HS10 – Persons with Disabilities Client Files

Records of services and accommodations for students with disabilities.

This records class is a Personal Information Bank.

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

Content & Scope

Under the Ontario Human Rights Code persons with disabilities have the right to equal opportunity and access and the University has a duty to accommodate their needs. AccessAbility Services is the unit with primary responsibility for providing academic support to students who have both permanent and temporary disabilities.

This class excludes records of services and accommodations for University employees with disabilities.

The records include: registration and contact information; consent forms; accommodation requests; documentation of disabilities provided by the accommodation seeker or by experts; interview, meeting, and advising notes; documentation of accommodation alternatives explored and provided accommodations, including accommodation plans; and, related correspondence.

Related Records

  • For records of examination accommodations for students with disabilities, see TL50 – Examination Accommodation.
  • For records of services and accommodations for University employees with disabilities, see HS10 – Occupational Health Charts.

Responsible Unit

AccessAbility Services

Information Steward

Associate Provost, Students

Information Confidentiality Classification



10 years after last contact.


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.
  • Accessibility for Ontarians with Disabilities Act, 2005.
  • Human Rights Code, R.S.O. 1990, c. H.19.
  • College of Psychologists of Ontario Standards of Professional Conduct, section 9.

Retention Rationale

The retention period is based on the University's need to document compliance with the duty to accommodate under the Human Rights Code and the requirement of the College of Psychologists of Ontario to retain client records for 10 years after last contact.

Approval Date

19 December 2011