CS10 – Campus Housing [DRAFT]

Records of the management and operation of University housing and residences, and services to residents/tenants.

This records class includes Personal Information Banks.

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

Content & Scope

Campus Housing provides residence accommodation and support services for students, family housing for students with children and a partner/spouse, and apartment rentals for visiting faculty and researchers. Services include residence front desk services, living-learning and academic cluster programs, special events and activities for residents, assistance to students seeking off-campus housing, and other programs supporting students’ success and participation in the University community.

This class excludes records of fee payments by residents/tenants and records of residence maintenance, cleaning, and capital improvements.

Records include: documentation of facilities, occupancy and associated reports; records of the development and implementation of programs and services; off-campus housing listings and resources; promotional materials and communications concerning programs/services; and related correspondence.

Records relating to individual applicants and residents/tenants include: housing and residence applications, rental reservations, and supporting documentation; executed residence and housing contracts; records of service interactions with applicants, residents/tenants, and students seeking assistance with off-campus housing; room change requests and appeals; residence withdrawal/cancellation forms and records of contract appeals; records of student discipline and appeal cases which are solely the responsibility of Campus Housing; and, related correspondence and communications.

Related Records

  • For records of students’ fee payments, see FN25 – Student Accounts.
  • For records of rental payments by visiting faculty and researchers, see FN20 – Revenues & Accounts Receivable.
  • For records of residence maintenance, cleaning, and capital improvements, see the records classes in the Property & Facilities (PF) function.

Responsible Unit

Campus Housing.

Information Steward

Associate Provost, Students.

Information Confidentiality Classification

  • Highly Restricted: copies of resident/tenant government-issued identification, visas, and other personal information commonly used to perpetrate identity theft (e.g., government health card numbers), provided by applicants.
  • Restricted: resident/tenant applications, executed contracts, and all other records of service interactions with individual residents/tenants.
  • Public: promotional materials and communications intended for public release.
  • Confidential: all other records


  • Records relating to individual applicants and residents/tenants: 7 years after last use, including the expiry of resident/tenant contracts and resolution of outstanding issues.
    • Routine communications with applicants and residents may be destroyed after 1 year if they are not required to document the individual’s continuing relationship with Campus Housing.
  • All other records: 3 years after last use.
    • Some records may be retained until superseded or obsolete, as templates or models for updated records (e.g., promotional materials) or as a knowledgebase for services.

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


Secure destruction.


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.


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 residents/tenants may include: name, home address, home telephone numbers, application data, residence contract, residence address, residence telephone numbers, residence IT service use information, email, date of birth, gender, student number, citizenship, living-learning affiliation, registration data, marital status, dependents and/or boarders, photograph, move-in and move-out dates, financial information, rule violations and other incidents, sanctions, and special accommodation needs.

Under Review Date

15 April 2020