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ActivityOP4989 Student Record - Continuing Teacher Education, Faculty of Education
Records Series30 - Continuing Teacher Education Program Student Files
OPRContinuing Teacher Education Program, Faculty of Education
DescriptionRecords consist of information collected during application process (Name, Date of Birth, Gender, Country of Residence, Current Address, Permanent Address, Phone Numbers, Email, Queen's Student Number, Ontario College of Teacher (OCT) number, transcripts, preassessment requests, confirmation of teaching experience forms, recommendation Waiver for prerequisite courses forms), change of grade forms, documentation of leaves, correspondence and other documentation related to monitoring a student's academic progress at CTE.
Retention TriggerLast activity recorded on the file.
Active (years)2
Semi-Active (years)5
Final ActionDP/D
Disposition PlanOnce students register at Queen's University, the following information will be exported to PeopleSoft system.

Name, Date of Birth, Gender, Country of Residence, Current Address, Permanent Address, Phone Numbers, Email, Queen's Student Number.

Once paper records are scanned, they will be destroyed immediately. All electronic student files will be destroyed if there is no activity for seven years since a student or an applicant last contacted CTE .
Retention Rationale

Course and program providers are required to retain AQ records for a minimum of 7 years.

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