Records of the development, management and administration of non-credit programs and courses offered by the University.
Related Records | Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Archival Records | Authority | Retention Rationale | Version Information
Content & Scope
Records of the development, management and review of courses, seminars, and workshops in non-degree programs.
This class excludes records of individual students' fulfillment of course and program requirements.
The records include: course and program proposals and planning documents; non-credit course catalogues and descriptions, promotional publications and web content; records relating to partnerships with other organizations; quality assurance records; and related correspondence. This class also includes records arising from the delivery of individual courses, including: course outlines, content, and resources; course communications (e.g., announcements, discussion lists, email, and social media content); assignments and tests; student work submitted for grading/evaluation; instructors’ class lists and lists of grades.
For records of individual students' fulfillment of course and program requirements, see ST30 — Student Records, Non-Credit Studies.
- Centre for Extended Learning.
- Other units responsible for non-credit courses or programs.
Associate Vice-President, Academic.
- Public: promotional information on programs and courses made available to the public.
- Restricted: instructors’ class lists, grade lists, and other records containing the personal information of students.
- Confidential: all other records.
- Promotional information and course content: minimum of 2 years and then until superseded or obsolete.
- Other course management records: minimum of 1 year and not more than 3 years.
- Program planning and review records: 7 years.
Records which are not selected for the University archives should be destroyed at the end of their retention period. All confidential – including restricted and highly restricted – records must be securely destroyed.
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.
Selected records and publications are of long-term historical value. Please contact the University Records Manager for assistance with these records at the end of their retention period. Records of long-term historical value to the University will be selected by the Library Special Collections & Archives department.
- University of Waterloo Act, 1972
- Freedom of Information and Protection of Privacy Act, R.R.O. Reg. 460, s. 5 (1)
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)).
29 January 2020