Trent’s five residential Colleges house offices for faculty and academic departments, student groups, and administrative departments. College Offices provide administrative support for college activities and services including Orientation Week, Academic Advisors (formerly Senior Tutors), and college events. College Offices also maintain academic information for the support of affiliated students. For more information, visit the colleges' web site.
General Records (retention: 3 years)
Financial records (including personal expense forms)
Meeting records of college committees
Event planning files
Records of community needs assessments
Annual reports and planning documents
Working files (collaborative relationships, policies, procedures, projects, proposals)
Personal Information Databanks
Academic Advisor Records
Location: Office of Academic Advisor (in each college)
Legal Authority: Trent University Act 1963
Information Maintained: Names, student numbers, contact information of student clients, academic correspondence, appeal and grade information as required
Individuals in Bank: Students
Uses: Administration and support of appeals process
Users: Academic Advisor
Retention & Disposal: one year after graduation, or three years after leaving Trent (if student leaves before graduating) Updated June 2015
General College Office Records
Legal Authority: Trent University Act 1963
Information Maintained: May include name, student number, contact information for committee members, awards records, possibly academic information on awards recipients
Individuals in Bank: Students affiliated with the College
Uses: Support of academic and college functions
Users: College office staff
Retention & Disposal: generally 7 years; names of award recipients retained indefinitely; photographs of college life, minutes from committees and program reports may be retained indefinitely
Honorarium Records
Legal Authority: Trent University Act 1963
Information Maintained: event information, name, contact information, student number, SIN number, amount received
Individuals in Bank: Honorarium recipients
Uses: Historical reference
Users: College office staff
Retention & Disposal: 7 years
Personnel Records
Includes: Student Staff, Work Study, Volunteers
Information Maintained: application information (may include resume and letters of reference), interview notes, information about goals and performance, relevant personal information (may include student number, SIN, date of birth, contact information), terms of employment, needs for accommodation
Uses: Payroll, supervision, historical reference
Users: College Head, Colleges Assistant, Director of Colleges
Retention & Disposal: incumbents: 3 years post-departure; unsuccessful applicants: 1 year; names of individuals in various roles (excluding all other information): may be retained indefinitely. Disposal by shredding.
Affiliation Records
Includes: Students, staff, faculty, alumni, special guests
Information Maintained: Name, contact information and nature of participation
Uses: acknowledging volunteerism, event invitation lists, historical reference
Users: College Office Staff
Retention & Disposal: typically a minimum of 3 years; some may be maintained indefinitely. Disposal by shredding