Students
Records relating to documentation of students' academic history and provision of support services to students.
STU45
Student Records - Graduate
Consists of records relating to graduate students admitted and registered at York University. Records may include but are not limited to general information about the student, Faculty of Graduate Studies application, external and York transcripts, registration forms, course transfer forms, petition forms, change of status forms, program approval forms, grade change forms, requests to take course in an alternative graduate program forms, convocation information, thesis dissertation title page and files sheet and program withdrawal forms.
Office of Primary Responsibility
Registrar's Office
Units responsible for registrar services
Retention
Permanent (see Filing Guidelines)
Disposition
n/a
Other Copies
Retention
10 years after last active session
Disposition
Destroy
See Also
STU40 - Student Records - Undergraduate for undergraduate student records
STU48 - Student Records - Non-degree Studies for non-degree student records
Retention Rationale
For other copies retained in Faculties: Ontario Council on Graduate Studies (OCGS) requires statistics on how long students take to complete their degree; therefore, the information kept on file after a student graduates should assist in providing these statistics for every student in the program. The quality review cycle is 7 years; FGS recommends retaining student records for 10 years.
Filing Guidelines
The basis for 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