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common records schedule


Records relating to documentation of students' academic history and provision of support services to students.


Student Financial Services - Case Files

Consists of records relating to financial assistance and advice offered to individual students. Records may include emergency financial assistance, budget planning advice, supporting documentation for loan programs other than the Ontario Student Assistance Program (OSAP).

Office of Primary Responsibility

Student Financial Services

Units administering student financial assistance


7 years after last action



Other Copies


1 year after last action



See Also

FIN00 - Policies, Procedures, Standards for university-wide financial policies and procedures

STU00 - Policies, Procedures, Standards for policies and procedures relating to student financial assistance

STU22 - Scholarships, Bursaries and Awards

STU25 - Ontario Student Assistance Program (OSAP) - Supporting Documentation

Retention Rationale

Records relating to finances must be kept for a period of seven years to fulfill University accounting and audit requirements. Records containing personal information that are used by York University must be retained for one year in accordance with the Freedom of Information and Protection of Privacy Act R.R.O. 1990, Reg. 460, s. 5(1).

Filing Guidelines

Where these records are operationally maintained as part of the student record, maintain as per the appropriate file class of student record (undergraduate, graduate, non-degree).

Approved by University Secretary and General Counsel on 2008-06-20