This office is responsible for recruitment of new undergraduate domestic students and admission of undergraduate domestic and international students. The admissions department processes transfer credits. For more information, visit the Recruitment & Admissions website.
General Records
Departmental Budget Records - Retention: 3 years
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: Recruitment & Admissions
Legal Authority: Trent University Act 1963.
Information Maintained: Name, residency status, contact information, campus and program of interest, desired start term, type of contact with Trent
Individuals in Bank: Prospective Students
Uses: Providing information to prospective students; tracking activities to the application stage
Users: Staff in Recruitment & Admissions
Retention & Disposal: Electronic – indefinite
Laserfiche - Document Imaging Software
Location: Admissions and IT
Legal Authority: Trent University Act 1963.
Information Maintained: Name, Trent ID, programs applied to, campuses applied to, residency status, date of birth, transcripts, application form, supplementary application documents
Individuals in Bank: Applicants
Uses: Maintain a record of student demographics, application forms, transcripts, supplemental applications forms
Users: Admissions staff
Retention & Disposal: Electronic – 1 year