The Office of Student Affairs and the AVP Students is the coordination point for a range of departments that provide services to students on campus. These services include: New Student Orientation, Leadership and Peer Support Programs, Spiritual Affairs, Student Event Risk Management, the Co-curricular Record, the Student Wellness Centre (Health Services, Counselling, Student Accessibility Services), and the Sexual Violence Prevention and Response Office. For more information, visit the Student Affairs web site.
OFFICE OF STUDENT AFFAIRS - General Records
Financial Records (including budget statements, expense forms, P/Os, grant budget reports)
Colleges and Student Services Committee and Subcommittee List, Minutes and Protocol
Sign offs.
Personal Information Databanks
Personnel Files
Legal Authority: Trent University Act 1963
Information Maintained: Name, terms and conditions of appointment, staff annual review documents
Individuals in Bank: Department staff (including student staff)
Uses: Salary & benefits administration, performance review
Users: manager, Student Affairs
Retention & Disposal: shredded/deleted one year after departure, maintained by Human Resources according to their policies
Bring it On! Database
Legal Authority: Trent University Act 1963
Information Maintained: Name, email address, student id#
Individuals in Bank: All registrants for the Bring it On! program
Uses: Registration to attend program, follow-up and tracking.
Users: Orientation Coordinator, Manager - Student Affairs, Office of the AVP staff.
Retention & Disposal: Current year
Fall/Winter/Spring Orientation Invited Participants List
Legal Authority: Trent University Act 1963
Information Maintained: Name, email address, student id#, program, immigration status, student status
Individuals in Bank: All invited participants of the Fall/Winter/Spring Orientation
Uses: Registration to attend program, follow-up and tracking.
Users: Orientation Coordinator, Manager - Student Affairs, Office of the AVP staff
Retention & Disposal: Current year - digital files are removed/deleted
Conduct & Disciplinary Records
Legal Authority: Trent University Act 1963
Information Maintained: Student Charter facilitation, No-Contact Agreements, Adjudication Notices, Behaviour Contracts, Incident Reports
Individuals in Bank: Students
Uses: Maintenance of disciplinary records
Users: Student Conduct & Education Coordinator, Manager - Student Affairs, Office of the AVP staff, Campus Safety
Retention & Disposal: In accordance with the Student Charter - Seven years after decision is rendered or 3 years after a student is no longer enrolled, whichever is later.
Impact Leadership Database
Legal Authority: Trent University Act 1963
Information Maintained: Name, email, demographic information, personal interests, past extracurricular activities
Individuals in Bank: Students
Uses: Coordinating and administering leadership activities
Users: Campus & Co-Curricular Programs Coordinator, Manager - Student Affairs, Office of the AVP staff
Retention & Disposal: Seven years
Early Alert Blackboard Email Distribution List and OPAIP Eligible Participants List (Peterborough and Durham)
Legal Authority: Trent University Act 1963
Information Maintained: Student ID, first name, last name, email address, username, enrolled classes, blackboard usage information
Individuals in Bank: All undergraduate students in first year and all undergraduate students taking an online course
Uses: Early start notification for student's blackboard usage
Users: Student Equity & Success Programs Coordinator, Manager - Student Affairs, Office of the AVP staff
Retention & Disposal: 1 year
Peer Mentoring Program Records
Legal Authority: Trent University Act 1963
Information Maintained: Mentor/requester names, Trent email address
Individuals in Bank: Student mentors and requesters
Uses: Mentor-mentee matching
Users: Peer Mentoring Coordinator and student staff
Retention & Disposal: Purged annually
Spiritual Affairs
Legal Authority: Trent University Act 1963
Information Maintained: Name, contact information
Individuals in Bank: Multifaith Network Volunteers
Uses: Contact
Users: Spiritual Affairs Coordinator and student staff
Retention & Disposal: 2 years
Co-Curricular Record
Legal Authority: Trent University Act 1963
Information Maintained: Name, email address, demographic information, personal interests, past extracurricular activities
Individuals in Bank: Students
Uses: Coordinating and administering leadership activities
Users: Campus & Co-Curricular Programs Coordinator, Co-Curricular Record Student Assistant, Manager - Student Affairs, Office of the AVP staff
Retention & Disposal: 7 years
Student Event Risk Management Forms/Reports
Legal Authority: Trent University Act 1963
Information Maintained: Risk management forms, acknowledgement of risk and responsibility forms, emergency information forms (name, address), supporting documents
Individuals in Bank: Students
Uses: Manage the approval and oversight of student events
Users: Campus Security, Risk Management, Office of Student Affairs, Office of the AVP staff
Retention & Disposal: 7 years
Student Activity Waivers
Legal Authority: Trent University Act 1963
Information Maintained: Informed consent waivers (with signatures)
Individuals in Bank: Students
Uses: Risk management
Users: Campus Security, Risk Management, Office of Student Affairs, Office of the AVP staff
Retention & Disposal: 7 years
STUDENT WELLNESS CENTRE (COUNSELLING, HEALTH ACCESSIBILITY) SERVICES
COUNSELLING SERVICES - General Records
Financial Records: kept electronically
Personal Information Databanks
Client Files
Legal Authority: Trent University Act 1963, Social Work and Social Service Work Act PHIPPA, 2004
Information Maintained: Intake information, assessment reports, progress notes, sensitive case alerts, summary reports, 3rd party clinical information, peer supervision, psychiatric consultation, OHIP & UHIP billing information, informed consent documents, interdisciplinary and case planning correspondence
Individuals in Bank: Counselling Centre clients
Uses: Contact, statistics, professional standards, tracking progress, risk management, case planning, interdisciplinary communication
Users: Professional staff on contract, manager, Assistant Director, Administrative Assistant, OWSP accesses basic intake information, client has access to own file upon request.
Retention & Disposal: Files kept electronically. 7 years and 10 years for cases with a known history of childhood sexual/physical abuse.
Indirect Consultation Files
Legal Authority: Trent University Act 1963, Social Work and Social Service Work Act, College of Registered Psychotherapist Ontario
Information Maintained: Record of collateral contact with clients’ family, friends, other service providers
Individuals in Bank: Clients’ family, friends, other service providers
Uses: Interdisciplinary communication, case planning
Users: Assigned staff, coordinator, administrative assistant, psychiatrist
Retention & Disposal: 7 years and 10 years for cases with a known history of childhood sexual/physical abuse.
STUDENT ACCESSIBILITY SERVICES - General Records
Financial Records: kept electronically
Personal Information Databanks
Student User Database
Legal Authority: Trent University Act 1963
Information Maintained: Name, contact information, date of birth, student number, course enrolment, prior support information, disability documentation
Individuals in Bank: Students
Uses: Contact, assessment, preparation of exam lists, contacting professors, administering supports, verification of disability, identification of needs
Users: Assistant Director, Administrative staff, front line staff, office and professional staff
Retention & Disposal: 10 years
Volunteer List
Legal Authority: Trent University Act 1963
Information Maintained: Name, contact information
Individuals in Bank: Volunteers
Uses: Contact
Users: Director of Accessibility Services, Secretary, Volunteer Coordinator
Retention & Disposal: 2 years
Personnel Files
Common to all departments
HEALTH SERVICES - General Records
Financial Records (including University account statements)
History and Policy Manual of TUEFRT
Personal Information Databanks
Student Health Records
Legal Authority: Trent University Act 1963
Information Maintained: Name, contact information, health information, OHIP & UHIP information, student accounts
Individuals in Bank: Students
Uses: Contact, appointment bookings, administration of health care, maintenance of records
Users: Health Services Staff only
Retention & Disposal: Health information files kept in locked cabinet for 10 years, then destroyed
SEXUAL VIOLENCE PREVENTION AND RESPONSE OFFICE
General records
Financial Records: kept electronically
Statistical Records: kept electronically
Personal Information Databanks
Client Files
Legal Authority: Trent University Act 1963, Social Work and Social Service Work Act, PHIPPA, 2004
Information Maintained:Intake information, assessment reports, progress notes, summary reports, informed consent documents, interdisciplinary and case planning correspondence
Individuals in Bank: Sexual Violence Prevention and Response Office service users (clients)
Uses: Contact, statistics, professional standards, tracking progress, risk management, case planning, interdisciplinary communication
Users: Sexual Violence Prevention and Response professional staff and manager, Student Conduct professional staff, Office of Student Affairs manager, administrative staff, AVP, Students, client has access to own file upon request.
Retention & Disposal: 7 years and 10 years for cases with a known history of childhood sexual/physical abuse
Placement Student List
Legal Authority: Trent University Act 1963
Information Maintained: Name, contact information, social work program progress report, confidentiality agreement, police check, safety orientation and due diligence checklists
Individuals in Bank: BSW and MSW Placement Students
Uses: Contact, administration, documenting progress
Users: Manager, Sexual Violence Prevention and Response
Retention & Disposal: 2 years
Volunteer List
Legal Authority: Trent University Act 1963
Information Maintained: Name, contact information
Individuals in Bank: Volunteers
Uses: Contact
Users: Manager, Sexual Violence Prevention and Response
Retention & Disposal: 2 years
Personnel Files
Legal Authority: Trent University Act 1963
Information Maintained: Name, terms & conditions of appointment, staff annual review documents
Individuals in Bank: Department staff (including student staff)
Uses: Salary, benefits, administration, performance review
Users: Manager, Sexual Violence Prevention and Response
Retention & Disposal: Staff files are normally shredded/deleted one year after departure, maintained by Human Resources according to their policies