STU-0110 Admissions: Graduate

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, transcripts and decision forms. For successful applicants, an acceptance letter will be generated.
Retention Trigger	Not enrolled: End of admit term Enrolled: Student graduates or stops attending UOIT
Retention	Not enrolled: Trigger + 1 year Enrolled: Trigger + 5 years
Responsible Unit(s)	Graduate Studies Office
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	Dean of Graduate Studies
Disposition	Secure destruction
Records Arising from Activity	College and University transcripts ( Interim and Final) International and Domestic Electronic Applications Special Student Applications English Language Proficiency Recommendation/Reference Letters Proof of Residency for Domestic Copy of diplomas Deferral Request Statement of Academic Intent Resumes Student Visa Miscellaneous (SAAADMS Checklist MISC) Offer Letters Other Letters Applicant Information Release Form Graduate Exchange Application Transcript Release Form Non-Standard Admissions Decision Form
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-0310 Registration: Changes and Requests (Graduate)
Personal Information	Yes
Vital Record	Yes
Protection	Medium