ST10 – Prospective Students & Recruitment [DRAFT]

Records of potential applicants for admission to the University's degree programs, and of student recruitment programs, activities, and events.

This records class includes Personal Information Banks.

Responsible Unit | Information Steward | Information Confidentiality Classification | Retention | Disposition | Archival RecordsAuthority | Retention Rationale | Personal Information BanksVersion Information

Content & Scope

Student recruitment activities include: organizing and conducting campus tours, open houses, and other events/activities; development of recruitment publications and other information assets (e.g., videos, web content); information fairs and high-school liaison activities; international recruitment initiatives, etc. Units may also maintain relationships with individuals who have identified themselves or have otherwise been identified as potential applicants to University degree programs.

The records include: event/activity planning, management, registration and attendance records; production elements, drafts and final versions of recruitment materials and publications; release/consent forms completed by individuals whose personal information is contained in publications, photos, videos, and other records; records of potential applicants; and, related correspondence.

Responsible Unit

  • Marketing & Undergraduate Recruitment.
  • Graduate Studies & Postdoctoral Affairs.
  • Other units engaging in recruitment activities or maintaining information on prospective students.

Information Steward

  • Registrar, for undergraduate recruitment and potential undergraduate applicants.
  • Associate Vice-President, Graduate Studies & Postdoctoral Affairs, for graduate recruitment and potential graduate applicants.

Information Confidentiality Classification

  • Public: presentations, publications and other records intended for public release.
  • Restricted: records containing the personal information of current or prospective students.
  • Confidential: all other records.


  • Event/activity registration and attendance records: 1 year after the conclusion of the event/activity.
  • Release/consent forms: 2 years after last use of the personal information covered by the release/consent.
  • Records of potential applicants for admission: minimum of 1 year and no more than 5 years.
  • Operational records, presentations, publications and other records intended for public release: minimum of 1 year and then until superseded or obsolete, unless selected for preservation in the University archives. Units should document the specific retention periods within this range that they are using for their records (contact the University Records Manager for assistance, if required).


Archives Selection.

Records which are not selected for the University archives should be destroyed at the end of their retention period. All confidential – including restricted and highly restricted – records must be securely destroyed.


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.

Archival Records

Promotional and recruitment publications, video, etc. may have long-term historical value to the University. Please contact the University Records Manager for assistance with these records at the end of their retention period. Records of long-term historical value to the University will be selected by the Library Special Collections & Archives department.


  • University of Waterloo Act, 1972
  • Freedom of Information and Protection of Privacy Act, R.R.O. 1990, Reg. 460, s. 5 (1)

Retention Rationale

Retention is based on operational use and 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)).

Personal Information Banks

Information on prospective students includes: name, address, telephone number, e-mail address, programs of interest, educational and employment history.

Under Review Date

29 January 2020

Previous Version

26 July 2010

(This retention schedule replaces ST15 – Prospective Students and ST18 – Student Recruitment Activities)