Queen's University Archives

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FunctionOP4000/5000 - Student Records Management
ActivityOP4100 Student Record - Office of the University Registrar
DescriptionRecords documenting the administration of the student academic record at the Office of the University Registrar (OUR), and maintenance of the academic history of each student at the University.
Includes the creation and maintenance of the complete academic record of all current and former students of the University, recording of the final grades received, the maintenance of the record of academic status and credits, and the recording of transfer credits.

Also includes the collection of personal, biographical and contact information of current and former students necessary for administration of the student records, and the administration of any changes to student data, including change of name procedures.

Also includes the administration and issuing of student transcripts, diplomas and certificates including responses to requests for official transcripts and degree certificates.
Used ForUsed for the data accessed via the PeopleSoft Student System.

PLEASE NOTE: Several university units have access to some of the student information collected, used and maintained by the OUR, for the purposes of carrying out administrative and operational duties. Please refer to the OUR website for specific purposes of the collection of student information. This schedule reflects the information maintained by the OUR for their own functions only. Each unit that accesses and uses this student information may create either their own records based on the information provided by the OUR, or use the data beyond the period of use for the OUR. Each unit that accesses and uses this student information will follow retention schedules for their own functions and activities as follows:

Academic units (Faculties, Schools, Departments) access and use student information to create their own departmental student records for operational and administrative purposes (See OP42XX and OP49XX).

Student Wellness Services: Personal information including name, birth date, address, email, telephone number, student number, degree program and concentration may be accessed and used by Student Wellness Services for operational and administrative purposes (See OP6900).

Office of Advancement: Personal information including name, birth date, address, email, telephone number, student number, degree program and concentration, name of high school may be accessed and used by the Office of Advancement (Alumni Relations) for operational and administrative purposes (See OP1XXX).

Campus Security: Personal information including name, address, email, telephone number, and student number may be accessed and used by Campus Security for operational and administrative purposes (See OP2400).

Student Societies: Personal information including name, student number, and email address may be accessed and used by the Alma Mater Society (AMS) and the Society of Graduate and Professional Students (SGPS) for operational and administrative purposes (See SS1XXX and SS2XXX).

Residences: Personal information of students in residence, including student name, student number, and emergency contact information, may be accessed and used by Residence for operational and administrative purposes (See OP6700).

Other university units: Personal information of students may be accessed and used by other university units for operational and administrative purposes, as authorized by the University Registrar.
Not Used For
Records Series
Other Notes
Approval Date2/9/2009


Printed on Saturday, Nov 25 2017