Common Schedule - Student Services

The Registrar's Office is the Office of Record for the final record of a student's marks, history and official transcript. The following classifications apply to all other offices.

Click here for a printable version of the Student Services Common Schedule. All documents referenced on this webpage are available in alternate formats, upon request.  Please contact us at fippa@umanitoba.ca, or 204-474-7559.

Please note that unclaimed or electronic student assignments do not fall within the schedules below. Please refer to our guidelines on the Retention of Unclaimed and Electronic Student Assignments for information on how to handle those records. Other related guidelines include the Practical Steps to Protecting Students' Personal Information and Posting Student Marks Guidelines.

Faculty/Department/Program Student Files
Criminal Records Check


STUDENT-010 (Faculty/Department/Program Student Files)*

This series consists of individual student files maintained by the faculty/department/program to facilitate student progress within the faculty/department/program. Records may include applications, admission records, progress reports, academic summaries, copies of transcripts, disciplinary action, degrees received, appeals, supporting information and related correspondence. Records can be divided into the following sub-sets:

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STUDENT-011: Application and Admission (not registered/incomplete/no fees/rejected).

Retention for STUDENT-011: Start of Session Student Applied To + 1 Year: Destroy

Example: A student applied to your program for the fall 2013 session and were either rejected, their application was incomplete, or they were accepted but did not register or pay their fees. Their file can be confidentially destroyed one (1) year after the start of the fall 2013 session, which is September 2014.

Download a Requisition to Destroy Records (RDR) form for STUDENT-011.

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STUDENT-012: Student withdraws from faculty/department/program.

Retention for STUDENT-012: Date the Student Withdraws + 3 Years: Destroy

Example: A student withdraws from your program on January 17, 2014. Their student file can be destroyed three (3) years later on January 18, 2017.

Download a Requisition to Destroy Records (RDR) form for STUDENT-012.

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STUDENT-013: Student graduates from faculty/department/program or completes a program.

Retention for STUDENT-013: Graduation or Completion Date + 3 Years: Destroy

Example: A cohort of students graduate in June 2013. Their student records can be destroyed three (3) years later in June 2016.

Download a Requisition to Destroy Records (RDR) form for STUDENT-013.

*May contain personal information, subject to FIPPA restrictions for access.

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STUDENT-020 (Criminal Records Check)*

This series consists of records related to the solicitation, receipt and evaluation of criminal records checks for entry and acceptance to University programs. Records include criminal records checks, any supporting documents and related correspondence.

Retention for STUDENT-020: End of Use + 6 Months: Destroy

Example: A pre-requisite for entry into your program includes a current criminal records check. All applications for your program are reviewed, and decisions regarding who will gain entry into your program is completed by April 1, 2014. All records associated with the criminal records check, including the criminal records check itself, should be confidentially destroyed on October 2, 2014.

Download a Requisition to Destroy Records (RDR) form for STUDENT-020.

*May contain personal information, subject to FIPPA restrictions for access.

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Last Updated: August 8, 2017

 

Click on the links below to view the detailed schedule description and retention period:

Capital Assets - Management of Capital Assets, Projects and Planning

Community Life - University or Faculty Events

External Relations and Services - Marketing and Promotional Materials, Donor, Vendor, Publicity and Patient Files

Finance - Supplies, Grants and Awards, Endowment Administration and General Accounting

Governance and Administration - Governance, Accreditation, Committee Files, Department Process Manuals

Human Resources - Personnel Files, Recruitment, Promotion and Tenure, Staffing Management and Payroll Authorization

Legal - Contracts and Agreements, Legal Advice, Standard Waivers, University Forms

Student Services - Faculty/Department/Program Student Files, Criminal Records Check

Teaching and Learning - Exam Administration, Course and Curriculum Files, Academic Planning, Outreach and Training, Teaching Evaluations and SEEQs