Students ST25 - Academic History

Accessed:	2026-07-17
Purpose of series:	Records series documenting student academic history and fulfillment of requirements of academic programs or courses (as defined by the Academic Calendar) that are not found in the student information system.
Scope and contents:	Includes (but not limited to): All related records from the admission process (ST22), requests to audit a course forms, requests for non-degree status, requests for late enrollment, requests for reactivation and notification letters, enrolment and alternate enrolment priority forms, de-enrolment lists and letters, cancelled course notifications; course transaction forms, change of major/minor/program forms, department-initiated major changes, change of degree status forms, withdrawal notices, change of name forms and supporting documentation, medical documentation, copies of citizenship and visa documents, contracts, plan modification/internal transfer forms, cross-registration forms, letters of permission, consent forms, petition forms and supporting documentation, program specific documentation, waivers, related academic advising records, advisement transcripts, intent to graduate forms, authorization to graduate, and related correspondence.
Cross reference:	For records contained in Banner- See: Student Information System (Banner) (ST20); For additional records related to student support services offered through the Bissett Centre for Student Success see Student Advisory (ST40); For program accreditations see Teaching and Learning - Accreditation (TL30)
Exceptions:	Students within the Faculty of Medicine Academic Programs see: Academic History - Faculty Of Medicine (ST26); Student that are not in a Academic Program as defined by the Academic Calendar see: Non-Academic Studies - Student Record (ST28)

Primary offices:	Registrar Office, Faculty of Graduate Studies
Primary office retention trigger:	Superseded / Obsolete
Primary office disposition:	Transfer to University Archives
Primary office retention period:	40 years
Primary office retention instructions:	S/O = Convocation date, date completed program, or date deemed an inactive student, and a zero balance associated with account. Once convocation occurs or program completed, and account has a zero balance, records retained for 40 years then transferred to the University Archives for selective retention.

Secondary offices:	Faculty
Secondary office retention trigger:	Superseded / Obsolete
Secondary office disposition:	Secure Destruction
Secondary office retention period:	10 years
Secondary office retention instructions:	S/O = Convocation date, date completed program, or date deemed an inactive student, and a zero balance associated with account. Once convocation occurs, program completed or date deemed an inactive student and account has a zero balance records retained for 10 years then securely destroyed.

Retention rationale:

Expected Operational Use, Accreditation requirements

Vital records	Electronic systems	Personal information	Official media
Yes	SharePoint	Yes	Paper, Electronic

Approval date:	Last updated:	Edited by:	Security classification:
2021-12-13	2025-10-31 16:45:01	cr618206	Confidential

Notes: