Directory of University Records
Model File Classification Plan
Student Services and Records
Records relating to the documentation of students' academic history and provision of support services to students. By default, these records are scheduled under RRSDA 1999-005, General Administrative, Program and Subject Files. Exceptions are noted in brackets, with a link to the over-riding RRSDA. See scope notes for more detailed description.
- Student Services and Records (General)
- Policy, Procedures, Standards
- General
- Planning
- Reports and Statistics
- Special Projects
- Reference and Information Files
- Academic Advising
- Policy, Procedures, Standards
- General
- Academic Advising Files
- Admissions
- Policy, Procedures, Standards
- General
- Admissions Application Files
- Change of Personal Information Forms
- Policy, Procedures, Standards
- General
- Change of Address Forms
- Change of Name Forms
- Course Add-Drop Forms
- Policy, Procedures, Standards
- General
- Course Add-Drop Forms
- Enrolment
- Policy, Procedures, Standards
- General
- Enrollment Files
- Extra-Curricular Activities
- Policy, Procedures, Standards
- General
- Activities Files
- Financial Assistance
- Policy, Procedures, Standards
- General
- Scholarships, Awards and Bursary Files
- Applications Files (RRSDA 1999-048)
- Orientation
- Policy, Procedures, Standards
- General
- Orientation Files
- Recruitment
- Policy, Procedures, Standards
- General
- Enrollment Files
- Student Files
- Policy, Procedures, Standards
- General
- Undergraduate Students (RRSDA 1999-016)
- Current
- Withdrawn
- Completed
- Masters Students
- Current
- Withdrawn
- Completed
- Doctoral Students
- Current
- Withdrawn
- Completed
- Other Students
- Current
- Withdrawn
- Completed
- Transfer Credits
- Policy, Procedures, Standards
- General
- Credit Equivalencies Files
- Transfer Credit Files
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Scope notes
- Student Services and Records (General)
- Use for records relating to student services and records in general but which do not fall under any other primary in this subject heading. Note that the secondaries "Policy, Procedures, Standards," "General," "Planning," "Reports and Statistics," "Special Projects," and "Reference and Information Files" can also be attached to any other primary if needed. See How to Use the Model Classification Plan for more details regarding generic secondaries.
- Academic Advising
- Use for records relating to student academic advising.
- Admissions
- Use for records relating to student admissions to the department. Records of unsuccessful applicants are scheduled under RRSDA 1999-007.
- Change of Personal Information Forms
- Use for records relating to routine changes of personal information (e.g. address or name). For formal requests for a correction of personal information made under the FOI/POP Act, file under Records and Information Management - Freedom of Information and Protection of Privacy Act.
- Course Add-Drop Forms
- Use for records relating to processing student requests to add or drop courses.
- Enrolment
- Use for reports and other records relating to student enrollment.
- Extra-Curricular Activities
- Use for records relating to extra-curricular student activities organized by the department.
- Financial Assistance
- Use for records relating to scholarships, awards and bursaries offered by the department. Keep information about the awards separate from annual student applications. Application files are scheduled under RRSDA 1999-048.
- Orientation
- Use for records relating to student orientation sessions organized by the department.
- Recruitment
- Use for records relating to the recruitment of potential students to the department.
- Student Files
- Use for records documenting individual students' academic history. Do not file student employment history on the Student File; use the appropriate Human Resources - Personnel file. Keep files of undergraduate, masters and doctoral students separate. Within each block, keep files of current, withdrawn and completed students separate. Undergraduate student files are scheduled under RRSDA 1999-016. All other closed student files should be sent to the URC pending scheduling.
- Transfer Credits
- Use for records relating to establishing transfer credit equivalences between institutions and for processing student requests for transfer credit.
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Page created May 22, 2001