TL60 – Co-operative & Experiential Learning Programs [DRAFT]

Records of co-operative and experiential learning programs, including internships and practicums.

This records class includes Personal Information Banks.

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

Content & Scope

Records of the management and administration of co-operative work/study programs and other experiential learning programs, such as internships and practicums.

This records class excludes: agreements with employers or other partnering organizations; evaluations of individual students’ performance in the program included in their academic record; co-op student advising; and records of career education and professional development programs.

The records include: copies of student personal and academic information; resumes, job applications and work term information; information about employers and partnering organizations, and the history of their relationship with the University; information regarding interviews and matching students with employment and experiential learning opportunities; and related correspondence with students, employers or other partnering organizations. For co-op students and co-operative work programs, much of this information is maintained in the enterprise co-op employment administration system (currently, WaterlooWorks).

Related Records

  • For agreements between the University and employers or partnering organizations, see AD80 – Contracts & Agreements.
  • For records of co-op student advising and the academic standing of individual students, see ST20 – Student Records.
  • For students’ written reports on their co-op work terms or experiential learning placements, see TL40 – Student Work, Examinations & Theses.
  • For career education and counselling records, see TL80 – Career Education & Development.

Responsible Unit

  • Co-operative and Experiential Education.
  • Other units responsible for internships, practicums, and experiential learning opportunities.

Information Steward

Associate Provost, Co-operative and Experiential Education.

Information Confidentiality Classification

  • Public: information on co-operative and experiential learning programs and opportunities intended for public release.
  • Restricted: student information, including personal and academic information, resumes, job applications, job interview and work term information.
  • Confidential: all other records.


  • Student information: minimum of 2 years and no more than 7 years after the end of the student’s final work term.
  • Employer information: 7 years after the end of the employer’s relationship with the University.
  • All other records: until superseded or obsolete.

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.
  • Co-operative Education and Work-Integrated Learning Canada, Standards and Rationale.

Retention Rationale

Retention is based on operational use.

Personal Information Banks

Information on students includes: biographical, contact, and academic information, resume, co-op work history and current work term information, salary, student evaluation of work term, application and interview information, and self-reported employment skills.

Under Review Date

29 January 2020

Previous Version

26 July 2010

(This records retention schedule replaces TL72 – Internships and Practica)