Retention Appendix A: Retention Schedule
Policy Owner: Vice-President, Finance
Policy Lead(s): Senior Vice-President and Secretary General to the Board of Governors; Executive Director, Risk Management, and Campus Safety and Security
Conestoga College Institute of Technology and Advanced Learning
- Approver:
- Academic Coordinating Committee
- Policy Owner:
- Vice-President, Finance
- Policy Lead(s):
- Senior Vice-President and Secretary General to the Board of Governors; Executive Director, Risk Management, and Campus Safety and Security
- Defining policy:
- Records and Information Management Policy
- Effective date:
- 2021-12-08
- Date of last approval:
- 2021-12-08
Elaboration
| Functional Area | Office of Primary Responsibility | Records Series | Description | Retention Period | Disposition Directions | PIB1 | Rationale | Amendments |
|---|---|---|---|---|---|---|---|---|
| All | All | Transitory records | Records of temporary usefulness in any format or medium, created or received by a public body in carrying out its activities, having no ongoing value beyond an immediate and minor transaction or the preparation of a subsequent record. | Saved until superseded or obsolete Instant messages, are transitory records, and are deleted after 120 days | Destroy | No | Unless records contain personal information used to make a decision about a person, transitory records shall be destroyed as per business need Records with personal information used to make a decision about a person must be retained for at least one year |
1 Personal Information Bank
Academic Administration
| Office of Primary Responsibility | Records Series | Description | Retention Period | Disposition Directions | PIB1 | Rationale | Amendments |
|---|---|---|---|---|---|---|---|
| Program Quality Assurance Office | Annual Program Reflections | Database of program team responses and action-item plans that feed into the PAC reporting process. Information is used by Chairs and Deans to monitor progress on action items developed to improve program quality. | Permanently retain | No | Permanent retention aligns these records with the Ministry of Colleges and Universities records in curriculum | Amendment added to Retention Schedule Apr 2022 as per the request from the Director, Institutional Research and Planning | |
| Institutional Research | Grades data | Data that has been gathered, cleaned, massaged, and validated in accordance with applied business rules to create meaningful information appended each term with grades for every student in every course. | Permanently retain | Yes | Records provide important long-term statistical data and must not be destroyed | Amendment added to Retention Schedule Apr 2022 as per the request from the Director, Institutional Research and Planning | |
| Institutional Research | Graduate and employer KPI data | Data tracking Conestoga graduate employment and satisfaction 6 months after graduation. Employer satisfaction tracked as it relates to Conestoga’s preparation of recent graduates. | 10 Years | Destroy | Yes | Business value does not exceed 10 years | Amendment added to Retention Schedule Apr 2022 as per the request from the Director, Institutional Research and Planning |
| Institutional Research | Labour Market Reports | Labour market reports generated by Conestoga to assess the needs of the labour market in order to inform the strategic review of existing programming and the development of new programming. | 2 years | Destroy | No | No long-term value | Amendment added to Retention Schedule Apr 2022 as per the request from the Director, Institutional Research and Planning |
| Program Review Office | Major Program Reflections | Database of program team responses and action-item plans | Permanently retain | No | Permanent retention aligns these records with the Ministry of Colleges and Universities records in curriculum | Amendment added to Retention Schedule Apr 2022 as per the request from the Director, Institutional Research and Planning | |
| Institutional Quality Management | PAC Records | Records related Program Advisory Committees Meetings (Agendas, Minutes, Reports, and Presentations) | Permanently Retain | | No | Program Advisory Committees (PACs) are mandated by the Ministry of Colleges and Universities. PAC documentation is used as a component of program quality activities (program development, program review, etc) as well as evidence for quality audits. | |
| Institutional Research | Student enrollment data | Data tracking students enrolled at each count date (specific date in each semester) following their academic journey by noting if they have progressed to the next level in their program, graduated, or have been discontinued or have reregistered. Data, currently held in the EnrolMaster SQL database, is from fall 2013 when the Ministry of Training, Colleges, and Universities created the modern standard enrolment data extracts (CSER). | Permanently retain | Yes | Records provide important long-term statistical data and must not be destroyed | Amendment added to Retention Schedule Apr 2022 as per the request from the Director, Institutional Research and Planning | |
| Institutional Research | Student surveys | Student level responses: Ontario College Student Experience Survey and internal surveys: Annual Student Feedback Survey, Incoming Student Survey, Not to Accept Survey, and others as stakeholder surveys used to provide insight into program & service quality, college reputation and marketing, and, at times, used to provide relevant follow-up information about services specific to their situation | 8 Years | Destroy | Yes | Reference value for business unit | Amendment added to Retention Schedule Apr 2022 as per the request from the Director, Institutional Research and Planning |
| Institutional Research | Qualtrics contact lists | Records related to survey contact lists for Qualtrics | 1 year | Destroy | Yes | No long-term value | Added to Retention Schedule Aug 2022 as per the request from the Director, Institutional Research and Planning |
Administrative Management
| Office of Primary Responsibility | Records Series | Description | Retention Period | Disposition Directions | PIB1 | Rationale | Amendments |
|---|---|---|---|---|---|---|---|
| Corporate Services | Claims files | Files that include documents related to claims that the College has violated individual rights | 50 Years | Destroy | Yes | Claims files contain evidence that the College has They contain evidence that claimants “discovered” claims, which is what triggers limitation periods. Claims files may contain evidence that the College has resolved or settled claims. | Amendment added to Retention Schedule Dec 2022 as per advice from external legal counsel and with approval from the Executive Director, Corporate Services |
| Corporate Services | Freedom of Information and Protection of Privacy Act Requests | Records related to both access to information and protection of privacy requests | 5 Years after request is closed | Destroy | Yes | While the Freedom of Information and Protection of Privacy Act requires requests to be retained for 30 days after the request is closed, these requests are retained for longer than is required in order to provide references for other related requests Note: Conestoga is required to report on annual requests to the Information and Privacy Commissioner of Ontario |
|
| Corporate Services | Real estate files | Those files that document real estate transactions on behalf of Conestoga College. Leasing of Land/Rent Claims: These documents, including without limitation, lease agreements, renewals and amendments thereto should be retained for 60 years from the date of such agreements. Non-Rent Claims: These documents contain evidence that the College, as landlord, or as tenant, has breached, or alleged breaches of covenants of lease agreements, other than for non-payment of rent. These documents should be retained for 10 years from the date of such document. These documents are further filtered by the following dates: Documents dated before January 1, 2004: These documents contain evidence that certain “Non-Rent Claims” have been discovered, which triggers limitation periods. Agreements, such as leases, entered into before January 1, 2004, may have varied the statutory limitation period applicable at the time. Agreements entered into on or after October 19, 2006: These documents contain evidence that certain “Non-Rent Claims” have been discovered, which triggers limitation periods. Ending Leases: These documents contain evidence that a lease has ended. These documents should be retained for 60 years from the date of such agreements. Petitions from Cities for the College to lease land from them: These documents should be retained for 15 years from the date of such petitions as these petitions do not create an interest in land. Petitions from the College to lease land from Cities: These documents should be retained for 15 years from the date of such petitions as these petitions do not create an interest in land. General Real Property Documents: These documents included unregistered agreements on title to land, such as an agreement pertaining to an encroachment onto adjacent property, should be retained for 60 years from the date of such agreements. | For ease of management, all real estate files should be retained for 60 years except petitions which can be kept for 15 years. | Destroy | No | As a Crown agency, the limitation period of 60 years created by the Real Property Limitations Act, RSO 1990, c. L.15, applies with a few exceptions such as those documents captured by the Limitations Act, 2002, SO 2002, c. 24, Sched. B. These documents evidence the breach of a lease covenant, other than those pertaining to non-payment of rent. | Amendment added to Retention Schedule Dec 2022 as per advice from external legal counsel and with approval from the Executive Director, Corporate Services |
| Facilities and Capital Development or Originating Office | Project Management | Records related to formal projects including project opening and closing documentation along with key project records including charters, risk registers, and other related materials | Saved until project ends | Transfer to Archives | No | Archives to determine historic value Records may contain sensitive information impacting release for general research | |
| Originating Office | Policies and procedures | Records related to the approved published policies, procedures, guidance and standards | Saved until superseded or obsolete | Policies and Procedures of significant impact to be transferred to Archives, the others will be destroyed | No | Due to their historic value and potential legal value, these records are to be permanently retained | |
| Safety and Security | Occupational health and safety certificates | Records of completion of basic occupational health and safety awareness training | 6 months after employee leaves | Destroy | No |
Occupational Health and Safety Act require the records be kept until 6 months after the employee has left employment |
Communications
| Office of Primary Responsibility | Records Series | Description | Retention Period | Disposition Directions | PIB1 | Rationale | Amendments |
|---|---|---|---|---|---|---|---|
| Alumni Services | Alumni Relations & Services | Records related to ongoing relationships with Conestoga alumni for many purposes including tracking, marketing, etc. | Permanently retain | Transfer to Archives | Yes | Archives to selectively retain based on historic value | Amendment Apr 2022 - Director of Marketing indicated the OPR is not Marketing but Alumni Services |
| Marketing | Audio-visual files | Images, videos, and other recordings of Conestoga events | Saved until superseded or obsolete | Transfer to Archives | No | Archives to determine historic value | |
| Alumni Services | Communication files | Publications including announcements, brochures press relations, speeches, and other presentations | Saved until superseded or obsolete | Transfer to Archives | No | Archives to determine historic value | Amendment Apr 2022 - Director of Marketing indicated the OPR is not Marketing but Alumni Services |
| Alumni Services | Government and media relations | Records related to governmental relations at all levels along with media outlets | Saved until superseded or obsolete | Transfer to Archives | No | Archives to determine historic value | Amended Apr 2022 - Director of Marketing indicated the OPR is not Marketing but Alumni Services |
| Alumni Services | Inter-Institutional Relations | Records related to relationships between Conestoga and other colleges and universities | Permanently retain | Transfer to Archives | No | Archives to selectively retain based on historic value | Amendment Apr 2022 - Director of Marketing indicated the OPR is not Marketing but Alumni Services |
| Marketing / Originating office | Marketing and promotions | Records related to marketing campaigns and other promotional activities | Saved until superseded or obsolete Exception – Media release forms signed by individuals for promotional materials – these forms must be retained by the original office for 5 years | Transfer to Archives | No | Archives to determine historic value Media release forms to be destroyed after 5 years to meet both the standard limitation period (two years) along with business needs (five years) |
Facilities
| Office of Primary Responsibility | Records Series | Description | Retention Period | Disposition Directions | PIB1 | Rationale | Amendments |
|---|---|---|---|---|---|---|---|
| Facilities and Capital Development | Building Permits | Records related to the approval and rejection of building permits | Saved until superseded or obsolete | Transfer to Archives | No | As these records have historic value and potentially evidentiary value, they must be permanently retained | |
| Facilities and Capital Development | Event planning | Includes folios and reservations for guests, rentals or use of campus facilities for conferences and other related events | Saved until no longer needed | Destroy | No | No long-term historical value | |
| Facilities and Capital Development | Inventory | Records related to the tracking of equipment and furniture | 6 Years + Current Fiscal Year | Destroy | No | As assets have a fiscal impact, Canada Income Tax Regulations requires 6 years after the current fiscal year | |
| Facilities and Capital Development | Leases | Records related to both the issuance and creation of leases | Saved until end of lease | Transfer to Archives | No | Archives to determine historic value | |
| Safety and Security Services | Parking Administration | Records related to parking administration and permits | 6 Years + Current Fiscal Year | Destroy | No | As these records may have an impact on taxable income, they must be retained for 6 years after the current fiscal year | |
| Safety and Security Services | Video recordings | Security cameras placed throughout Conestoga’s properties record images and video for safety and security purposes | Not more than 30 days unless retained as part of a criminal investigation or court proceeding | Destroy All recordings made will, when no longer needed for criminal investigation or court proceeding, be destroyed beyond repair | All | Provides information for safety and security purposes- unless an investigation is ongoing camera footage should not be held longer than 30 days per the Privacy Commissioner of Ontario | |
| Safety and Security Services | Access control information | Access control system has been placed throughout the College to allow access to spaces for approved persons (managed via the One Card system) | Permanently retained | | Yes | Provides evidence of access and use | |
| Safety and Security Services | Incident Management System |
Records containing data on all occurrences Security responds to and investigates | Permanently retained | | Yes | Due to the legal nature of the incidents stored there are legal cases which have no statute of limitations and thus must be permanently retained | |
Finance
| Office of Primary Responsibility | Records Series | Description | Retention Period | Disposition Directions | PIB1 | Rationale | Amendments |
|---|---|---|---|---|---|---|---|
| Finance | Accounts Payable | Includes requisitions, credit card bills, expense claims, invoices, travel expenses and other amounts owed | 6 Years + Current Fiscal Year | Destroy | Yes | Canada Income Tax Regulations requires 6 years after the current fiscal year | |
| Finance | Accounts Receivable | Includes income related records such as student billing, and other sources of income generation | 6 Years + Current Fiscal Year | Destroy | Yes | Canada Income Tax Regulations requires 6 years after the current fiscal year | |
| Finance | Audits | Includes annual, periodic, and investigative financial audits | Transfer to Archives |
| No | Archives to determine historic value | |
| Finance | Banking Records | Includes bank statements, cash registers, bank authorizations, and other banking records | 6 Years + Current Fiscal Year | Destroy | No | Canada Income Tax Regulations requires 6 years after the current fiscal year | |
| Finance | Budgets | Includes Conestoga budgets with annual and capital plans Excludes departmental budgets | Selectively Retain | Transfer to Archives | No | Due to their historic value and potential legal value, some of these records are to be permanently retained based on assessment by the Archivist | |
| Finance | Government Remittances | Records related to GST, PST, and other licensing fees | 6 Years + Current Fiscal Year | Destroy | No | Canada Income Tax Regulations requires 6 years after the current fiscal year | |
| Finance | Tax | Records related to tax receipts and annual filings | 6 Years + Current Fiscal Year | Destroy | No | Canada Income Tax Regulations requires 6 years after the current fiscal year | |
| Finance | Trusts and Endowments | Records related to the management and commitments related to trusts and endowments and other planned giving | Permanently retain |
| Yes | Due to both the legal and fiscal impacts, records should be permanently retained – Archives and Corporate Services to determine long-term repository based on business need Records may contain sensitive information impacting release for general research | |
| Payroll Services | Payroll files | the payment of staff or faculty including pay stubs, timesheets, payroll worksheets, overtime agreements and records, payroll deduction information, pension plan forms and statements, payroll registries, and payroll deduction data | 6y plus CY unless otherwise specified by funding agreements | Destroy | Yes |
Employment Standards Act requires payroll related records to be kept for 3 years after they were created, while some grant funding requires a longer retention period. However, the federal Income Tax Act, the Canada Pension Plan and the Employment Insurance Act – require all persons to keep adequate records and books of account for six years after the current fiscal year. | Amendment added to Retention Schedule Aug 2022 Approved by the Manager of Payroll Services |
| Payroll Services | ROE supporting documentation | Records related to documentation to support Records of Employment including printouts from SIS | 6y plus CY | Destroy | Yes | Supplementary information needed to respond to CRA requests | Added to retention schedule Aug 2022. Approved by the Manager of Payroll Services |
| Payroll Services | Garnishment payroll records | Records related to the order to comply and subsequent deductions to employee payroll. | 6Y plus CY | Destroy | Yes | In alignment with the federal Income Tax Act, the Canada Pension Plan and the Employment Insurance Act – require all persons to keep adequate records and books of account for six years after the current fiscal year. | Added to retention schedule Aug 2022. Approved by the Manager of Payroll Services |
| Payroll Services | Garnishment orders | Records specific to the garnishment orders received by the College, not the records related to the actual garnishment of wages | 2Y after end of employment (though a longer period may be warranted if reemployment is common) | Destroy | Yes | Recommended to maintain with Payroll Services and keep for two years after the order expires or is no longer relied upon because two years is the basic limitation period for civil lawsuits. | Added to retention schedule Aug 2022. With a firm commitment to review annually Approved by the Manager of Payroll Services |
| Payroll Services | Life insurance administration files | Files related to insurance policies organized by Conestoga for both current and former employees. | Permanently retain | Yes | Retained indefinitely to account for the potential discovery of claims by individuals after the death of the insured. | Added to retention schedule Aug 2022. Approved by the Manager of Payroll Services |
Governance
| Office of Primary Responsibility | Records Series | Description | Retention Period | Disposition Directions | PIB1 | Rationale | Amendments |
|---|---|---|---|---|---|---|---|
| Corporate Services / President’s Office | Board Committees | Records include agendas, reports, minutes, decisions, and other information related to committee structures and decisions | Fully retain | Transfer to Archives | No | Due to their historic value and potential legal value, these records are to be permanently retained Records may contain sensitive information impacting release for general research | |
| Corporate Services / President’s Office | Board Meetings | Records include agendas, reports, minutes, decisions, and board member information | Fully retain | Transfer to Archives | No | Due to their historic value and potential legal value, these records are to be permanently retained Records may contain sensitive information impacting release for general research |
Human Resources
| Office of Primary Responsibility | Records Series | Description | Retention Period | Disposition Directions | PIB1 | Rationale | Amendments |
|---|---|---|---|---|---|---|---|
| Compensation and Benefits | Compensation and classification files | Records related to the classification and compensation of posts including promotion and salary reviews | Retain documentation related to the final decision and rationale for post classification for 20 years | Destroy | No | Provides reference value to business area | |
| Human Resources | Grievance case files | Records related to the grieving of entitlement rules | Retain for 10 years | Destroy | Yes | No long-term value | |
| Human Resources | Collective agreements | Records related to the finalization of agreements applicable with Conestoga | Permanently retain | Transfer to Archives | No | Long-term historic value | |
| Human Resources | Leave files | Records related to an “employee taking pregnancy leave, parental leave, family medical leave, organ donor leave, family caregiver leave, critical illness leave, child death leave, crime-related child disappearance leave, domestic or sexual violence leave, sick leave, family responsibility leave, bereavement leave, emergency leave during a declared emergency, or an infectious disease emergency or reservist leave” | 3 Years after the employee leaves | Destroy | Yes | Employment Standards Act requires leave records to be retained for 3 years after the day on which the leave expired, for Conestoga business purposes, all leave records are to be retained until 3 years after the employee leaves Conestoga | |
| Human Resources | Employees WSIB files | Records include WSIB forms, claims, and other related documents | Permanently retain | Yes | Required for Conestoga business purposes | ||
| Human Resources | Pension and benefits | Records related to the accrual and disbursement of pension related benefits including beneficiaries, insurance and disability benefits | 3 Years after Employee leaves | Transfer to Archives | Yes | Archives to determine historic value Records may contain sensitive information impacting release for general research | |
| Human Resources | Personnel files | All supporting documentation for individual employees, including resume / cv, consent forms, signed offer letters, birth certificates and other government identifications, academic credentials, probation report, performance reviews, professional development plans, letters of resignation, changes of address, vacation entitlements, absenteeism, disciplinary notes, and any other relevant employee information | at least 5 years after employee leaves | Destroy | Yes | Employment Standards Act requires files to be retained for 3 years after an employee leaves Conestoga’s employment, but Conestoga business needs requires 5 years | |
| Human Resources | Vacation entitlement files | Records related to the accrual and usage of vacation entitlements | Retained as not currently able to delete | Destroy | Yes | Employment Standards Act requires vacation records to be retained for 5 years after they are made, and system does not currently allow deletion | |
| Human Resources / originating office | Organization and positions | Records include organigrammes, organization charts, re-organizations and position descriptions, along with equity, diversity and inclusion information related to the Conestoga workforce | 5 Years | Transfer to Archives | No | Archives to determine historic value | |
| Recruitment / Originating Office | Recruitment files | Records related to the recruitment of staff or faculty for positions including applications for employment, resumes / CVs, relevant correspondence, competition files, interview notes, job postings, and applicant lists | 2 Year | Destroy | Yes |
Freedom of Information and Protection of Privacy Act requires records containing personal information used to make a decision about a person to be retained for 1 year, but for business purposes Conestoga retains for 2 years Note: Reference checks are automated |
Information Technology
| Office of Primary Responsibility | Records Series | Description | Retention Period | Disposition Directions | PIB1 | Rationale | Amendments |
|---|---|---|---|---|---|---|---|
| Information Technology | Routine documents related to management of information technology | Routine records related to information technology including computer code, source/application code, design/technical specifications, requirements documents, project management documents, testing plans, training/ instructional materials, toolkits, and user guides | 10 years | Destroy | No | No long-term value | |
| Information Technology | Strategic documents related to management of information technology | Strategic information technology planning and management documents including notes, briefs, fact sheets, case studies, lessons learned, corporate reports, technical references, system architecture document (SAD), and governance and oversight committee meetings | 10 years | Destroy | No | No long-term value |
Procurement Services
| Office of Primary Responsibility | Records Series | Description | Retention Period | Disposition Directions | PIB1 | Rationale | Amendments |
|---|---|---|---|---|---|---|---|
| Procurement and Contract Services | Contracts for goods and services | Contracts for goods and services including contracts for services such as housekeeping, security, vending, landscaping and consulting services along with contracts for the purchase and service of equipment. The contracts could be short-term or long-term. | 6 Years + Current Fiscal Year | Destroy | No | The contracts contain terms of service and legal terms applicable over the contract term and as such, the contracts serve as a reference point for both past and repeat business | |
| Procurement and Contract Services | Purchase Orders | Records used to assess and purchase goods and services- includes correspondence, purchase orders requisitions, quotes, price lists, and other related records | 6 Years + Current Fiscal Year The OPR may retain some purchase orders for longer if related to high risk or high dollar amount items | Destroy | No | As these records may have an impact on taxable income, they must be retained for 6 years after the current fiscal year | |
| Procurement and Contract Services | Quotes, tenders, requests for proposals and information | Records related to the processes involved in the soliciting quotes for goods and services including quotes, correspondence, tenders, and other related records | 6 Years + Current Fiscal Year | Destroy | No | As these records may have an impact on taxable income, they must be retained for 6 years after the current fiscal year | |
| Procurement and Contract Services | Vendor files | Includes records related to the identification, approval, and ongoing review of Conestoga vendors | 6 Years + Current Fiscal Year | Destroy | No | As these records may have an impact on taxable income, they must be retained for 6 years after the current fiscal year |
Student Services
| Office of Primary Responsibility | Records Series | Description | Retention Period | Disposition Directions | PIB1 | Rationale | Amendments |
|---|---|---|---|---|---|---|---|
| CCWIL | WSIB Declaration | Records documenting host organization WSIB coverage compliance Co-op Employers hiring a co-op student are required to declare WSIB coverage or alternative as part of the employer responsibility section. Exemption is for schedule 2 employers that are WSIB exempt. | Retain for 20 years | Destroy | No | Aligned with affiliation agreement retention period | |
| CCWIL | Certificate of Insurance (COI) | Record confirming host organization has Commercial General Liability Insurance and the amount of that insurance Starting January 2022,COI will be collected for employers hiring a co-op student for a paid work term. | 10 years after COI is no longer valid | Destroy | No | Reference value for business unit | |
| Corporate Services | Employer Responsibilities – Enhanced Safety Protocols | Employers acknowledge adherence to all health & safety particularly as it relates to operating during a pandemic i.e., providing personal protection equipment during Covid-19 Collected prior to the start of the co-op work term and field placement. Valid for the period of the work term e.g., 4-16 months. Validation is for the named student for the Work Term Record (WTR). | 1 year after completion of the work term that the safety protocols were valid for | Destroy | No | Value is limited post work term completion | |
| Corporate Services | Employment Ontario (EO) Recruitment and Training records | Employer Registration Records for recruiting and training purposes from the EO funded programs. Employment Ontario (Ministry of Labour Training & Skills Development - MLTSD) funded suite of programs(Employment Services, Canada-Ontario Job Grant, Youth Job Connection and Youth Job Connection Summer) Employer Records may also contain Training Incentive Placement Agreements. Confidential client registration records pertaining to client demographic, personal finances, SIN, socio-economic status, and if applicable self-identified disabilities or indigenous status. Planning and supports made available to access training & employment services. MLTSD requires access within 24-hour period to review and audit records. This also pertains to the financial records. | 7 Years Destroy | Yes | As outlined in the annual MLTSD contract in Record Maintenance, all records are to be maintained for a period of seven years from their creation | ||
| International Student Support Services | International student support files | Records related to the services provided to international students | Retain for 1 year after the student leaves | Selectively retain anonymized records that support trend analyses | Yes | Freedom of Information and Protection of Privacy Act requires records containing personal information used to make a decision about a person to be retained for 1 year – records kept for posterity must have personal information removed | |
| Library Services | Collection management | Records related to the strategies and their execution in terms of developing the library holdings | 10 years | Destroy | No | Note: some records may be historically valuable for reporting and statistical purposes with personal information removed | |
| Library Services | Student academic misconduct records | Records relating to the investigation and adjudication of student academic misconduct | 5 years | Destroy | Yes | Freedom of Information and Protection of Privacy Act requires records containing personal information used to make a decision about a person to be retained for 1 year - these requests are retained for longer than is required in order to support business needs as is documented in the Academic Integrity Policy | |
| Library Services | Patron records | Records related to the use of Conestoga library services | 1 Year | Destroy | Yes | Note: some records may be historically valuable for reporting and statistical purposes with personal information removed | |
| Originating Office | Student support files | Records related to the provisioning and delivery of services to support student through their academic journeys | Retain for 1 year after the student leaves | Selectively retain anonymized records that support trend analyses | Yes | Freedom of Information and Protection of Privacy Act requires records containing personal information used to make a decision about a person to be retained for 1 year – records kept for posterity must have personal information removed | |
| Originating office | Graded student assignments | Completed student quizzes, tests, examinations, or other graded assignments | Where a graded assignment is in the custody of Faculty, then it should be kept for 1 year after the end of a semester and then destroyed If the graded assignment has been uploaded to eConestoga then Faculty can destroy any other copy immediately | Destroy | Yes | Freedom of Information and Protection of Privacy Act requires records containing personal information used to make a decision about a person to be retained for 1 year | |
| Registrarial Services | Student Applications | Records related to applications for enrollment with Conestoga as part of the admissions process | 1 Year | Destroy | Yes | Freedom of Information and Protection of Privacy Act requires records containing personal information used to make a decision about a person to be retained for 1 year | |
| Registrarial Services | Student awards and bursaries | Records relating to the disbursement of awards and grants including records related to verifying eligibility of students Does not include student loan documentation | 6 Years + Current Fiscal Year | Destroy | No | As these records may have an impact on taxable income, they must be retained for 6 years after the current fiscal year | |
| Registrarial Services | Student files | Records containing data related to an individual who is associated with a program or course of study classified as academic including convocation records, demographic and/or financial – does not include records of health or health related information | 20 years after a student leaves Conestoga | Transfer to Archives | Yes | Historical value | |
| Registrarial Services | OHS1320 – Grades and Student acknowledgments | Students must take OHS1320 prior to going on unpaid placements and proof of completion is required. | 10 years after the student has left Conestoga | Destroy | Yes | As students often enter and reenter Conestoga programs, these records are kept for 10 years after the student has left to best support a student should they reenter | |
| Student Affairs | International Student study authorization files | Documentation submitted as part of the international student admission process including study permit, copies of visa and passport, and other records related to confirming international student study authorization | 7 years | Destroy | Yes | Retention based on a baseline to conform with common practices and other industry standards, not any identified legislative requirement, beyond FIPPA which requires personal information used to make a decision about an individual to be kept for one year. | Amendment added to Retention Schedule Apr 2022 as per the request from the Director, International Enrolment and Operations |
| Student Affairs | Student Risk acknowledgements during paid coop work during Covid pandemic | Records documenting student acknowledgement of risk associated with proceeding with a co-op work term, including during Covid pandemic | 1 year after completion of the work term that the safety protocols were valid for | Destroy | No | Value is limited post work term completion | |
| Student Affairs | Student Risk acknowledgements during unpaid placements during Covid pandemic | Records documenting student acknowledgement of risk associated with proceeding with an unpaid placement term, including during Covid pandemic | 1 year after completion of the work term that the safety protocols were valid for | Destroy | No | Value is limited post work term completion | |
| Student Affairs | Accelerated PSW Training Program student data | Records related to the gathering and coalescing of personal information gathered from eligible domestic PSW students who received funding from the 2021 Government-Funded Reimbursement Initiative for the purpose of reporting to the Ministry of Health and Long-Term Care so that the provincial government can recover some of its funds from the federal government through the Workforce Development Agreement (WDA) | Records must be kept for 7 years and must be deleted at the end of the calendar year – the business unit requires notification of this action – reporting began in 2021 and is captured in Laserfiche | Destroy | Yes | Ministry of Health and Long-Term Care requires 7 years retention then deletion | |
| Student Affairs | Student Success Portal (Database) | Records containing notes related to student service area appointments (Student Success Advising, International Student Advising, tutoring, writing services etc.) | 10 years | Destroy | Yes | Records provide the business with reference information that supports the student journey | |
| Student Affairs | Student Concerns / Conduct (Advocate Database) | Records containing data related to an individual who is associated with a violation of the Student Rights and Responsibilities Policy/Procedure. May include paper records used prior to the implementation of the database. | 10 years with exception | Destroy | Yes | Records provide the business with reference information that supports the student journey Exception -- Sexual and Gender Based Violence case notes must never be destroyed | |
| Student Affairs | Sexual and Gender Based Violence (Advocate Database) | Records containing data related to an individual who has witnessed or experienced sexual and or gender-based violence | Fully retain | Destroy | Yes | Records provide important evidence and must not be destroyed | |
| Student Affairs | Administrative files related to accessibility services | Documentation confirming accessibility eligibility for Conestoga services. Records include individual education plans (IEPs), psycho-educational assessments, medical notes, health certificates, Disability verification forms (DVFs) [Financial Aid may act as the OPR for this form in particular], correspondence, notes, and other related documentation. | 5 Years | Destroy | Yes | Provides reference value to business area | Amendment Aug 2022 - Retention period changed from 3 years to 5 years as required by Manager, Accessible Learning Services. Strong encouragement to destroy transitory records from files. |
| Student Health & Wellness Services | Student health records | Series includes records related to student health including clinical assessments, diagnoses, treatment plans, laboratory and diagnostic test results, referrals, admissions, and discharge reports medical history including past medical, family, social, medication, allergies, images such as abrasions, lumps and bumps, hives, other skin concerns, third-party insurance information, prescription drugs, requests: transfer of records, letters (sick notes, immigration support) and other documentation such as consents, psychoeducational assessments, learning disability forms, mental health questionnaires, and client demographics | Records must be retained for at least 10 years after the last entry for clients 18 years or older- or in the case of clients under 18 years, records must be kept for 10 years after the age of maturity | Destroy | Yes | Personal Health Information Protection Act requires records of personal health information to be kept for as long as needed to allow an individual to exhaust any legal recourse regarding an access request. A provision in the Limitations Act, 2002 allows for some legal proceedings against physicians to be brought forward 15 years after the act or omission on which the claim is based took place. As a result, the College of Physicians and Surgeons of Ontario (CPSO) recommends retaining client records for at least 15 years. | |
| WIL Document Services | WIL Student requirements records | Health and non-health student documents required for WIL experience preparation, including Police Record/Vulnerable Sector checks, First Aid/CPR certifications, immunization records, TB tests, mask fit test results, completion of OHS1320 and student consent | 10 years after the student has left Conestoga | Destroy | Yes | Personal Health Information Protection Act requires documents be kept 10 years after person reaches 18 years of age – Note - many students attend multiple programs; documents submitted originally may still require reference | |
| WIL Support Services | Affiliation Agreements | Records related to agreements between the College and Host Organizations for unpaid placements | Retain for 20 years | Destroy | No | Reference value for business unit |
Revision Log
| Date | Details |
| 2021-12-01 | Academic Forum |
| 2021-12-08 | Academic Coordinating Committee |
| 2022-04-13 | Quarterly Update |
| 2022-08-01 | Quarterly Update |
| 2022-12-01 | Quarterly Update |