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common records schedule


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


Exchange, Practicum and Internship Programs - Case Files

Consists of records relating to students participating in exchange programs, practicums, internships or experiential learning. Records may include correspondence, travel arrangements, insurance documentation.

Office of Primary Responsibility

York International

Units responsible for organizing and administering exchange, practicum and internship programs


3 years after end of exchange, practicum or internship



Other Copies


1 year after end of exchange



See Also

STU32 - Exchange, Practicum and Internship Programs for records relating to the administration of these programs

STU40 - Student Records - Undergraduate for undergraduate student records

STU45 - Student Records - Graduate for graduate student records

Retention Rationale

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 credits are awarded as a result of exchanges, practicums or internships the record of such must become part of the permanent student record. 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