Destruction of Student Records

Procedure Number: 
002
Policy Number: 
3206
Responsibility: 
Registrar
Approved: 
Senior Management Council
Effective: 
December 5, 2007
Procedure Statement: 

1.  Destruction of Temporary Records

1.  To facilitate student appeals, temporary student records (including submitted assignments, examination papers, electronic files of assignment grades, instructor mark books, etc.) are retained for the established appeal period, or, where no appeal period is specified, for a period of two years after the end of the program. At that time, the temporary student records are destroyed to protect the integrity of the program and reduce the burden of storage.

2.  Division Directors may establish longer retention periods for temporary records if they consider this to be in the interests of the Institute.

3.  Class enrollment, payment and attendance records are retained as active records for the current year plus one year and are then destroyed.

4.  An electronic record required for preparation of official income tax tuition receipts (T2202As) is retained for seven years and then destroyed.

5. At the end of the specified retention period, all student records are destroyed in a way that ensures protection of privacy.

2.  Destruction of Official Student Records

1.  Official Student Records are retained for a period of sixty (60) years from the date they become inactive. At the end of the specified retention period, the records are destroyed in a way that ensures protection of privacy.

Last updated August 5, 2015