FN25 – Student Accounts

Records of the collection and administration of student fees.

This records class is a Personal Information Bank.

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

Content & Scope

Student fees include tuition, residence, and incidental fees.

The records include payment records, promissory notes, collection records, tuition benefit records, supporting documents, and related correspondence.

Related Records

  • A record of fees for individual students is maintained in the enterprise student information system, Quest.
  • For records related to refund payments, see FN12 –  Accounts Payable.

Responsible Unit


Information Steward

Vice President, Administration & Finance.

Information Confidentiality Classification

Highly Restricted.


7 years.


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.
  • Income Tax Act, 1985, s.230 (4)(b).

Retention Rationale

Income Tax Act, s. 230 (4)(b) specifies that records be kept for 6 years after the taxation year to which they relate.

Personal Information Banks

The records may include student’s name, student ID number, faculty, level of study, proof of other funding, e-mail address, payment details, employee number, SIN, department, address, telephone, employment status at the University, collection records, supporting documents, and related correspondence.

Approval Date

14 April 2010