The Office of the Registrar is responsible for recruitment of new undergraduate domestic students, admission of new undergraduate domestic and international students, and registration of new and continuing students. The Registrar’s Office processes transfer credits, maintains the official student academic records, and evaluates undergraduate degree eligibility. The office is responsible for student financial aid applications, the awarding of scholarships, bursaries, and some prizes, academic timetabling, reporting of enrolment data, and the implementation of systems such as scheduling software. For more information, visit the Registrar's web site.
General Records
Departmental Budget Files – Retention: 3 years
Statistical Reports – Retention: Indefinitely in electronic systems
Committee on Undergraduate Petitions Minutes – Retention: 7 years
Timetable Scheduling and Room Booking – Retention: Indefinitely in electronic systems
Personal Information Databanks
Student Information System
Location: Office of the Registrar (hard copy); IT (electronic copy)
Legal Authority: Trent University Act 1963.
Information Maintained: Name, date of birth, address, student number, cumulative academic record, achievements and awards, transcripts, admissions and supporting documentation, registration information, petitions information, financial information, and Convocation data.
Individuals in Bank: Students
Uses: Maintain a record of student demographics, registration, academic history and achievements; provide the Ministry of Training, Colleges and Universities and Stats Canada with statistical reports.
Users: Registrar’s staff, academic division/program/course staff
Retention & Disposal: Electronic – indefinite; hard copy – seven years after last registration, then shred
Prospects Database
Location: Office of the Registrar
Legal Authority: Trent University Act 1963.
Information Maintained: Name, date of birth, address, sex, contact information, type of contact with the Office of the Registrar, areas of interest.
Individuals in Bank: Prospective Students
Uses: Providing information to prospective students; tracking activities to the application stage.
Users: Staff in the Office of the Registrar
Retention & Disposal: Indefinite
Student Financial Aid Records
Location: Office of the Registrar
Legal Authority: Trent University Act 1963 and Ministry of Training, Colleges and Universities Act, R.S.O. 1990
Information Maintained: Name, Social Insurance Number, address, age, sex, marital status, residency status, education, employment history, income and assets of applicant, parents, sponsors, spouse.
Individuals in Bank: Students seeking financial assistance.
Uses: To administer OSAP, Canada Student Loan, and out-of-country/province loan applications. To determine bursary, scholarship entitlements and other program requirements.
Users: Staff in the Office of the Registrar
Retention & Disposal: OSAP files – 3 years in office, then shipped to MTCU for storage for 20 years; Bursary/other program files – 7 years in accordance with Finance regulations, then shred/delete; US loan files – indefinite, no guidelines
Undergraduate Petition Records
Legal Authority: Trent University Act 1963
Information Maintained: Name, contact information, supporting documentation including medical information, penalties imposed Individuals in bank: Students who have submitted petitions regarding university academic policies
Uses: Administration of Trent’s academic undergraduate policies, determination if petition requires a change in a student’s academic record, historical record
Users: University Registrar and Enrolment Services staff
Retention & Disposal: Two years after the student graduates, then shred; indefinite if the student does not graduate. Also, records are stored separately from the official student record
Personnel Files
Common to all departments
Manuals
Financial Aid – OSAP manual –electronic format available on MTCU portal