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Student Academic Files - Faculty of Medicine - Undergraduate

Retention Rule Number: 
Specific Retention Rule 2010.06
Function/Activity: 
To document the admission, registration, academic performance, monitoring, advising, examination and convocation of individual students in the Undergraduate Medicine Education (UME) program and the registration of students from other medical schools who are completing visiting electives at the University of Calgary.
Description/Type of Records: 
Award notifications, clerkship rotation schedule, consent forms, evaluations, exam deferral requests, grades/results, Leaders in Medicine documentation, approved leaves of absence forms, correspondence, Student Academic Review Committee records, tuition adjustments, validations of participation, withdrawal forms, Clerkship Elective Registration forms, visiting elective fee receipts and student immunization forms. NOTE: Does not include assignments, poster presentations and workbooks

Retention Rules

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

Undergraduate Medical Education (UME) Office

Office of Primary Responsibility (OPR): 

University of Calgary student files:

Retention: 

5 years after convocation or last registration of student

Disposition: 

Confidential shred or delete

Office of Primary Responsibility (OPR): 

Inadmissible student files:

Retention: 

1 year after selection process is complete

Disposition: 

Confidential shred or delete

Office of Primary Responsibility (OPR): 

Visiting Elective student files:

Retention: 

3 years after completion of elective

Disposition: 

Confidential shred or delete