ST30 — Student Records, Non-Credit Studies [DRAFT]

Records of students enrolled in the University's professional development, continuing education, and other non-credit courses and programs.

This records class is a Personal Information Bank.

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

Content & Scope

These records document individuals’ registration, communication with administrators and course instructors, fulfillment of course requirements, final standing in non-credit courses and programs, and other aspects of their participation in non-credit studies and University activities not classified with another records class.

The records include information which the university will retain permanently to verify the student’s participation and final standing in courses, and to issue or reissue, when required, any certificate or grade awarded to the student upon completion of a course or program.

Related Records

  • For financial records of fee payments for non-credit studies, see FN20 – Revenues & Accounts Receivable.
  • For records of the development, management and administration of non-credit programs and courses, see TL50 — Non-Credit Programs & Courses.

Responsible Unit

  • Centre for Extended Learning.
  • Other units offering non-credit courses and programs.

Information Steward

  • Associate Vice-President, Academic
  • Information steward for the unit offering non-credit courses and programs.

Information Confidentiality Classification

  • Highly restricted: registration and fee payment records.
  • Restricted: all other records.


  • Registration, enrolment history, and final standings/results for non-credit courses and programs, and personal information required to identify the student and verify their enrolment: Permanent
  • All other records: retain for a minimum of 1 year and not more than 7 years after the individual’s last registration. 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).

Note: anonymized data derived from these records may be retained by the University until superseded or obsolete.


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
  • 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 non-credit students includes: name, address, telephone number, e-mail address, gender, employer and position, participation and standing in non-credit studies, and credit card information.

Under Review Date

29 January 2020