ST15 – Prospective Students

Records of potential applicants for admission to the University's undergraduate and graduate programs.

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

The records include databases and files of information about students who have identified themselves or have otherwise been identified as potential applicants to University degree programs.

Related Records

Some information about prospective students is maintained with applicant data in the student information system (Quest).

Responsible Unit

  • Marketing & Undergraduate Recruitment.
  • Graduate Studies and Postdoctoral Affairs.
  • Other units maintaining files of prospective students.

Information Steward

  • Registrar, for potential undergraduate studies applicants.
  • Associate Vice-President, Graduate Studies and Postdoctoral Affairs, for potential graduate studies applicants

Information Confidentiality Classification



At least 1 and no more than 5 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.

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)).

Approval Date

26 July 2010