Homestay Case Files | Archives and Special Collections

Homestay Case Files – Archives and Special Collections

Homestay Case Files

UCLASS Primary: ST300 – International Student Programs and Services

Retention Rule Number: Specific Retention Rule 2014.05

Function/Activity: To document the application, assessment, and evaluation of host families for Continuing Education’s student homestay program.

Description/Type of Records: Host family applications, suitability assessments, evaluations and copies of contracts.

Retention Rules

Office of Primary Responsibility (OPR) Retention Disposition
Program Office, Continuing Education 12 years after the last homestay with a host family, or in the case of minors for 12 years after they reach the age of majority. Confidential shred or deletion
Restrictions:
Access to this series shall be limited to those with the authority for the following purposes:
  1. File and/or case management.
  2. Legal review.
Citations:
Freedom of Information and Protection of Privacy Act, s.34(b).
Limitations Act, RSA 2000, Chapter L-12,s.3(1) , s.5.1(2).

Records Management Instructions
Offices of Primary Responsibility (OPR):

For ease of administering the disposition of these records:
Files which include clients who are minors will be filed at the end of the series with the minor’s date of birth clearly noted.

Approval Information:

  • Alvina Mountenay, Business Operations Manager, Continuing Education
  • Jo-Ann Munn Gafuik, Senior Officer, Policy and FOIP
  • Lisa Atkinson, University Records Committee (Chair)

31 March 2014; amended 28 July 2016

  • Karen Jackson, General Counsel
  • Bonnie Woelk, University Archives
  • Dru Marshall, VP (Academic), Information Trustee

Amended 10 March 2018