ST68 – Student Files, Undergraduate

Records of undergraduate student academic history, performance and achievements, and academic support received in undergraduate degree 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

Undergraduate student files document a student's academic history and fulfilment of program requirements. Many of the documents provide the authorization for updates to the official student record maintained in the student information system (Quest). The files document, for example, personal information changes, program enrolment changes, permission to take courses at other universities, including participation in international exchange programs, academic advising, standings changes, petitions for exceptions to academic regulations and to pay fees late, co-op and experiential education program records, and program completion.

This records class excludes student discipline, grievances, and appeals, and the records of undergraduate students as academic employees.

The records include: admissions documents, change of name forms and supporting documentation, copies of citizenship and visa documents, plan modification/internal transfer forms, withdrawal notices, cross-registration forms and letters of permission, petition forms and supporting documentation, academic advising records, intent to graduate forms, advisement transcripts and authorization to graduate, and related correspondence.

Related Records

  • For the official student record maintained in Quest, see ST70 – Student Information System.
  • For records related to undergraduate student discipline, grievances, and appeals, see ST85 – Student Discipline Case Files, ST88 – Student Grievances Case Files, and ST80 – Student Appeals Case Files.
  • For the records of undergraduate students as academic employees, see HR26 – Employee Files (Teaching/Research Assistants, Postdoctoral Fellows).

Responsible Unit

  • Registrar's Office.
  • Co-operative and Experiential Education.
  • Faculties, academic departments, and schools.

Information Steward

  • Registrar: undergraduate student records received and maintained by the Registrar’s Office.
  • Associate Provost, Co-operative and Experiential Education: records of students’ participation in co-operative and experiential education programs.
  • Dean of the relevant faculty: all other records.

Information Confidentiality Classification

  • Highly Restricted: copies of citizenship and visa documents, supporting documents for change of name forms.
  • Restricted: all other records.


  • Graduated students: 2 years after graduation.
  • Withdrawn/inactive students: 2 years after last registration; Faculties, academic departments and schools may retain the parts of the file which would inform readmission decisions for a longer period.


It is highly recommended that the files be retained no longer than 7 years and that they be weeded of all documents not needed for readmission purposes. In particular any highly sensitive information, such as verification of illness forms, in the file should be securely destroyed once the initial 2 year period of inactivity has passed.


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 operational use.

Approval Date

26 July 2010