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 RationaleVersion 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.

Related Records

For records of individual students' fulfillment of course and program requirements, see ST30 — Student Records, Non-Credit Studies.

Responsible Unit

  • Centre for Extended Learning.
  • Other units responsible for non-credit courses or programs.

Information Steward

Associate Vice-President, Academic.

Information Confidentiality Classification

  • 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.

Retention

  • Promotional information and course content: minimum of 2 years and then until superseded or obsolete.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.

Disposition

Archives Selection.

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.

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.

Archival Records

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.

Authority

  • University of Waterloo Act, 1972
  • Freedom of Information and Protection of Privacy Act, R.R.O. Reg. 460, s. 5 (1)

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)).

Under Review Date

29 January 2020