| Name | Academic Advising Records |
| Location | University Information Technology (Student Information System), Schulich Student Services and International Relations |
| Legal Authority | York University Act 1965 |
| Information Maintained | Name, address, email address, telephone number, student number, application form, academic history, financial information, health information, petitions, case notes |
| Uses | Documents use of academic advising services |
| Users | Faculty advising offices |
| Individuals in Bank | Students |
| Retention & Disposal | 5 years after last action, then destroy after Archives review |
| See Also | STU60 Student Support Services and Community Development for a full description of the file class to which this PIB belongs |
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| Name | Academic Honesty—Case Files |
| Location | Faculties and departments, Deans’ offices |
| Legal Authority | York University Act 1965 |
| Information Maintained | Name, address, email address, telephone number, student number, record of offense, work in question, charge agreement forms, minutes from departmental/faculty hearings, decision letter, character references, personal statement, transcript |
| Uses | Documents allegations and findings of academic misconduct |
| Users | Office of the Dean in students' home faculty |
| Individuals in Bank | Students |
| Retention & Disposal | Record of offense, proceedings, finding: permanent; rest of file: destroy 1 year after appeals are exhausted or abandoned |
| See Also | STU36 Academic Honesty – Case Files for a full description of the file class to which this PIB belongs |
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| Name | Admissions—Undergraduate |
| Location | Admissions and Recruitment, Office of the Registrar, University Information Technology, Faculty of Education, Schulich School of Business, faculties |
| Legal Authority | York University Act 1965 |
| Information Maintained | Name, address, email address, telephone number, student number, date of birth, citizenship, permanent residence status, gender, marital status, academic history, standardized test scores, financial information |
| Uses | Documents admission and registration of students to appropriate undergraduate programs |
| Users | Office of Admissions, Office of the Registrar, University Information Technology, faculties |
| Individuals in Bank | Students |
| Retention & Disposal | Under review |
| See Also | STU15 Admissions – Undergraduate – Case Files for a full description of the file class to which this PIB belongs |
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| Name | Admissions—Graduate |
| Location | Admissions and Recruitment, Faculty of Graduate Studies, Osgoode Hall Law School, Schulich School of Business |
| Legal Authority | York University Act 1965 |
| Information Maintained | Name, address, email address, telephone number, student number, date of birth, citizenship, permanent residence status, gender, marital status, academic history, letters of reference, standardized test scores, financial information |
| Uses | Documents admission and registration of students to appropriate graduate programs |
| Users | Office of Admissions, Office of the Registrar, University Information Technology, Faculty of Graduate Studies, faculties |
| Individuals in Bank | Students |
| Retention & Disposal | Under review |
| See Also | STU16 Admissions – Graduate – Case Files for a full description of the file class to which this PIB belongs |
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| Name | Admissions—Not Registered |
| Location | Admissions and Recruitment, Faculty of Graduate Studies, Osgoode Hall Law School, Schulich School of Business, Faculty of Education |
| Legal Authority | York University Act 1965 |
| Information Maintained | Name, address, email address, telephone number, date of birth, citizenship, permanent residence status, gender, marital status, academic history, letters of reference, standardized test scores, financial information |
| Uses | Documents applications for those not admitted and those admitted but did not attend |
| Users | Admissions and Recruitment, Faculty of Graduate Studies, Osgoode Hall Law School, Schulich School of Business, Faculty of Education |
| Individuals in Bank | Members of the public |
| Retention & Disposal | Under review |
| See Also | STU17 Admissions – Not Registered – Case Files for a full description of the file class to which this PIB belongs |
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| Name | Admission Applications and Recruitment |
| Location | Office of Admissions, Osgoode Professional Development Program, Schulich School of Business, Special Admissions Office |
| Legal Authority | York University Act 1965 |
| Information Maintained | Name, address, email address, telephone number, student number, date of birth, citizenship, permanent residence status, gender, marital status, Social Insurance Number, academic history, functional level test results, reference letters, programs applied to, personal statements, employment history, CV, offers of admission, health information, financial information |
| Uses | Documents applications for admission and admission process |
| Users | Office of Admissions, Office of the Registrar, University Information Technology, faculties |
| Individuals in Bank | Students, members of the public |
| Retention & Disposal | 5 years after last action, then destroy after Archives review |
| See Also | STU10 Student Recruitment for a full description of the file class to which this PIB belongs |
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| Name | Career Counselling Registration Records |
| Location | Career Centre |
| Legal Authority | York University Act 1965 |
| Information Maintained | Name, address, email address, telephone number, academic history, counsellor notes |
| Uses | Documents use of career counselling services |
| Users | Career counsellors |
| Individuals in Bank | Students |
| Retention & Disposal | 5 years after last action, then destroy after Archives review |
| See Also | STU60 Student Support Services and Community Development for a full description of the file class to which this PIB belongs |
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| Name | Disabilities Services Records |
| Location | Office for Persons with Disabilities |
| Legal Authority | York University Act 1965 |
| Information Maintained | Name, address, email address, telephone number, student number, date of birth, academic information, health information, emergency contact information, case notes |
| Uses | Documents students with disabilities and support services used |
| Users | Counsellors and office staff |
| Individuals in Bank | Students |
| Retention & Disposal | 5 years after last action, then destroy after Archives review |
| See Also | STU60 Student Support Services and Community Development for a full description of the file class to which this PIB belongs |
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| Name | Exchange, Practicum and Internship Programs—Case Files |
| Location | York International, Osgoode Business Clinic, Intensive Program in Criminal Law, Intensive Program in Poverty Law, Schulich Executive Education Centre, Faculty of Education, Faculty of Health, Academic Technology Services, Atkinson College, Glendon College |
| Legal Authority | York University Act 1965 |
| Information Maintained | Name, address, email address, telephone number, student number, gender, citizenship or immigration status, academic history, languages spoken, non-residence insurance documentation |
| Uses | Documents students participating in exchanges, practicum programs, and internships |
| Users | York International staff, administering units |
| Individuals in Bank | Students |
| Retention & Disposal | 3 years after end of exchange, practicum or internship program, then destroy |
| See Also | STU33 Exchange, Practicum and Internship Programs – Case Files for a full description of the file class to which this PIB belongs |
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| Name | Ontario Student Assistance Program (OSAP)—Supporting Documentation |
| Location | Student Financial Services |
| Legal Authority | York University Act 1965 |
| Information Maintained | Name, financial information, marital status, citizenship or immigration status |
| Uses | Supports applications for financial assistance through OSAP |
| Users | Student Financial Services staff |
| Individuals in Bank | Students |
| Retention & Disposal | 2 years after end of annual loan cycle, then transfer to Government of Ontario records centre |
| See Also | STU25 Ontario Student Assistance Program (OSAP) – Supporting Documentation for a full description of the file class to which this PIB belongs |
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| Name | Petitions—Case Files |
| Location | Faculties, Student Financial Services, Office of the Registrar |
| Legal Authority | York University Act 1965 |
| Information Maintained | Name, address, email address, telephone number, student number, citizenship, academic history, financial information, health information |
| Uses | Documents academic and financial petitions |
| Users | Student Financial Services, faculties |
| Individuals in Bank | Students |
| Retention & Disposal | 5 years after last active session, then destroy |
| See Also | STU37 Petitions – Case Files for a full description of the file class to which this PIB belongs |
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| Name | Scholarships, Bursaries and Awards—Case Files |
| Location | Student Financial Services, Office of the Vice-President Students, York International |
| Legal Authority | York University Act 1965 |
| Information Maintained | Name, address, email address, telephone number, student number, OUAC number, date of birth, citizenship, permanent residence status, gender, marital status, academic history, financial information, CV, personal statement, references, parents' and/or spouse's financial information |
| Uses | Documents application process for scholarships, awards and bursaries |
| Users | Student Financial Services |
| Individuals in Bank | Students |
| Retention & Disposal | 7 years after end of yearly application cycle, then destroy |
| See Also | STU23 Scholarships, Bursaries and Awards – Case Files for a full description of the file class to which this PIB belongs |
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| Name | Student Financial Assistance—Case Files |
| Location | Student Financial Services |
| Legal Authority | York University Act 1965 |
| Information Maintained | Name, address, email address, telephone number, financial information, payment plans, pay stubs, supporting documentation for loan programs |
| Uses | Documents students receiving financial assistance or advice and using loan programs other than OSAP |
| Users | Student Financial Services, administering units |
| Individuals in Bank | Students |
| Retention & Disposal | 7 years after last action, then destroy |
| See Also | STU20 Student Financial Assistance – Case Files for a full description of the file class to which this PIB belongs |
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| Name | Student Records—Undergraduate |
| Location | Office of the Registrar, Office of the Vice-President Academic, University Information Technology (Student Information System), faculties and departments |
| Legal Authority | York University Act 1965 |
| Information Maintained | Name, address, email address, telephone number, date of birth, student number, Social Insurance Number, citizenship or immigration status, academic history, financial information, transcripts, application forms, basis of admission, transfer forms, awards and bursaries, academic discipline records, name change documentation, applications to graduate |
| Uses | Documents student registration and academic progress and provides permanent record of student grades at the undergraduate level |
| Users | Office of the Registrar, university staff in relevant offices, course supervisors |
| Individuals in Bank | Students |
| Retention & Disposal | Basis of admission, academic history, academic awards and honours, academic discipline (when noted on transcript), degree award status and date of conferral are kept permanently. Rest of record is destroyed 7 years after last active session |
| See Also | STU40 Student Records – Undergraduate for a full description of the file class to which this PIB belongs |
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| Name | Student Records—Graduate |
| Location | Office of the Registrar, Office of the Vice-President Academic, University Information Technology (Student Information System), Faculty of Graduate Studies, faculties and departments |
| Legal Authority | York University Act 1965 |
| Information Maintained | Name, address, email address, telephone number, date of birth, student number, Social Insurance Number, citizenship or immigration status, academic history, financial information, transcripts, application forms, basis of admission, transfer forms, awards and bursaries, academic discipline records, name change documentation, applications to graduate |
| Uses | Documents student registration and academic progress and provides permanent record of student grades at the graduate level |
| Users | Office of the Registrar, university staff in relevant offices, course supervisors |
| Individuals in Bank | Students |
| Retention & Disposal | Basis of admission, academic history, academic awards and honours, academic discipline (when noted on transcript), degree award status and date of conferral are kept permanently. Rest of record is destroyed 7 years after last active session |
| See Also | STU45 Student Records – Graduate for a full description of the file class to which this PIB belongs |
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| Name | Student Records—Non-Degree Studies |
| Location | Division of Continuing Education, Glendon Extended Learning, Osgoode Professional Development Program, York University English Language Institute, Schulich Executive Education Centre, Faculty of Education |
| Legal Authority | York University Act 1965 |
| Information Maintained | Name, address, email address, telephone number, date of birth, financial information, application form, academic history |
| Uses | Documents registration and provides permanent record of non-degree certificate students |
| Users | University staff in relevant offices |
| Individuals in Bank | Students |
| Retention & Disposal | Permanent |
| See Also | STU48 Student Records – Non-degree Studies for a full description of the file class to which this PIB belongs |
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| Name | Student Services—Clinical Counselling—Case Files |
| Location | Counselling and Disability Services, Glendon Counselling and Disability Services and Career Centre |
| Legal Authority | York University Act 1965 |
| Information Maintained | Name, address, email address, telephone number, student number, date of birth, gender, marital status, academic information, financial information, health information, emergency contact information, case notes, consent forms |
| Uses | Documents users of counselling services |
| Users | Clinical staff |
| Individuals in Bank | Students |
| Retention & Disposal | 10 years after last contact, or when client is not yet 18, 10 years after 18th birthday, then destroy |
| See Also | STU70 Student Services – Clinical Counselling – Case Files for a full description of the file class to which this PIB belongs |
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| Name | Student Services—Clinical Counselling—Sexual Assault Case Files |
| Location | Counselling and Disability Services, Glendon Counselling and Disability Services and Career Centre |
| Legal Authority | York University Act 1965 |
| Information Maintained | Name, address, email address, telephone number, student number, date of birth, gender, marital status, academic information, health information, emergency contact information, case notes, consent forms |
| Uses | Documents users of counselling services concerning sexual assault |
| Users | Clinical staff |
| Individuals in Bank | Students |
| Retention & Disposal | 15 years after last contact, or 30 when York employee is alleged perpetrator, then destroy |
| See Also | STU70-05 Student Services – Clinical Counselling – Sexual Assault Case Files for a full description of the file class to which this PIB belongs |
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| Name | Student Services—Student Conduct—Case Files |
| Location | Office of Student Conflict Resolution |
| Legal Authority | York University Act 1965 |
| Information Maintained | Name, address, email address, telephone number, student number, date of incident, complaint details, submissions, interview notes, hearing documents, security reports, decisions, agreements, appeals documentation |
| Uses | Documents student involvement with the non-academic code of conduct |
| Users | University Tribunal |
| Individuals in Bank | Students |
| Retention & Disposal | 7 years after last action, then destroy |
| See Also | STU75 Student Services – Student Conduct – Case Files for a full description of the file class to which this PIB belongs |
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| Name | University Disciplinary Tribunal—Case Files |
| Location | University Secretariat |
| Legal Authority | York University Act 1965 |
| Information Maintained | Name, address, email address, telephone number, student number, decision of committee |
| Uses | Documents violations of university policies and regulations or public law |
| Users | University Secretariat staff |
| Individuals in Bank | Students |
| Retention & Disposal | Permanent |
| See Also | STU03-05 University Disciplinary Tribunal – Case Files for a full description of the file class to which this PIB belongs |
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