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Student Academic Files - Graduate

Retention Rule Number: 
Specific Retention Rule 98.0018
Function/Activity: 
To document the admission, registration, academic performance, monitoring, advising, examination and convocation of individual students.
Description/Type of Records: 
Academic reviews, admission and readmission records, applications for deferred exams and medical documentation, applications for degree, applications for leave of absence and medical reports, applications to attend other educational institutions and notices to record, assessments, award applications, comprehenisve exams and papers, correspondence, evaluations, exchange applications and authorization forms, grade appeals with background materials and outcomes, language examinations and results, post-examination reports, progress reports, record of grades, records arrangement for examiners and related to oral examinations, reference letters and verification documents, registration reports and forms, research applications and proposals, samples of student work, scholarship correspondence and reports, transcripts (external and University of Calgary), waivers and rulings, withdrawal forms.

Retention Rules

Office of Primary Responsibility (OPR)
Retention
Disposition
Office of Primary Responsibility (OPR): 

NOTE: Student records scanned into Synergize

Retention: 

1 year from date of scanning

Disposition: 

Confidential shred

Office of Primary Responsibility (OPR): 

Registrar's Office

Office of Primary Responsibility (OPR): 

Registered students:

Retention: 

3 years after convocation OR 5 years after last registration

Disposition: 

Confidential shred or delete

Office of Primary Responsibility (OPR): 

Accepted but not registered:

Retention: 

Application + 2 fall sessions

Disposition: 

Confidential shred or delete

Office of Primary Responsibility (OPR): 

Student transcripts:

Retention: 

Permanent

Disposition: 

Retain in electronic system

Office of Secondary Responsibility (OSR)
Retention
Disposition

Office of Secondary Responsibility (OSR): 

NOTE: Student records scanned into Synergize for ALL Offices of Secondary Responsibility

Retention: 

1 year from date of scanning

Disposition: 

Confidential shred

Office of Secondary Responsibility (OSR): 

Faculty of Graduate Studies

Office of Secondary Responsibility (OSR): 

Registered students:

Retention: 

5 years after convocation or withdrawal

Disposition: 

Confidential shred or delete

Office of Secondary Responsibility (OSR): 

Accepted but not registered:

Retention: 

1 year

Disposition: 

Confidential shred or delete

Office of Secondary Responsibility (OSR): 

Inadmissable students:

Retention: 

Return to department applied to

Disposition: 

Confidential shred or delete

Office of Secondary Responsibility (OSR): 

Faculty of Law

Office of Secondary Responsibility (OSR): 

Registered students:

Retention: 

3 years after convocation OR 5 years after withdrawal

Disposition: 

Confidential shred or delete

Office of Secondary Responsibility (OSR): 

Inadmissable students:

Retention: 

1-3 years

Disposition: 

Confidential shred or delete

Office of Secondary Responsibility (OSR): 

Faculty of Environmental Design

Office of Secondary Responsibility (OSR): 

Registered students:

Retention: 

3 years after convocation OR 5 years after withdrawal

Disposition: 

Confidential shred or delete

Office of Secondary Responsibility (OSR): 

Accepted but not registered & Inadmissible students:

Retention: 

1 year

Disposition: 

Confidential shred or delete

Other (Non-OPR's)
Retention
Disposition

Other (Non-OPR's): 

All other Units

Other (Non-OPR's): 

NOTE: Student records scanned into Synergize

Retention: 

1 year from date of scanning

Disposition : 

Confidential shred

Other (Non-OPR's): 

Registered students:

Retention: 

3 years after convocation OR 5 years after withdrawal

Disposition : 

Confidential shred or delete

Other (Non-OPR's): 

Inadmissable students:

Retention: 

1 year

Disposition : 

Confidential shred or delete