Students ST26 - Academic History - Faculty of Medicine

Accessed:	2026-07-17
Purpose of series:	Records series documenting students academic history and fulfillment of requirements for Faculty of Medicine academic programs or courses; includes: UGME, PGME, and graduate students completing residency (as defined by the Academic Calendar), not stored in the student information system.
Scope and contents:	Includes (but not limited to): records from the admission process (ST22), requests to audit a course forms, requests for non-degree status, requests for late enrollment or extension, 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/sponsorship documents and financial guarantee forms, contracts, Canadian Resident Matching Service documentation (CaRMS), plan modification/internal transfer forms, cross-registration forms, letters of permission, consent forms, petition forms and supporting documentation, training evaluation reports, related academic advising records, program specific documentation, waivers, credit/certificate documentation, advisement transcripts, intent to graduate forms, authorization to graduate, and related correspondence.
Cross reference:	For records relating to events and programing for Medical School's Continuing Professional Development (CPD) programs see (TBA); For student that are not in an academic program as defined by the Academic Calendar see: Non-Academic Studies - Student Record (ST28); For program accreditations see Teaching and Learning - Accreditation (TL30)
Exceptions:

Primary offices:	Registrar Office, Faculty of Graduate Studies, Faculty of Medicine
Primary office retention trigger:	Superseded / Obsolete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. *Faculty of Medicine - Once convocation occurs or program completed and account has a zero balance records retained for 40 years then transferred to the University Archives for permanent retention. *Registrar Office and Faculty of Graduate Studies - Once convocation occurs or program completed, and account has a zero balance records retained for 20 years then transferred to the University Archives for selective retention.

Secondary offices:	N/A
Secondary office retention trigger:
Secondary office disposition:
Secondary office retention period:
Secondary office retention instructions:

Retention rationale:

Expected operational use and requirements of the Royal College of Physicians and Surgeons of Canada. Due to external record requests the Faculty of Medicine will retain student records for 40 years after convocation date, or date completed program, and a zero balance is associated with account. Many of the documents provide the authorization for updates to the official student record maintained in the student information system (Banner) or in Laserfiche. Reviewing statistics of a physician\'s average career span and retirement age in North America, 40 years was determined of be an appropriate time frame for the operational use of the records.

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

Approval date:	Last updated:	Edited by:	Security classification:
2021-12-13	2026-03-10 12:00:09	gy301734	Confidential

Notes:

Banner and LasherFishe will continue to contain a \'student profile\' which will contain the Banner number and other biographical information on the student. Paper records - relates paper records that have not been scanned and stored in LaserFishe are considered the official media for that record. Once scanned and stored in Laserfishe the electronic record is considered the official media.