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
Finance.
Information Steward
Vice President, Administration & Finance.
Information Confidentiality Classification
Highly Restricted.
Retention
7 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.
- 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