ST30 – Student Financial Aid Case Files

Records of financial aid and advice offered 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

The records include documents related to emergency financial aid, work-study and work-placement programs, and supporting documentation for loan programs, other than OSAP, where the monies are disbursed by the University.

Related Records

  • For supporting documentation related to OSAP, see ST20 – Ontario Student Assistance Program Case Files.
  • For supporting documentation related to scholarships, bursaries, and awards, see ST28 – Scholarships, Bursaries, & Awards Case Files.

Responsible Unit

  • Registrar's Office, Student Awards & Financial Aid.
  • Graduate Studies and Postdoctoral Affairs.

Information Steward

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

Information Confidentiality Classification

Highly Restricted.


7 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

The retention period is based on accounting and audit requirements.

Approval Date

26 July 2010