Records of requests for student information by agencies external to the university authorized to obtain this information, and requests by former students for their own information.

This records class includes Personal Information Banks.

Related Records | Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Authority | Retention Rationale | Other Units with Copies | Personal Information BanksVersion Information

Content & Scope

Requests for student information and student financial information from authorized agencies in other jurisdictions (e.g., provincial financial aid programs in other provinces) and copies of the university’s response to these requests are classified here.

Requests from former students include requests include requests for transcripts, and duplicate or replacement diplomas. Alumni requests for documents typically incur a processing fee.

This records class excludes requests made by current students for copies of their own information, and access requests under the Freedom of Information & Protection of Privacy Act or the Personal Health Information Protection Act.

The records include completed request forms, supporting correspondence and documentation as required for each type of request, and copies of custom letters and reports produced in response to each type of request.

Related Records

  • For financial records of processing fees, see FN20 – Revenues & Accounts Receivable.
  • For access requests under the Freedom of Information & Protection of Privacy Act or the Personal Health Information Protection Act, see IM40 – Information Access & Privacy.
  • For routine requests made by current students for copies of their own information, including transcripts, see ST80 – Student Services.

Responsible Unit

  • Registrar’s Office.
  • Graduate Studies & Postdoctoral Affairs.

Information Steward

  • Registrar, for requests for undergraduate student information.
  • Associate Vice-President, Graduate Studies & Postdoctoral Affairs, for requests for graduate student information.

Information Confidentiality Classification

Highly Restricted.

Retention

Minimum of 1 year and not more than 2 years after responding to the request.

Disposition

Secure Destruction.

Note

Responsible Units should document the disposal/destruction of official records using the University records destruction form or equivalent documentation, to verify that we are following our records retention rules.

Authority

  • University of Waterloo Act, 1972.
  • Freedom of Information and Protection of Privacy Act, R.R.O. 1990, Reg. 460.

Retention Rationale

Retention is based on operational use and regulations to the Freedom of Information and Protection of Privacy Act requiring that personal information be retained for a minimum of one year after its use, unless the individual to whom the information relates consents to its earlier disposal (RRO 1990 Reg 460, s 5(1)).

Personal Information Banks

Requests received from former students may include the individual’s 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.

Under Review Date

15 June 2020

Previous Version

26 July 2010

(This records retention schedule replaces ST42 – Document Requests)