ST85 – Student Discipline Case Files

Records of faculty Associate Deans’ investigations of allegations of academic and non-academic misconduct by students.

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 Copies | Version Information

Content & Scope

Academic offences include cheating, plagiarism, unauthorized collaboration, impersonating another student, etc.; non-academic offences include disruptive, dangerous, aggressive or threatening behaviour, mischief, vandalism, etc.

This records class excludes records of student discipline managed internally by administrative support units such as Housing & Residences or Athletics.

The records include investigation notes and documents, e.g., copies of examinations and other academic work; decisions; summaries of disciplinary action taken (Form 71A); and related correspondence.

Related Records

  • For records of discipline cases investigated by Special Constable Service, see also HS76 – Special Constable Incident/ Occurrence Case Files.
  • Records of student discipline managed internally by administrative support units such as Housing and Residences or Athletics are classed with the student records of those units.
  • An anonymized summary of cases is prepared by the Secretariat and posted on the University's website.

Responsible Unit

  • Associate Deans.
  • Secretariat.

Information Steward

  • University Secretary, for anonymized summaries of cases.
  • Dean of the relevant faculty, for all other records.

Information Confidentiality Classification

  • Public: anonymized summaries of cases.
  • Restricted: all other records.


  • Decisions: retained by Associate Deans as follows:
    • No disciplinary action: 2 years after the student has graduated or after last registration.
    • Disciplinary action taken: 20 years after the decision is rendered.
  • Case file materials: 3 years after the decision is rendered.
  • Anonymized summaries of disciplinary action taken: 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 71 – Student Discipline.

Retention Rationale

The retention period is based on operational use.

Other Units with Copies

  • Registrar's Office.
  • Graduate Studies and Postdoctoral Affairs.
  • Co-operative Education.
  • Other units involved in the case.

Retention of Copies

Up to 1 year after any necessary action on the case has been taken.

Disposition of Copies

Secure Destruction.

Approval Date

26 July 2010