General Records
Financial Records
Personal Information Databanks
Student Housing Files
Legal Authority: Trent University Act 1963
Information Maintained: Demographic information, residence applications, room preferences/needs, accommodation and unique needs requests, residence contracts, and student behaviour records.
Individuals in Bank: Students
Uses: Placement, contact, disciplinary uses, emergency use.
Users: Housing staff
Retention & Disposal: 7 years, delete from system
Disciplinary Records
Legal Authority: Trent University Act 1963
Information Maintained: Security incident reports, residence staff incident reports, (Offsite online database through 3rd party source) log books of staff
Individuals in Bank: Students
Uses: Disciplinary purposes
Users: Housing staff
Retention & Disposal: 7 years, then shred/delete
Phone/Email Log
Legal Authority: Trent University Act 1963
Information Maintained: Logs of phone calls and emails regarding serious incidents
Individuals in Bank: Landlords, tenants
Uses: Record of serious/important issues, steps taken
Users: Housing staff
Retention & Disposal: 7 years, then shred/delete
Personnel Files
(common to all departments)