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STU-0100 Admissions: Undergraduate

Description

 Consists of records of the admission process including all materials required to make a decision on enrollment. This includes admission applications, correspondence, letters of recommendation, test scores and transcripts. For successful applicants, an acceptance letter will be generated.

Retention Trigger

Not enrolled: End of admit term

Enrolled: Student graduates or stops attending the University

Retention

Not enrolled: Trigger + 1 year

Enrolled: Trigger + 2 years

Responsible Unit(s)

 Office of the Registrar

Source

 OUAC, Sent by applicants, electronic data exchange

Records System

 Paper, Banner, Banner Document Management

Citations

 Freedom of Information and Protection of Privacy Act, RSO 1990, c F.31 s.40
Disposal of Personal Information, RRO 1990, Reg 459

Record Authority

 Registrar

Disposition

 Secure destruction

Records Arising from Activity
  • Acceptance Letters
  • Admission applications, via OUAC
  • Admission applications, internal
  • Correspondence, general
  • Letters of recommendation
  • English Language Proficiency
  • Test scores (e.g. SAT)
    • Transcripts

Retention Rationale

 FIPPA requires any personal information collected to be retained for at least one year following its use. Application records of enrolled students are  retained in keeping with STU-0300 Registration: Changes and Requests (Undergraduate)

Personal Information

 Yes

Vital Record

 Yes

Protection

 Medium