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common records schedule


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


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


Permanent (see Filing Guidelines)



Other Copies


1 year after last active session



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
Updated on 2009-11-16