ST80 – Student Appeals Case Files

Records of appeals by students of decisions made under Policy 33 – Ethical Behaviour, Policy 70 – Student Petitions and Grievances, or Policy 71 –  Student Discipline.

This records class is a Personal Information Bank.

Related Records | Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Authority | Retention Rationale | Other Units with CopiesVersion Information

Content & Scope

Student appeals are heard by tribunals made up of members of a Faculty Committee on Student Appeals (FCSA) or the University Committee on Student Appeals (UCSA) as set out in Policy 72 – Student Appeals.

The records include notices of appeal (Form 72A); replies (Form 72B); supporting documents and related correspondence; recordings of hearings; and decisions and summaries.

Related Records

  • For records of investigations of academic or non-academic misconduct, see ST85 – Student Discipline Case Files.
  • For records of student grievances, see ST88 – Student Grievances Case Files.
  • An anonymized summary of cases is prepared by the Secretariat and posted on the University's website.

Responsible Unit

  • Deans' Offices.
  • Associate Deans.
  • Secretariat.

Information Steward

  • University Secretary, for records of the Secretariat and the UCSA.
  • Dean of the relevant faculty, for all other records.

Information Confidentiality Classification



  • Decisions: retained by Associate Deans for 20 years after the decision is rendered.
  • Tribunal records: retained by the relevant dean's office (FCSA tribunals) or the Secretariat (UCSA tribunals) for 3 years after the decision is rendered, except that audio-recordings of hearings must be destroyed once the decision is rendered.
  • Anonymized summaries of cases: retained permanently by the Secretariat.


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.
  • Policy 72 – Student Appeals.

Retention Rationale

The retention period is based on operational use.

Other Units with Copies

  • Tribunal members.
  • Registrar's Office.
  • Graduate Studies and Postdoctoral Affairs.
  • Co-operative Education.
  • Units involved in the case.

Retention of Copies

  • Tribunal members: Until the decision is rendered.
  • Other units: Up to 1 year after any necessary action on the case has been taken.

Disposition of Copies

Secure Destruction.

Approval Date

26 July 2010