Records of career education and development programs and services for members of the University community.

This records class includes Personal Information Banks.

Related Records | Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Authority | Retention Rationale | Version Information

Content & Scope

Career education, development, and counselling services for members of the University community (e.g., students, employees, alumni) assist individuals with career management, graduate/professional school preparation, work searches, and personal goal-setting. Services include workshops and special events, one-on-one consultations with advisors, and provision of educational resources.

This class excludes records of career and professional development courses required in academic programs.

The records include: educational resources (print & web-based), information on available services, and promotional materials; client service records, including appointment scheduling, event registration, client profiles, communications, and advisors’ notes on service interactions; and, routine administrative records associated with organizing and offering workshops, events and other services.

Related Records

For records of professional development courses which are not part of an academic program, see TL50 – Non-Credit Programs & Courses.

Responsible Unit

  • Centre for Career Action.
  • Other units offering career education and development services.

Information Steward

Associate Provost, Co-operative and Experiential Education.

Information Confidentiality Classification

  • Public: educational resources, information on available services, and promotional materials intended for public release.
  • Restricted: client service records.
  • Confidential: all other records.

Retention

  • Career education and development resources, and promotional materials for services: 2 years after superseded/obsolete.
  • Client service records: minimum of 1 year, and no more than 3 years after last administrative use.

Note: anonymized data derived from these records may be retained by the University until superseded or obsolete.

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.

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

Information on clients includes: biographical, contact, and academic information, resumes, employment history, self-reported employment skills, and advisors’ notes.

Under Review Date

31 January 2020