Students
Records relating to documentation of students' academic history and provision of support services to students.
STU40
Student Records - Undergraduate
Consists of records relating to undergraduate students admitted and registered at York University. Records may include general information about the student, records of the basis for admission, advanced standing/transfer credit granted, transcripts and course outlines from other institutions, faculty transfer confirmations, course withdrawal forms, petition decision letters, academic progress records, courses taken, results by course, study plans and advising worksheet or documents, official name change documentation, registration contracts, copies of immigration status, records of academic awards or honours and York transcripts and degree conferrals.
Office of Primary Responsibility
Registrar's Office
Units responsible for registrar services
Retention
Permanent (see Filing Guidelines)
Disposition
n/a
Other Copies
Retention
1 year after last active session
Disposition
Destroy
See Also
STU45 - Student Records - Graduate for graduate student records
STU48 - Student Records - Non-degree Studies for non-degree student records
Retention Rationale
Identified records must be retained permanently in order to maintain an accurate academic history of each student.
Filing Guidelines
The basis of admission, academic history, academic awards and honours, academic discipline (when noted on transcript), degree award status and date of conferral must be retained permanently. If records other than the above have been maintained as part of the student record, weed from the file seven years after last active session.
Approved by University Secretary and General Counsel on 2008-06-20