ST42 – Document Requests

Records of requests by students or former students for documents of various types.

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

Document requests include requests for transcripts, program confirmation, verification of information, "to whom it may concern" and "teacher evaluation" letters, and requests for duplicate or replacement diplomas. Document requests typically incur a processing fee.

The records include forms, supporting documentation as required for each type of request, and copies of custom letters produced in response to each type of request.

Related Records

For financial records relating to the collection of processing fees, see FN20 – Revenues and Accounts Receivable.

Responsible Unit

  • Registrar's Office.
  • Graduate Studies and Postdoctoral Affairs.

Information Steward

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

Information Confidentiality Classification



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.


University of Waterloo Act, 1972.

Retention Rationale

Retention is based on 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