Students

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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