ST18 – Student Recruitment Activities

Records of activities for recruiting new students to the University's undergraduate and graduate programs.

Related Records | Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | DispositionAuthority | Retention Rationale | Version Information

Content & Scope

Student recruitment activities include campus tours, open houses, participation in information fairs, high school liaison, international recruitment initiatives, etc.

The records include databases for campus tours, open houses, and high school liaison, event planning materials, presentations, schedules, registration and attendance lists, and related correspondence.

Related Records

For records related to potential applicants, see ST15 – Prospective Students.

Responsible Unit

  • Marketing & Undergraduate Recruitment.
  • Other units which participate in or host recruitment activities.

Information Steward

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

Information Confidentiality Classification

  • Public: Presentations, promotional publications and other materials intended for public release.
  • Restricted: Registration and attendance lists, and other records containing the personal information of prospective students.
  • Confidential: all other records.


  • Operational records (e.g., school contact information, presentations, etc.): Until superseded by new information or obsolete.
  • Records related to individual prospective students (e.g., event registration lists, etc.): 1 year.


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.

Retention Rationale

The retention period is based on operational use.

Approval Date

26 July 2010