number, date of birth, e-mail address, signature, credit card information, previous surname, faculty, department, program, scholarship information, registration status, contact information of recipient, name change documentation, degree information |
| Uses | To record requests from students of former students for documents of various types |
| Users | Registrar, graduate studies office |
| Individuals in bank | Students, alumni, public |
| Retention & Disposition | See the full retention schedule |
| Title | Ontario Student Assistance Program (OSAP) case files |
|---|---|
| Location | Registrar's office (Students awards & Financial aid) |
| Legal authority | University of Waterloo Act, 1972; Ministry of Training, Colleges, and Universities Act and related regulations; Canada Student Financial Assistance Act and related regulations |
| Information may include | Name, address, telephone numbers, social insurance number, student number, language of correspondence, date of birth, gender, disabilities, citizenship, previous education, other loans and scholarships held or applied for, financial information, Ontario residence information/history, marital status, whether a dependent, academic information, driver's license number, vehicles owned information, anticipated child care expenses during study period, children's names and dates of birth for children aged 0-11 or children 12 years of age of older with a disability, signature, parental and spousal information |
| Uses | Administration of OSAP loans, grants, bursaries, and scholarships |
| Users | Students awards & Financial aid and graduate studies office staff; faculties and academic units; OSAP; Ontario ministry of training, colleges and universities |
| Individuals in bank | Students, parents, spouses, dependents |
| Retention & Disposition | See the full retention schedule |
| Title | Prospective students |
|---|---|
| Location | Marketing and undergraduate recruitment, graduate studies office, other units maintaining files of prospective students |
| Legal authority | University of Waterloo Act, 1972 |
| Information may include | Name, address, telephone number, e-mail address, program(s) of interest, educational and employment history |
| Uses | To encourage, track, and evaluate potential applicants for admission to University of Waterloo undergraduate and graduate degree programs |
| Users | Registrar's office, graduate studies office, faculty and staff in academic units |
| Individuals in bank | Prospective students |
| Retention & Disposition | See the full retention schedule |
| Title | Scholarships, bursaries, and awards case files |
|---|---|
| Location | Registrar's office (student awards & financial aid); graduate studies office; units responsible for administering scholarships, bursaries, and awards |
| Legal authority | University of Waterloo Act, 1972 |
| Information may include | Name, student number, addresses, telephone numbers, e-mail, signature, academic information, supporting documentation depending upon scholarship applied for [may include: application letter, letter of reference or nomination, transcript, for awards with a needs-based component, a completed bursary application form, co-op work-term performance evaluation, academic average, extracurricular activities, budget, resume, research proposal, other financial-assistance applied for, third-party opinions about the individual] |
| Uses | Administration of scholarships, bursaries, and awards |
| Users | Student awards & Financial aid and graduate studies office, faculties and academic units, office of development |
| Individuals in bank | Students, occasionally parents and spouses |
| Retention & Disposition | See the full retention schedule |
| Title | Student appeals case files |
|---|---|
| Location | Deans' offices, secretariat, associate deans |
| Legal authority | University of Waterloo Act, 1972; Policy 22: Student Appeals |
| Information may include | Name, ID number, faculty, program, address, e-mail, telephone, basis of appeal, details of appeal, relief requested, witnesses, support person, supporting documentation, signature, respondent's response, respondent's witnesses, respondent's signature |
| Uses | To administer student appeals of decisions made under policies 33, 70, or 71 |
| Users | Faculties, secretariat, tribunal members |
| Individuals in bank | Students |
| Retention & Disposition | See the full retention schedule |
| Title | Student discipline case files |
|---|---|
| Location | Associate deans, secretariat |
| Legal authority | University of Waterloo Act, 1972; uWaterloo Policy 71: Student Discipline |
| Information may include | Name, ID number, faculty, program, year of study, other students involved, person initiating charge, course, date of offence, date of resolution, offence information including category, summary of facts, and aggravating/mitigating circumstances, decision, penalty, probationary status, signature of university authority |
| Uses | To administer investigations of academic and non-academic misconduct by students |
| Users | Associate deans, secretariat, registrar's office, graduate studies office, co-operative education, University of Waterloo police and any unit(s) involved in the case |
| Individuals in bank | Students |
| Retention & Disposition | See the full retention schedule |
| Title | Student files, graduate |
|---|---|
| Location | Graduate studies office, faculties, academic departments and schools |
| Legal authority | University of Waterloo Act, 1972 |
| Information may include | Name, student number, date of birth, address, telephone number, e-mail address, social insurance number, citizenship and visa/permit information, admissions documentation, program(s) of study, test scores, courses taken/dropped, transfer credits, grades, academic progress and standing, petitions and discipline, student's work, bursaries, scholarships and awards, teaching and research assistantships, other employment, sponsorships, graduation information, third party opinions about the student, supervisor and external examiner information, and correspondence |
| Uses | To track funding, student history, and verify academic achievement of university and visiting graduate students |
| Users | Graduate studies office, faculty and staff in relevant units |
| Individuals in bank | Graduate students |
| Retention & Disposition | See the full retention schedule |
| Title | Student files, undergraduate |
|---|---|
| Location | Registrar's office, faculties, academic departments, and schools |
| Legal authority | University of Waterloo Act, 1972 |
| Information may include | Name, student number, date of birth, address, telephone number, e-mail address, social insurance number, citizenship and visa/permit information, admissions documentation, program(s) of study, test scores, courses taken/dropped, transfer credits, grades, academic progress and standing, co-op work history, petitions and discipline, student's work, scholarships and bursaries, academic awards and honours, graduation information, third party opinions about the student, and correspondence |
| Uses | To track funding, student history, and verify academic achievement of university undergraduate and visiting students |
| Users | Registrar's office, faculty and staff in relevant units |
| Individuals in bank | Undergraduate students |
| Retention & Disposition | See the full retention schedule |
| Title | Student financial aid case files |
|---|---|
| Location | Registrar's office (Student awards & Financial aid); graduate studies office |
| Legal authority | University of Waterloo Act, 1972 |
| Information may include | Name, address, telephone numbers, e-mail, student number, social insurance number, citizenship, dependents, other financial assistance applied for, academic information, extracurricular activities, marital status, financial information, signature, parental and/or spousal information |
| Uses | Administration of emergency financial aid, budget planning advice, work-study and work-placement programs, and supporting documentation for loan programs, other than OSAP |
| Users | Student awards and financial aid and graduate studies office staff, limited information shared with potential employer |
| Individuals in bank | Students, parents, dependents, spouses |
| Retention & Disposition | See the full retention schedule |
| Title | Student grievances case files |
|---|---|
| Location | Associate deans; secretariat, academic support units |
| Legal authority | University of Waterloo Act, 1972; University of Waterloo Policy 70: Student Petitions and Grievances, Graduate Studies Calendar |
| Information may include | Name, ID number, faculty, program, address, e-mail, telephone, signature, grievance details, relief requested, student's work, supporting documents, decision, signature of university authority |
| Uses | To administer student grievances regarding a decision of a university authority or the action of a faculty member or staff member of the university |
| Users | Associate deans, secretariat, registrar's office, graduate studies office, co-operative education, units involved in the grievance |
| Individuals in bank | Students |
| Retention & Disposition | See the full retention schedule |
| Title | Student information system (Quest) |
|---|---|
| Location | Registrar, graduate studies office |
| Legal authority | University of Waterloo Act, 1972 |
| Information may include | Name, student number, changes of name, date of birth, address, telephone number, e-mail address, social insurance number, emergency contact information, citizenship and visa/permit information, gender, marital status, preferred language, admissions summary and decisions, program(s) of study, test scores, courses taken, grades, academic progress and standing, financial information, bursaries, sponsorships, scholarships, academic honours and awards, employment, co-op work history, athletic participation, term cancellations and withdrawals, instructor/advisor/supervisor information, and degree(s) granted |
| Uses | To admit, fund, register, track academic history, and verify academic achievement of university and visiting students, to provide biodata to relevant campus units so that students may access services (e.g. library, WatCard), and to provide statistical information to internal and external bodies |
| Users | Registrar's office, graduate studies office, faculty and staff in relevant departments |
| Individuals in bank | Students who are matriculated (activated) and/or registered or have been registered at the university |
| Retention & Disposition | To be determined |
| Title | Unsuccessful financial aid and award applications |
|---|---|
| Location | Registrar's office (Student awards & Financial aid); graduate studies office, units responsible for administering scholarships, bursaries, and awards |
| Legal authority | University of Waterloo Act, 1972 |
| Information may include | As required by needs-based, scholarship, loan, grant or other financial assistance program. See Ontario Student Assistance Program (OSAP) case files, student financial aid case files, or scholarships, bursaries, and awards case files |
| Uses | To administer financial aid and award programs |
| Users | Student awards & Financial aid and graduate studies office staff, faculties and academic units, office of development, external agencies, as appropriate |
| Individuals in bank | Students, parents, spouses |
| Retention & Disposition | See the full retention schedule |