ST28 – Scholarships, Bursaries, & Awards Case Files

Records of the awarding of scholarships, bursaries, and awards to individual students.

This records class is a Personal Information Bank.

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

Content & Scope

Scholarships, bursaries and awards include awards established by the University for its students and awards available from external agencies where the monies are disbursed by the University.

The records include lists of applicants, successful applications, operations of nominating/selection committees, lists and profiles of winners, financial activity reports, and related correspondence.

Related Records

  • A record of scholarships, bursaries, and awards is maintained as part of the student record in the enterprise student information system (currently, Quest).
  • For unsuccessful scholarship, bursary, and award applications, see ST35 – Unsuccessful Financial Aid & Award Applications.

Responsible Unit

  • Registrar's Office, Student Awards & Financial Aid.
  • Graduate Studies and Postdoctoral Affairs.
  • Units responsible for administering scholarships, bursaries, and awards.

Information Steward

  • Registrar, for undergraduate student scholarships, bursaries, and awards.
  • Associate Vice-President, Graduate Studies and Postdoctoral Affairs, for graduate student scholarships, bursaries, and awards.
  • Information steward responsible for the area of University administration, for other scholarships, bursaries and awards (consult the directory of information stewards for more information)

Information Confidentiality Classification

Highly Restricted.


7 years after annual competition completed.


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 accounting and audit requirements.

Approval Date

26 July 2010