Queen's University Archives

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ActivityOP4919 Departmental Graduate Student Record
Records Series30 - Graduate Student Files
OPRFaculty, Department or Academic Unit
DescriptionRecords consist of application files, supervisor / supervisory appointment forms, academic history files, letters of scholarship/awards, academic change forms, change of grade form, documentation of leaves, program completion form, thesis submission form and other documentation related to monitoring of a graduate student's academic progress at an academic unit.
Retention TriggerStudents complete the program or four years with no activity after students withdraw from the program.
Active (years)1
Semi-Active (years)0
Final ActionD
Disposition Plan
Retention Rationale
PIBPIB
Vital Records

This schedule applies to official records. Convenience or duplicate copies of official records are considered transitory and should not be kept longer than necessary, and in no event longer than the official copy.

University Records exist in both physical and electronic formats, such as paper, email or data in a database. Paper records may or may not contain information that is duplicated in an electronic system. For technical reasons the retention assigned to the electronic records may be different from the retention of physical records. If there are differences, see instructions in this schedule for details.



GLOSSARY

  • AR = Transfer to Archives
  • AY = End of Academic Year
  • CY = End of Calendar Year
  • D = Destroy / Delete
  • DP = Special Disposition Plan
  • FY = End of Fiscal Year
  • OPR = Office of Primary Responsibility
  • PIB = Personal Information Bank


Printed on Monday, Feb 18 2019