TL60 – Instructors' Grade Records

Records documenting test scores, assignment scores, and final grades for students, which become the basis for submitting grades to the Registrar’s Office and Graduate Studies and Postdoctoral Affairs for upload to the student information system.

Related Records | Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition |  Authority | Retention RationaleVersion Information

Content & Scope

This records class excludes student work such as assignments, essays, reports, examination answer papers, and theses.

The records include class lists, examination/assignment questions and instructions, marks assigned for individual tests, examinations, and assignments submitted in accordance with course or program requirements, final grades, and related correspondence.

Related Records

  • For student work see TL55 – Examination Papers and Course Assignments and TL62 – Theses.
  • For files of grades/course credits submitted for upload to the student information system, see ST60 – Grade/Course Credit Submission.
  • For grade rosters held within the online course environment, see TL38 – Online Courses.

Responsible Unit

  • Academic departments and schools.
  • Co-operative Education.
  • Other units responsible for grading student work.

Information Steward

Dean of the relevant faculty, or the information steward responsible for the academic support unit offering the course.

Information Confidentiality Classification



Minimum 1 year and no more than 5 years after last use (i.e., after the student has completed the course or after the resolution of any grade revision request or appeal).


Examination/assignment questions may be retained for a longer period at the discretion of the instructor and/or responsible department.


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

Regulations to the Freedom of Information and Protection of Privacy Act require 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 (O.Reg. 460, 5 (1)). Some instructors retain records for longer than the minimum period for purposes such as providing references for students.

Approval Date

15 June 2011