Records of potential applicants for admission to the University's undergraduate and graduate programs.
This records class is a Personal Information Bank.
Related Records | Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Authority | Retention Rationale | Version Information
Content & Scope
The records include databases and files of information about students who have identified themselves or have otherwise been identified as potential applicants to University degree programs.
Related Records
Some information about prospective students is maintained with applicant data in the student information system (Quest).
Responsible Unit
- Marketing & Undergraduate Recruitment.
- Graduate Studies and Postdoctoral Affairs.
- Other units maintaining files of prospective students.
Information Steward
- Registrar, for potential undergraduate studies applicants.
- Associate Vice-President, Graduate Studies and Postdoctoral Affairs, for potential graduate studies applicants
Information Confidentiality Classification
Restricted.
Retention
At least 1 and no more than 5 years.
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)).
Approval Date
26 July 2010