RS25 – Research Study Participant Pools

Records of potential participants for research studies.

This records class is a Personal Information Bank.

Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Authority | Retention Rationale | Version Information

Content & Scope

Many studies need a large number of participants. Some research groups invite persons interested in volunteering as participants to submit their information to a participant pool from which suitable participants can be drawn for different studies.

The records include completed questionnaires and listings or databases of potential participants.

Responsible Unit

Units collecting participant information.

Information Steward

Vice-President, Research & International.

Information Confidentiality Classification



Until the individual's consent or eligibility to be in the pool has expired.


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

The retention period is based on operational use.

Approval Date

14 January 2011