Personal Information Banks

Academic Dean
Information Bank Information Maintained Retention
Counselling files name, student number, issues discussed, correspondence, notes until graduation
Academic Difficulty files (includes on probation, appeals, readmission, academic offences) name, student number, issues discussed, correspondence, notes until graduation
Special student files name, student number, application, notes, correspondence end of registration
Scholarships and awards name, student number, application, notes, correspondence indefinitely
Alumni / Foundation
Information Bank Information Maintained Retention
Alumni Files ( includes alumni, guests, students, friends, corporations) name, address, email, class year, giving history, correspondence, employment information, volunteer information indefinitely
Raiser's Edge electronic database(includes students, parents, volunteers, donors, friends, guests, corporations, donor organizations name, address, email,  business information, marital status and spouse information, giving history, relationship information, event attendance, degree information, awards, honors and designations, volunteer history indefinitely
Donor files (includes alumni, parents, corporations, foundations, individuals) name, address, email, donation information, correspondence, promotions, mass appeals scholarship and bursary information indefinitely
Tax Receipts name, address, donation amount, date gift received and receipted, fund designation, pledge information seven years
Foundation Deposits name, address, donation information, date gift received and receipted, fund and campaign designation, constituency code, pledge information seven years
Finance
Information Bank Information Maintained Retention
Payroll files(electronic and paper) of all employees name, address, gender, age, marital status, employee number, compensation, benefits, income tax exemptions during years of employment and two years following
Student financial files (electronic and paper) name, address, gender, age, osap eligibility, number of courses, awards, charges and payments, banking or credit card information during years of attendance and two years following
Human Resources
Information Bank Information Maintained Retention
Employee files resume/CV, offer of employment/contract change in status (grade, promotion), performance evaluations, correspondence, recognition information, job description, attendance, vacation records, certificates, doctor's notes, emergency contact info during years of employment and six years following
Health and Safety Committee Reports and Records minutes, reports, audits, incident reports indefinitely
Confidential Directory name, address, email, title, spouse name annual directory during employment
Information Technology Services
Information Bank Information Maintained Retention
Web Access Database

list of users, real name, user name, password, email
address

 duration of employment
or study
Workstation Authenticity
Database		 user name, passwords duration of employment

Library
Information Bank Information Maintained Retention
Student Staff Files name, student number, contract, address, resume, emergency contact info one year after last term of employment
Users' Database name, user category (staff, student, faculty, alumni, guest), email, address during attendance or employment or guest privilege

   

Physical Plant
Information Bank Information Maintained Retention
Security Reports name, contact information (if applicable) incident report                     one year
Parking Records name, address, email, employee or student number, motor vehicle information, parking permit, financial information one year
Registrar
Information Bank Information Maintained Retention
Applicants' files name, date of birth, citizenship, address, email, educational history, telephone, test/grade results, correspondence, student number, letters of reference one year, or if accepted and registers, indefinitely
Student Academic Records name, date of birth, address, student number cumulative academic record, progression information, correspondence, awards, transcripts, adjudication and grades indefinitely
Scholarship and Awards name, email, address, application, transcripts, resumes, letters of reference, essays  indefinitely
School of Social Work
Information Bank Information Maintained Retention
Applicants' files name, email, address, educational history, test/grade results, correspondence, resume, personal statement, letters of reference, student number one year, or if accepted and registers, indefinitely
Student academic records name, email, address, student number, cumulative academic records,cumulative academic record, progression information, correspondence, adjudication and grades, practicum application, evaluations, records, release of information form one year, or if accepted and registers, indefinitely
Dean of Students' Office
Code of Conduct Complaint and Hearing Files name, student number, email, address, correspondence, reports dispose one year after graduation of student or one year after leaving 
Code of Conduct Sanction record of sanction is placed in student academic record indefinitely
Residence Rules Appeals name, student number, email, address, correspondence, reports dispose two years after final term in residence
Personal counselling files name, email, student number, address, correspondence, notes  minimum of ten years
Disability record files name, email, student number, address, academic load information, correspondence, assessment, notes minimum of ten years
Residence student database and paper files name, email, student number, address, correspondence, emergency contact info ten years for electronic database, one year after last term of residence for paper
Photo files of residence students name,  student number ten years
Residence student staff files name, application, contract, student number, address, resume, letters of reference, emergency contact info one year after last term of employment