The Office of Student Affairs provides administrative support to the following departments: Academic Skills Centre, Athletics; Housing; Disability Services; Multi Faith Spiritual Affairs; Conference Services; Health Services; Food Services; Career Centre; and Counselling. Student Affairs also coordinates campus programs, Introductory Seminar Week, and Parent Orientation. For more information, visit the Student Affairs web site.
ACADEMIC SKILLS CENTRE
The Academic Skills Centre (ASC) provides programs and materials to support Trent
University students in the development of academic skills, including writing, study skills,
and mathematics.
General Records
Financial Records (including budget statements)
Statistical Reports
Personal Information Databanks
Academic Skills Instruction Records
Legal Authority: Trent University Act 1963
Information Maintained: Name, telephone number and/or email address, major, college affiliation, gender, year of study, student status, record of no-shows
Individuals in Bank: Student
Uses: Scheduling of and preparing for instruction in student appointments and group workshops; preparation of service statistics
Users: Director of Academic Skills/ASC instructors/administrative assistant
Retention: Schedules and raw statistics will be shredded after seven years
Peer Mentoring Program Records
Legal Authority: Trent University Act 1963
Information Maintained: Mentor/requester names, Trent email addresses, and course selections
Individuals in Bank: Student mentors and requesters
Uses: Mentor-mentee matching
Users: Peer Mentoring Coordinator (an ASC instructor), OWSP students
Retention: Purged annually
Publication Sales Records
Legal Authority: Trent University Act 1963
Information Maintained: May include name, address, phone number, credit card number and expiry date, signature
Individuals in Bank: Publication purchasers
Uses: Process orders
Users: Designated staff
Retention: One year after last use, then shred
Personnel Files
Common to all departments
CONFERENCE SERVICES - General Records
Financial Records (including budget statements, expense forms, P/Os)
Personal Information Databanks
Conference Group and Personal Guest Information (Conference)
Legal Authority: Trent University Act 1963
Information Maintained: Contract/registration (including demographic information); may include registration card, insurance coverage, invoice/payment records, rooming list, evaluation, parking information
Individuals in Bank: Conference guests
Uses: Contact, client service during stay
Users: Conferences staff
Retention & Disposal: Room and parking information discarded after 1 year, all other information kept for 7 years
Catering and Bar Service Contracts
Legal Authority: Trent University Act 1963
Information Maintained: Name, contact information, invoicing/payment information
Individuals in Bank: Conference centre clients
Uses: Contact, administration of services
Users: Conference Centre staff
Retention & Disposal: Contracts kept 1 year, payment kept for 7 years
Marketing Records
Legal Authority: Trent University Act 1963
Information Maintained: Customer databases, quotes (including name, address, contact information, rates)
Individuals in Bank: Potential Conference Centre customers
Uses: Contact
Users: Conference Centre staff
Retention & Disposal: Database updated annually; quotes discarded after 3 years
Personnel Files
Common to all departments
COUNSELLING SERVICES - General Records
Financial Records
Professional Service Agreements (Counselling)
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, administrative assistant, OWSP accesses basic intake information, client has access to own file.
Retention & Disposal: 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
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: As noted above
Personnel Files
Common to all departments
HOUSING DEPARTMENT - General Records
Financial Records
Personal Information Databanks
Student Housing Files
Legal Authority: Trent University Act 1963
Information Maintained: Demographic information, applications, room preferences/needs, residence contracts, check-in/-out forms
Individuals in Bank: Students
Uses: Placement, contact, disciplinary uses
Users: Housing professional staff
Retention & Disposal: 7 years, then shred/delete
Disciplinary Records
Legal Authority: Trent University Act 1963
Information Maintained: Security incident reports, residence staff incident reports, (Offsite online database through 3rd party source) log books of staff
Individuals in Bank: Students
Uses: Disciplinary purposes
Users: Housing professional staff
Retention & Disposal: 7 years, then shred/delete
Off-Campus Housing Records
Legal Authority: Trent University Act 1963
Information Maintained: Solicitation submissions from landlords and renters; includes billing information; website postings may contain name and/or contact information
Individuals in Bank: Landlords and renters
Uses: Administration and maintenance of website postings, billing
Users: Housing professional staff
Retention & Disposal: Database updated annually; website postings deleted after 2 months (sooner if requested by poster)
Phone/Email Log
Legal Authority: Trent University Act 1963
Information Maintained: Logs of phone calls and emails regarding serious incidents
Individuals in Bank: Landlords, tenants
Uses: Record of serious/important issues, steps taken
Users: Housing professional staff
Retention & Disposal: 7 years, then shred/delete
Personnel Files
Common to all departments
OFFICE OF STUDENT AFFAIRS - General Records
Financial Records (including budget statements, expense forms, P/Os)
Colleges and Student Services Committee and Subcommittee List, Minutes and Protocol
Sign offs, Contract with food service provider
Personal Information Databanks
Bring it On! Database
(name, Mailing address, email address, student id#)
Legal Authority: Trent University Act 1963
Individuals in Bank: All registrants for the Bring it On! head-start weekend program
Uses: registration to attend program, follow-up and tracking.
Users: Office of Student Affairs staff
Retention & Disposal: Seven years
Bus Pass Log
Legal Authority: Trent University Act 1963
Information Maintained: Name, student number
Individuals in Bank: Students
Uses: Tracking number of temporary bus passes provided to students; planning of summer pass purchasing
Users: Office of Student Affairs staff
Retention & Disposal: Seven years
Disciplinary Records
Legal Authority: Trent University Act 1963
Information Maintained: Incident reports and follow-ups
Individuals in Bank: Students
Uses: Maintenance of disciplinary records
Users: Office of Student Affairs staff
Retention & Disposal: Until Graduation, or seven years depending on severity of incident
Impact Leadership Database
Legal Authority: Trent University Act 1963
Information Maintained: Name, date of birth, student number, email, address, personal interests, employment history, past extracurricular activities
Individuals in Bank: Students
Uses: Coordinating and administering leadership activities
Users: Office of Student Affairs staff
Retention & Disposal: Not determined
New Student Advising Contact Database
(name, Mailing address, email address, program, student id#)
Legal Authority: Trent University Act 1963
Individuals in Bank: All in-coming first year students once they have achieve Offer Accept (OA) status
Uses: Invitation to take part in New Student Advising Program and tracking of participation
Users: Office of Student Affairs staff
Retention & Disposal: 7 years
Transitions Database
(Name, mailing address, email address, program of study, student id#, demographic information, first-generation status, first-generation new-Canadian disability status)
Legal Authority: Trent University Act 1963
Individuals in Bank: All participants in New Student Advising, Bring it On!, Introductory Seminar Week and the Impact leadership program as well as control groups for comparison
Uses: assess the effectiveness of various programs for increasing
Retention and academic success among First-Generation students.
Users: Office of Student Affairs staff
Retention & Disposal: 7 years
Academic Advisor (formerly Senior Tutors) Meeting Notes
Location: Electronic only, through Clockwork
Legal Authority: Trent University Act 1963
Information Maintained: Name, student number, notes from meetings about academic petitions and concerns
Individuals in Bank: Students
Uses: Administration of petitions paperwork
Users: Academic Advisors
Retention & Disposal: Not determined
Personnel Files (hold records for all student service departments)
Legal Authority: Trent University Act 1963
Individuals in Bank: All staff in student services departments (list), Academic Advisors of residential colleges
Uses: Performance reviews and budgeting
Users: Senior Director and Administrative Assistant
Retention & Disposal: Permanent
DISABILITY SERVICES - General Records
Financial Records
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: Office and professional staff
Retention & Disposal: 7 years
Volunteer List
Legal Authority: Trent University Act 1963
Information Maintained: Name, contact information
Individuals in Bank: Volunteers
Uses: Contact
Users: Director of Disability 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
Personnel Files
Common to all departments