|
|
05
- STUDENT AFFAIRS / STUDENT POPULATION |
|
05.01 |
Forecasting Student Population |
|
Records relating to the forecasting, study and analysis of the evolution
of the institution’s student population: projections, studies, reports,
statistics, etc. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ a ] |
unit
responsible |
2
years |
3
years |
R |
|
secondary [ a ] |
other
units concerned |
2
years |
|
D |
|
N o t
e s
:
( D =
Destruction R
= Retention )
|
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS SCHEDULE
| NEXT SCHEDULE |
|
Updated: 14/3/02 |
|
05
- STUDENT AFFAIRS / STUDENT POPULATION |
|
05.02 |
Student recruitment |
|
Records relating to promotional activities organized for the purpose of
recruiting new students: open houses, college tours, participation in
information fairs and functions, etc. Records relating to publicity or
advertising in the media or posted in public places are covered under a
separate retention schedule (see schedule
09.06). |
|
copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ a ] |
unit
responsible |
2
years |
3
years |
R1 |
|
secondary [ a ] |
other
units concerned |
2
years |
|
D |
|
N o t
e s
:
( D =
Destruction R
= Retention )
1
Archives selection: Retention of reports describing activities organized
and results obtained. |
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS
SCHEDULE | NEXT SCHEDULE |
|
Updated: 14/3/02 |
|
05
– STUDENT AFFAIRS / STUDENT POPULATION |
|
05.03 |
Student population – Electronic records |
|
Data
used to develop a profile of the institution’s student population in a
given period: census data on the university population, data used to
prepare preliminary and official statistics on registrations by program,
etc. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ c ] |
unit
responsible |
2
years |
5
years |
R |
|
N o t e s :
(
D =
Destruction
R = Retention )
|
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS SCHEDULE | NEXT SCHEDULE |
|
Updated: 14/3/02 |
|
05
– STUDENT AFFAIRS / STUDENT POPULATION |
|
05.04 |
Student population |
|
Records dealing with the monitoring of the evolution of the
institution’s student population: preliminary and official statements of
registrations, admissions and activities, preliminary and official
statistics, listings of full-time students, reports on the student
population, university clientele inventories, analyses of student
strength, etc. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ a ] |
unit
responsible |
2
years |
5
years |
R1 |
|
secondary [ a ] |
other
units concerned |
2
years |
|
D |
|
N o t
e s :
(
D =
Destruction R = Retention )
1
Archives selection: Retention of official statistics, studies and
reports. Destruction of preliminary records, lists and reports. |
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS
SCHEDULE | NEXT SCHEDULE |
|
Updated: 14/3/02 |
|
05
- STUDENT AFFAIRS / ADMISSIONS, REGISTRATIONS,
EVALUATIONS |
|
05.05 |
Organization of academic session (student population) -
Electronic records |
|
Data
used to monitor the management of the student population in a given
academic session: issue of registration statements (invoices), issue of
transcripts, lists of inactive files, registrations, potential
graduates, rejected applicants, progressive penalties, students in
financial arrears, etc. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ c ] |
unit
responsible |
2
years |
5
years |
D1 |
|
Notes
:
( D =
Destruction R
= Retention )
1
Destruction: Research value ensured by retention of electronic records
on the student population (schedule
05.03) and the following paper records: statistics, official studies
and reports relating to the student population (schedule
05.04).
|
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS
SCHEDULE | NEXT SCHEDULE |
|
Updated:
14/3/02 |
|
05
- STUDENT AFFAIRS / ADMISSIONS, REGISTRATIONS,
EVALUATIONS |
|
05.06 |
Organization of academic session (student population) |
|
Records relating to the monitoring of transactions associated with the
management of the student population in a given academic session:
reports of issue of registration statements (invoices), lists of issues
of transcripts, lists of inactive files, potential graduates, rejected
applicants, progressive penalties, students in arrears, etc. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ a ] |
unit
responsible |
2
years |
5
years |
D |
|
secondary [ a ] |
other
units concerned |
2
years |
|
D |
|
N o t
e s :
(
D =
Destruction R
= Retention )
|
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS
SCHEDULE | NEXT SCHEDULE |
|
Updated:
14/3/02 |
|
05
- STUDENT AFFAIRS / ADMISSIONS, REGISTRATIONS,
EVALUATIONS |
|
05.07 |
Admissions management - Electronic records |
|
Data
used in recording and monitoring transactions associated with the
institution’s student admissions process: student identifications, lists
of applications for admission, entry of required documentation,
decisions, replies, dates, admission tests (French test, tests required
for certain programs), etc. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ c ] |
unit
responsible |
X1 |
|
D2 |
|
N o t e s :
(
D =
Destruction R
= Retention )
1
Retention: 3 years following student’s last registration (for students
admitted but who did not register, retain 1 year following academic
session applied for).
2 Destruction: Research value ensured by retention of the
institution’s official admissions policies and statistics on paper (see
schedule
05.08).
|
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS
SCHEDULE | NEXT SCHEDULE |
|
Updated: 14/3/02 |
|
05
- STUDENT AFFAIRS / ADMISSIONS, REGISTRATIONS,
EVALUATIONS |
|
05.08 |
Admissions management |
|
Records relating to the establishment and general administration of
student admissions policies and procedures: admissions policies (general
and specific conditions of admission, quotas, capacity, etc.),
information disseminated to colleges, admissions assistance, lists of
applicants for admission, selection tests (questionnaires, interview
grids, critical evaluations, French tests), statistical admissions
reports and surveys, right to appeal follow-up mechanisms, etc. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ a ] |
unit
responsible |
2
years |
3
years |
R1 |
|
secondary [ a ] |
other
units concerned |
2
years |
|
D |
|
N o t
e s :
(
D =
Destruction R
= Retention )
1
Archives selection: Retention of the institution’s official admissions
policies and statistics, as well as samples of selection test
questionnaires. Destruction of preliminary lists and records, lists of
applicants for admission, records exchanged between the institution and
colleges, and finalized selection tests. |
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS
SCHEDULE | NEXT SCHEDULE |
|
Updated: 14/3/02 |
|
05
- STUDENT AFFAIRS / ADMISSIONS, REGISTRATIONS,
EVALUATIONS |
|
05.09 |
Registration management - Electronic records |
|
Data
used in recording and managing the institution’s student registration
process: information on students registered per academic session,
enrolment by program, interuniversity agreements, etc. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ c ] |
unit
responsible |
X1 |
|
D2 |
|
N o t e s:
(
D =
Destruction R
= Retention )
1
Retention: 3 years following student’s last registration. Files opened
only for purposes of managing registration in a given academic session
(for example, files of students who are not registered but whose files
remain open) may be destroyed after the end of the academic session
concerned.
2 Destruction: Research value ensured by retention of the
following paper records: official statistics, studies and reports on the
student population (see schedule
05.04). |
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS
SCHEDULE | NEXT SCHEDULE |
|
Updated: 14/3/02 |
|
05
- STUDENT AFFAIRS / ADMISSIONS, REGISTRATIONS,
EVALUATIONS |
|
05.10 |
Registration management |
|
Records relating to the establishment and general administration of the
policies, procedures and processes of student registration: registration
guides, enrolment lists and statements, registration statistics, etc.
Official registration statistics are covered under a separate retention
schedule (see schedule
05.04). |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ a ] |
unit
responsible |
X1 |
|
D |
|
secondary [ a ] |
other
units concerned |
1 year |
|
D |
|
N o t
e s :
(
D =
Destruction R
= Retention )
1
Retention: 3 years. Records created only for purposes of managing
registration in a specific academic session may be destroyed immediately
after the end of the academic session concerned. |
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS
SCHEDULE | NEXT SCHEDULE |
|
Updated:
14/3/02 |
|
05
- STUDENT AFFAIRS / ADMISSIONS, REGISTRATIONS,
EVALUATIONS |
|
05.11 |
Advanced standing, course exemptions, recognition of earned and
transferred credits |
|
Records relating to the establishment and general administration of
policies, procedures and processes governing advanced standings, course
substitutions and exemptions, recognition of earned credits, mark
equivalencies, conditions of credit transfers, etc. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ a ] |
unit
responsible |
X1 |
3
years |
R2 |
|
secondary [ a ] |
other
units concerned |
X1 |
|
D |
|
N o t e s
:
( D =
Destruction
R = Retention )
1
Retention: As long as records are in effect or until replacement by a
new version.
2 Archives selection: Retention of official versions (and all
updates) of policies, procedures, standards, directives and
administrative procedures applied in managing the granting of advanced
standings, course exemptions, recognition of earned credits and marks,
credit transfers, etc. |
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS
SCHEDULE | NEXT SCHEDULE |
|
Updated: 14/3/02 |
|
05
- STUDENT AFFAIRS / ADMISSIONS, REGISTRATIONS,
EVALUATIONS |
|
05.12 |
Students files – Electronic records |
|
Data
relating to the monitoring of students admitted and registered: general
information about the student, academic progression, courses taken,
results by course, etc. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ c ] |
unit
responsible |
X1 |
|
D2 |
|
N o t e s :
(
D =
Destruction R
= Retention )
1
Retention: 3 years following student’s last registration.
2 Destruction: Research value assured by retention of student
files on paper (see schedule 05.15). If transcripts of student’s marks
are not transferred to his/her files, they should be retained in
electronic form. |
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS
SCHEDULE | NEXT SCHEDULE |
|
Updated: 14/3/02 |
|
05
- STUDENT AFFAIRS / ADMISSIONS, REGISTRATIONS,
EVALUATIONS |
|
05.13 |
Unsuccessful applicants |
|
Records of applicants to a program of studies who were not accepted by
the institution: applications for admission, file analysis forms,
admissions committee decisions, etc. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ a ] |
unit
responsible |
X1 |
3
years |
D |
|
Secondary [ a ] |
other
units concerned |
1 year |
|
D |
|
N o t
e s
:
( D =
Destruction
R = Retention )
1
Retention: 1 month after the beginning of the next semester.
|
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS
SCHEDULE | NEXT SCHEDULE |
|
Updated: 14/3/02 |
|
05
- STUDENT AFFAIRS / ADMISSIONS, REGISTRATIONS,
EVALUATIONS |
|
05.14 |
Students admitted but not registered |
|
Records of applicants to a program of studies admitted by the
institution but who declined or did not register: applications, file
analysis forms, admissions committee decisions, official acceptance
notifications, letters of refusal, etc. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ a ] |
unit
responsible |
X1 |
|
D |
|
Secondary [ a ] |
other
units concerned |
1 year |
|
D |
|
N o t
e s
:
( D =
Destruction R
= Retention )
1
Retention: 1 year. Files of foreign and post-graduate applicants may be
retained for a longer period, according to the policy of the
institution. |
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS
SCHEDULE | NEXT SCHEDULE |
|
Updated:
14/3/02 |
|
05
- STUDENT AFFAIRS / ADMISSIONS, REGISTRATIONS,
EVALUATIONS |
|
05.15 |
Students admitted and registered |
|
Records that document the progress of students (full-time, part-time,
extension, etc.) from admission to departure from the institution:
records and forms dealing with admission, registration, advanced
credits, exemptions, course substitutions, graduate studies progression,
evaluations and assignment of marks, results obtained, thesis or paper
submission and evaluation processes, recommendations for granting of
teaching licenses or certificates, etc. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ a ] |
Unit
responsible |
X1 |
3
years |
R2 |
|
Secondary [ a ] |
Other
units concerned |
X3 |
|
D |
|
N o t e s
:
( D =
Destruction R
= Retention )
1
Retention: 2 years after student’s last registration.
2 Archives selection: Retention of records documenting the
student’s provenance, academic progression, courses taken, results
obtained and study programs completed.
3 Retention: 1 year after the student’s last registration or
the transfer of files to the registrar, according to the policies of the
institution concerned |
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS
SCHEDULE | NEXT SCHEDULE |
|
Updated: 14/3/02 |
|
05
– STUDENT AFFAIRS / ADMISSIONS, REGISTRATIONS,
EVALUATIONS |
|
05.16 |
Student evaluations management - Electronic records |
|
Data
used in the recording and dissemination of students’ academic results:
results by course, results by academic session, results by program,
official marks of graduates, etc. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ c ] |
Unit
responsible |
X1 |
|
D2 |
|
N o t e s
:
( D =
Destruction R
= Retention )
1
Retention: 3 years after student’s last registration.
2 Destruction: Research value ensured by retention of student
files on paper (see schedule 05.15). If transcripts of student’s marks
are not transferred to his/her files, they should be retained in
electronic form. |
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS
SCHEDULE | NEXT SCHEDULE |
|
Updated: 14/3/02 |
|
05
– STUDENT AFFAIRS / ADMISSIONS, REGISTRATIONS,
EVALUATIONS |
|
05.17 |
Student evaluations management |
|
Records relating to the collection, verification and recording of
students’ academic results: official student lists, lists of results by
course (examinations, practicums, etc.), mark submission forms,
transcripts, etc. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ a ] |
Unit
responsible |
2
years |
3
years |
D1 |
|
Secondary [ a ] |
Other
units concerned |
1 year |
|
D |
|
N o t
e s
:
( D =
Destruction R
= Retention )
1
Destruction: Research value assured by retention of student files on
paper (see schedule
05.15).
If transcripts of student’s marks are not transferred to his/her files,
they should be retained in electronic form. |
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS
SCHEDULE | NEXT SCHEDULE |
|
Updated: 14/3/02 |
|
05
– STUDENT AFFAIRS / ADMISSIONS, REGISTRATIONS,
EVALUATIONS |
|
05.18 |
Student discipline |
|
Records relating to the establishment and general administration of
policies and procedures to be applied in cases of fraud, plagiarism,
falsification of records (signature, title, degree), etc.: records
created when a student is brought before the institution’s disciplinary
committee, statements of infraction, charges, inquiries, complaints,
summonses to appear, hearings, disciplinary committee decisions, appeals
and penalties or final decisions implemented. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ a ] |
unit
responsible |
X1 |
|
R2 |
|
secondary [ a ] |
other
units concerned |
1 year |
|
D |
|
N o t
e s
:
( D =
Destruction R
= Retention )
1
Retention: 3 years after final appeal date, rejection or withdrawal of
complaint (unfounded complaint).
2 Archives selection: Retention of statistical data (if such
exist) on cases in a given period. Destruction of other records.
|
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS
SCHEDULE | NEXT SCHEDULE |
|
Updated:
14/3/02 |
|
05
- STUDENT AFFAIRS / STUDENT SERVICES |
|
05.19 |
Student services – Electronic records |
|
Data
used in the management of guidance services, academic and career
information, learning assistance and support, locker rental and
financial assistance, as well as special services for foreign students
and students with disabilities. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ c ] |
unit
responsible |
X1 |
|
D2 |
|
N o t e s
:
( D =
Destruction R
= Retention )
1
Retention: 3 years after the conclusion of an activity or service (for
example, student departure, expiry of bursary, etc.).
2 Destruction: Research value ensured by retention of the
following paper records: reports and statistics documenting services
provided, activities organized, resources available, student
participation and evaluation of results (see schedules 05.20 to 05.37).
|
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS
SCHEDULE | NEXT SCHEDULE |
|
Updated: 14/3/02 |
|
05
- STUDENT AFFAIRS / STUDENT SERVICES |
|
05.20 |
Student orientation and integration |
|
Records relating the organization of orientation and integration
activities for the institution’s students: pre-registration activities,
activities associated with the beginning of the academic year,
individual student meetings, group student meetings (by program,
faculty, level), etc. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ a ] |
unit
responsible |
3
years |
|
R1 |
|
secondary [ a ] |
other
units concerned |
1 year |
|
D |
|
N o t
e s
:
( D =
Destruction R
= Retention )
1
Archives selection: Retention of records documenting the holding and
substance of orientation and integration activities, student
participation and evaluation of results. Destruction of support records
used in organizing activities. |
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS
SCHEDULE | NEXT SCHEDULE |
|
Updated: 14/3/02 |
|
05
- STUDENT AFFAIRS / STUDENT SERVICES |
|
05.21 |
Protection of student rights |
|
Records relating to mechanisms for implementing and respecting the
provisions of the charter (or declaration) of the rights of the
institution’s students or of academic, disciplinary or administrative
regulations and policies: students’ charter of rights, complaint
resolution process, redress mechanisms, actions of the university
ombudsman, complaint or consultation files, etc. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ a ] |
unit
responsible |
X1 |
|
R2 |
|
secondary [ a ] |
other
units concerned |
X1 |
|
D |
|
N o t e s
:
( D =
Destruction R
= Retention )
1
Retention: Until replacement of records by a new version (charter,
policies, complaint redress or settlement mechanisms). Only the
ombudsman can set rules for retention and access to files containing
personal information.
2 Archives selection: Retention of official versions (and all
updates) of the charter (or declaration) of student rights and
activities and statistics documenting the actions and general
recommendations of the institution’s ombudsman (such records must not
contain any personal information). |
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS
SCHEDULE | NEXT SCHEDULE |
|
Updated: 14/3/02 |
|
05
- STUDENT AFFAIRS / STUDENT SERVICES |
|
05.22 |
Orientation, academic and career information services |
|
Records relating to the organization and supervision of orientation
activities and services (orientation clinics, psychometric tests) and
academic and career-related information (defining of educational goals,
research, consultations and workshops on trades, professions, study
programs, etc.) offered to the institution’s students. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ a ] |
unit
responsible |
X1 |
3
years |
R2 |
|
secondary [ a ] |
other
units concerned |
X3 |
|
D |
|
N o t e s
:
( D =
Destruction R
= Retention )
1
Retention: 2 years after conclusion of activity or replacement of
records by a new version.
2 Archives selection: Retention of a complete copy of all
psychometric tests (documents to be filled out by student, test
administration and correction protocols). Retention of reports and
statistics documenting services provided, activities organized, student
participation and evaluation of results. Destruction of support records.
3 Retention: 1 year after conclusion of activity or until
replacement of records by a new version. |
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS SCHEDULE | NEXT SCHEDULE |
|
Updated:
14/3/02 |
|
05
- STUDENT AFFAIRS / STUDENT SERVICES |
|
05.23 |
Orientation, academic and career information services – Student files
|
|
Files
consolidating all information on the users of the institution’s
orientation, academic and career-related information services: general
information on users, interview summaries and notes, evaluation notes,
questionnaires and diagnostic tests, case supervisor reports, etc. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ a ] |
unit
responsible |
X1 |
|
D2 |
|
secondary [ a ] |
other
units concerned |
X3 |
|
D |
|
N o t e s
:
( D =
Destruction R
= Retention )
1
Retention: 3 years after the last action or consultation.
2 Destruction: Research value ensured by retention of general
records (not containing any personal information) on orientation,
academic and professional information services offered by the
institution (see schedule
05.22).
3 Retention: Until closing of file. |
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS SCHEDULE | NEXT SCHEDULE |
|
Updated: 14/3/02 |
|
05
- STUDENT AFFAIRS / STUDENT SERVICES |
|
05.24 |
Learning assistance and support services |
|
Records relating to the organization and supervision of the learning
assistance and support activities and services provided to the
institution’s students: information meetings and workshops on effective
studying, time management, note-taking, writing assignments, preparation
for oral presentations, stress management, etc. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ a ] |
unit
responsible |
X1 |
3
years |
R2 |
|
secondary [ a ] |
other
units concerned |
X3 |
|
D |
|
N o t e s
:
( D =
Destruction R
= Retention )
1
Retention: 2 years after conclusion of activity or replacement of
records by a new version.
2 Archives selection: Retention of activity programs and
reports and statistics documenting services provided, activities
organized, student participation and evaluation of results. Destruction
of support records.
3 Retention: 1 year after conclusion of activity or
replacement of records by a new version. |
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS
SCHEDULE | NEXT SCHEDULE |
|
Updated: 14/3/02 |
|
05
- STUDENT AFFAIRS / STUDENT SERVICES |
|
05.25 |
Foreign student services and exchange programs |
|
Records relating to the establishment, organization and supervision of
student exchange programs and services provided to foreign students:
memoranda of understanding and documentation on exchange programs
(objectives, list of participating institutions, names and addresses of
those in charge), lists of students participating in exchange programs,
supervision of participation conditions and procedures (registration,
assistance, insurance, trouble shooting, etc.). |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ a ] |
unit
responsible |
X1 |
3
years |
R2 |
|
secondary [ a ] |
other
units concerned |
X3 |
|
D |
|
N o t e s
:
( D =
Destruction R
= Retention )
1
Retention: 2 years after conclusion of exchange program or replacement
of record by a new version.
2 Archives selection: Retention of memoranda, reports and
statistics documenting operation and implementation of exchange programs
and reception of foreign students. Destruction of support records.
3 Retention: until conclusion of program or replacement of
record by a new version. |
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS
SCHEDULE | NEXT SCHEDULE |
|
Updated: 14/3/02 |
|
05
- STUDENT AFFAIRS / STUDENT SERVICES |
|
05.26 |
Foreign student services and exchange programs – Student files |
|
Files
consolidating all information about students and interns enrolled in
exchange programs: general information on participants, academic file
copies, correspondence (embassies, funding organizations, etc.),
requests for one-time financial assistance, credit advance statements,
insurance, reports on stay, etc. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ a ] |
unit
responsible |
X1 |
3
years |
D |
|
secondary [ a ] |
other
units concerned |
X2 |
|
D |
|
N o t e s
:
( D =
Destruction R
= Retention )
1
Retention: 2 years after end of student’s exchange.
2 Retention: Until termination of student’s exchange.
|
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS
SCHEDULE | NEXT SCHEDULE |
|
Updated: 14/3/02 |
|
05
- STUDENT AFFAIRS / STUDENT SERVICES |
|
05.27 |
Services for students with disabilities |
|
Records relating to the implementation and evolution of integration
activities and services for students with disabilities: accessibility of
buildings, oral and LSQ interpretation services, deployment of human
resources (interpreters, note takers, escorts), materiel (wheelchairs,
adaptation of buildings, furniture, laboratories), and specialized
equipment (Braille printers, digitizers, visual readers, etc.),
translation of Braille documents, enlargement of font sizes (course
outlines, examinations), assistance approaching professors, etc. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ a ] |
unit
responsible |
X1 |
3
years |
R2 |
|
secondary [ a ] |
other
units concerned |
X3 |
|
D |
|
N o t e s
:
( D =
Destruction R
= Retention )
1
Retention: 2 years after conclusion of activity or replacement of
document by a new version.
2 Archives selection: Retention of program and activity
reports and statistics documenting services provided, activities
organized, student participation, and evaluation of results. Retention
of samples of documents adapted to students with disabilities (large
print, Braille, etc.). Destruction of support records.
3 Retention: Until conclusion of activity or replacement of
record by a new version. |
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS
SCHEDULE | NEXT SCHEDULE |
|
Updated: 14/3/02 |
|
05
- STUDENT AFFAIRS / STUDENT SERVICES |
|
05.28 |
Services for students with disabilities – Student files |
|
Files
consolidating all information on students with disabilities attending
the institution: general information on users, correspondence, special
conditions, details of services required, etc. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ a ] |
unit
responsible |
X1 |
|
D2 |
|
Secondary [ a ] |
other
units concerned |
X3 |
|
D |
|
N o t e s
:
( D =
Destruction R
= Retention )
1
Retention: 3 years after termination of student’s studies.
2 Destruction: Research value ensured by retention of general
records (not containing any personal information) on activities and
services provided to the institution’s students with disabilities (see
schedule
05.27).
3 Retention: Until end of student’s stay. |
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS
SCHEDULE | NEXT SCHEDULE |
|
Updated: 14/3/02 |
|
05
- STUDENT AFFAIRS / STUDENT SERVICES |
|
05.29 |
Locker rental services |
|
Records relating to the management of locker rental services for the
institution’s students: lists of lockers by building, procedures for
opening lockers whose use is not authorized, padlock control and
distribution procedures, etc. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ a ] |
unit
responsible |
X1 |
|
D |
|
secondary [ a ] |
other
units concerned |
X1 |
|
D |
|
N o t e s
:
( D =
Destruction R
= Retention )
1
Retention: Until replacement of records by a new version. |
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS
SCHEDULE | NEXT SCHEDULE |
|
Updated: 14/3/02 |
|
05
– STUDENT AFFAIRS / STUDENT SERVICES |
|
05.30 |
Locker rental services – Student files |
|
Files
consolidating all the information on students using the institution’s
locker rental services: general information on users, rental
applications, locker rental forms, padlock borrowing forms, etc. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ a ] |
unit
responsible |
X1 |
|
D |
|
Secondary [ a ] |
other
units concerned |
X2 |
|
D |
|
N o t e s
:
( D =
Destruction R
= Retention )
1
Retention: 3 years after closing of files.
2 Retention: Until closing of files. |
|
[
] = Medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS
SCHEDULE | NEXT SCHEDULE |
|
Updated:
14/3/02 |
|
05
- STUDENT AFFAIRS / STUDENT SERVICES |
|
05.31 |
Sports teams |
|
Records relating to the organization and development of the
institution’s sports teams: recruitment, training, games, publicity,
sponsors, etc. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ a ] |
unit
responsible |
2
years |
3
years |
R1 |
|
secondary [ a ] |
other
units concerned |
2
years |
|
D |
|
N o t
e s
:
( D =
Destruction R
= Retention )
1
Archives selection: Retention of records documenting the creation,
composition, activities and achievements (particularly trophies won) of
the institution’s sports teams. |
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS
SCHEDULE | NEXT SCHEDULE |
|
Updated: 14/3/02 |
|
05
- STUDENT AFFAIRS / STUDENT SERVICES |
|
05.32 |
Financial assistance services |
|
Records relating to the establishment and general administration
of the financial aid services offered to the institution’s students:
dissemination of information on loans and bursaries (correspondence,
documentation, statistics), lists of grant organizations, lists of
applicants, bursary students, bursary applications rejected, support
measures for students in the process of obtaining financial assistance
needed to continue their studies, budget planning advice, etc. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ a ] |
unit
responsible |
2
years |
4
years |
R1 |
|
secondary [ a ] |
other
units concerned |
2
years |
|
D |
|
N o t
e s
:
( D =
Destruction R
= Retention )
1
Archives selection: Retention of program and activity summary reports
and statistics documenting services provided, student participation and
financial assistance awarded or obtained. Destruction of support
records. |
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS
SCHEDULE | NEXT SCHEDULE |
|
Updated: 14/3/02 |
|
05
- STUDENT AFFAIRS / STUDENT SERVICES |
|
05.33 |
Institution loans and bursaries |
|
Records relating to the management of loans and bursaries awarded by the
institution: management of applicants, operations of selection
committees, lists and profiles of bursary winners, statistics,
correspondence, financial contingency contracts, credit advance
policies, financial assistance to doctoral students, etc. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ a ] |
unit
responsible |
2
years |
4
years |
R1 |
|
secondary [ a ] |
other
units concerned |
2
years |
|
D |
|
N o t
e s
:
( D =
Destruction R
= Retention )
1
Archives selection: Retention of programs, reports, statistics, lists of
bursary winners, as well as records reflecting the institution’s loan
and bursary grant policies. Destruction of support records. |
|
[ ] = medium --->a = paper b = microfilm
c =electronic d = audio-visual
e = other |
|
PREVIOUS
SCHEDULE | NEXT SCHEDULE |
|
Updated: 14/3/02 |
|
05
- STUDENT AFFAIRS / STUDENT SERVICES |
|
05.34 |
Government loans and grants |
|
Records relating to the management of loan and grant programs operated
by various government organizations: distribution lists, loans and
grants not awarded, publicity, statistics, etc. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ a ] |
unit
responsible |
2
years |
|
R1 |
|
secondary [ a ] |
other
units concerned |
1 year |
|
D |
|
N o t
e s
:
( D =
Destruction R
= Retention )
1
Archives selection: Retention of recapitulative statistics documenting
the awarding of government loans and grants to institution students.
Destruction of support records. |
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS SCHEDULE | NEXT SCHEDULE |
|
Updated: 14/3/02 |
|
05
- STUDENT AFFAIRS / STUDENT SERVICES |
|
05.35 |
Loans and grants awarded by outside organizations |
|
Records relating to the management of loans and grants awarded by
various external organizations: lists of grant applicants, acceptance
notifications, correspondence concerning issuing of cheques, lists of
grant winners, lists of unsuccessful applicants, statistics, etc. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ a ] |
unit
responsible |
2
years |
|
D1 |
|
secondary [ a ] |
other
units concerned |
1 year |
|
D |
|
N o t
e s
:
( D =
Destruction R
= Retention )
1
Archives selection: Retention of recapitulative statistics documenting
the awarding of loans and grants by outside organizations to institution
students. Destruction of support records. |
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS
SCHEDULE | NEXT SCHEDULE |
|
Updated:
14/3/02 |
|
05
- STUDENT AFFAIRS / STUDENT SERVICES |
|
05.36 |
Financial aid services – Student files |
|
Files
consolidating information on students applying for financial assistance
(loans, bursaries, grants) from the institution, from government
agencies or from outside organizations: general information on
applicants, financial, social and family situations, school files,
letters of recommendation, examiners’ reports, nature and
terms/conditions of assistance granted, means of repayment, discharge,
etc. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ a ] |
unit
responsible |
2
years |
4
years |
R1 |
|
secondary [ a ] |
other
units concerned |
1 year |
|
D |
|
N o t
e s
:
( D =
Destruction R
= Retention )
1
Archives selection: Retention of files of recipients of major
scholarships. |
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS
SCHEDULE | NEXT SCHEDULE |
|
Updated:
14/3/02 |
|
05
- STUDENT AFFAIRS / STUDENT SERVICES |
|
05.37 |
Job-search services |
|
Records relating to the management of job-search assistance services for
the institution’s students and graduates: consultation days for
reviewing curricula vitae, preparatory employment interview counselling,
consultations of positions-available job-banks, recruitment activities,
information booths, talks, information meetings on job placement,
curriculum vitae banks, etc. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ a ] |
unit
responsible |
X1 |
|
R2 |
|
secondary [ a ] |
other
units concerned |
X3 |
|
D |
|
N o t e s
:
( D =
Destruction R
= Retention )
1
Retention: 2 years after conducting activity or replacement of record by
a new version. Retain curricula vitae 1 year.
2 Archives selection: Retention of programs, activity reports
and statistics documenting students’ use of student job-placement
assistance services.
3 Retention until activity is held or replacement of record
by a new version. |
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS
SCHEDULE | NEXT SCHEDULE |
|
Updated:
14/3/02 |
|
05
- STUDENT AFFAIRS / STUDENT ACTIVITIES AND
ORGANIZATIONS |
|
05.38 |
Student activities |
|
Records relating to the organization of activities to encourage
participation and socializing by the institution’s students: encounter
activities within a program of studies, orientation activities organized
by students at the beginning of the academic year, recreational
activities, creation and development of professional contact networks,
evening get-togethers, noon-hour discussion groups, conference days,
student newsletters and newspapers, student-participation recognition
policies (statement, synthesis reports, awarding of credits for
participation), etc. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ a ] |
unit
responsible |
2
years |
3
years |
R1 |
|
secondary [ a ] |
other
units concerned |
1 year |
|
D |
|
N o t
e s
:
( D =
Destruction R = Retention )
1 Archives selection: Retention of promotional materials and
reports documenting student activities organized with institution
support (for example, orientation activities, festivals etc.).
Destruction of support records (student newsletters and newspapers are
not preserved in the institution’s archives but may be retained in the
private archives collections of the student organizations that produced
them, if such exist). |
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS
SCHEDULE | NEXT SCHEDULE |
|
Updated: 14/3/02 |
|
05
- STUDENT AFFAIRS / STUDENT ACTIVITIES AND
ORGANIZATIONS |
|
05.39 |
Intervarsity competitions |
|
Records relating to the participation of institution students in
intervarsity competitions − academic, scientific, artistic, athletic,
law-related, etc. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ a ] |
unit
responsible |
2
years |
3
years |
R1 |
|
secondary [ a ] |
other
units concerned |
1 year |
|
D |
|
N o t
e s
:
( D =
Destruction R
= Retention )
1
Archives selection: Retention of records documenting the participation
of the institution’s students in intervarsity competitions and the
results obtained. |
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS
SCHEDULE | NEXT SCHEDULE |
|
Updated: 14/3/02 |
|
05
- STUDENT AFFAIRS / STUDENT ACTIVITIES AND
ORGANIZATIONS |
|
05.40 |
Student organizations |
|
Records relating to the institution’s students’ associations,
organizations and groups: requests for recognition or accreditation,
charters, executives, membership lists, structures (relations with
similar organizations in other universities), etc. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ a ] |
unit
responsible |
X1 |
5
years |
R2 |
|
secondary [ a ] |
other
units concerned |
2
years |
|
D |
|
N o t
e s
:
( D =
Destruction R
= Retention )
1
Retention: 2 years after termination of recognition or accreditation.
2 Archives selection: Retention of records documenting the
creation, recognition and achievements of associations, organizations
and groups of institution students. Destruction of support records (for
example, forms and correspondence relating to the collection of dues).
|
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS
SCHEDULE | NEXT SCHEDULE |
|
Updated: 14/3/02 |
|
05
- STUDENT AFFAIRS / GRADUATES |
|
05.41 |
Convocation |
|
Records relating to the organization of convocation ceremonies for the
institution’s graduates: lists of graduates by sector, presentation
speeches, protocols, albums, etc. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ a ] |
unit
responsible |
X1 |
3
years |
R2 |
|
secondary [ a ] |
other
units concerned |
1 year |
|
D |
|
N o t
e s
:
( D =
Destruction R
= Retention )
1
Retention: 1 year after convocation ceremonies.
2 Archives selection: Retention of official institution
publications. Destruction of support records. |
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS
SCHEDULE | NEXT SCHEDULE |
|
Updated: 14/3/02 |
|
05
- STUDENT AFFAIRS / GRADUATES |
|
05.42 |
Graduates - Electronic records |
|
Data
used to identify degrees conferred on graduates and to maintain contact
with the institution’s graduates: personal data, degree obtained and
date, etc. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ c ] |
unit
responsible |
X1 |
|
R |
|
N o t
e s
:
( D =
Destruction R
= Retention )
1
Retention: Until the 100th anniversary of graduate’s birth. |
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS
SCHEDULE | NEXT SCHEDULE |
|
Updated:
14/3/02 |
|
05
- STUDENT AFFAIRS / GRADUATES |
|
05.43 |
Graduates |
|
Records relating to the identification of graduates and the
institution’s relations with its alumni: graduate lists and logs,
reports and statistics on graduates, alumni association files (sectoral
or program associations), etc. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ a ] |
unit
responsible |
2
years |
5
years |
R1 |
|
secondary [ a ] |
other
units concerned |
1 year |
|
D |
|
N o t
e s
:
( D =
Destruction R
= Retention )
1
Archives selection: Retention of cumulative logs of graduates (or
equivalent) and records documenting the creation, recognition and
achievements of associations and groups of alumni. Destruction of
support records. |
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS
SCHEDULE | NEXT SCHEDULE |
|
Updated: 14/3/02 |
|
05
- STUDENT AFFAIRS / GRADUATES |
|
05.44 |
Alumni activities |
|
Records relating to the organization of activities and services to
encourage involvement, participation and social activities of
institution alumni: alumni services (library, Internet, courses,
seminars, watches, credit cards, insurance, etc.), exchange activities
between alumni and students of the same department, recreational
activities, reunions and homecomings, lunch-hour discussions, one-day
conferences, alumni newsletters and magazines, involvement of alumni in
the institution’s fundraising committees and campaigns, etc. |
|
Copy |
Unit |
Active |
Semi-active |
Inactive |
|
primary [ a ] |
unit
responsible |
2
years |
3
years |
R1 |
|
secondary [ a ] |
other
units concerned |
1 year |
|
D |
|
N o t
e s
:
( D =
Destruction R
= Retention )
1
Archives selection: Retention of promotional materials, publications and
reports documenting alumni activities and types of services offered by
the institution. Destruction of support records (alumni association
newsletters and magazines are not preserved in the institution’s
archives, but may be retained in the private archives collections of the
alumni associations that produced them). |
|
[
] = medium --->a = paper b = microfilm c
=electronic d = audio-visual e
= other |
|
PREVIOUS
SCHEDULE | NEXT SCHEDULE (TO
06 - COMMUNITY SERVICES) |
|
Updated: 14/3/02 |
|
End
of Category : 5 - Student Affairs |
01 - Administration
|
02 - Human Resources
|
03 - Financial Resources
|
04
- Real and Movable Property
| 05 - Students
Affairs |
06 - Community Services
|
07 - Teaching
| 08 - Research and Development
| 09 - Information and
Communications
|
