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 (PDF)
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 (PDF)
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 (PDF)
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 (PDF)
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 (PDF)
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 (PDF)

Back to top

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 (PDF)
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 (PDF)
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 (PDF)
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 (PDF)
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 (PDF)
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 See the full retention schedule (PDF)
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 (PDF)

Back to top