The School of Graduate Studies is responsible for the administration of graduate degree programs offered at Trent University, the admission and registration of graduate students, as well as the management of scholarship and awards for graduate students. The Graduate Studies Committee is a standing committee of Senate and consists of members of faculty, Graduate Program Directors and graduate students from various disciplines, and reviews matters of education policy and planning for graduate students. For more information, visit the Graduate Studies' website.
General Records
Departmental Budgets
Paper records retained five years
Scholarship Budgets
Retained indefinitely
Statistical Reports (enrolment reports, number of applicants to programs, etc.)
Retained indefinitely
Graduate Studies Committee (and associated subcommittees) Minutes and Listings
Electronic records kept indefinitely; minutes sent to University Archives after ten years
Regulatory and Compliance Submission Information (i.e., OCGS appraisal briefs for each graduate program)
Retained at least until completion of next review
Personal Information Databanks
Student Records
Legal Authority: Trent University Act 1963
Information Maintained: Name, date of birth, address, student number, Social Insurance number, cumulative academic record, achievements and awards, transcripts, supporting documentation, registration information, financial information and convocation data, teaching assistantships, stipends from faculty; payroll information including Social Insurance Numbers, thesis information, applicants’ demographics
Individuals in Bank: Graduate students
Uses: Administration and support of academic functions
Users: Graduate Studies office staff
Retention: Records – indefinite – saved as electronic files. Transcripts indefinite
Academic Integrity Records
Legal Authority: Trent University Act 1963
Current Location: School of Graduate Studies
Information Maintained: Name, contact information, supporting documentation, penalties imposed
Individuals in Bank: Students charged with academic dishonesty
Uses: Administration of Trent’s Graduate Student Academic Integrity Policy, imposition of penalties, historical record
Users: Dean of Graduate Studies and Director of Graduate Studies
Retention and Disposal: currently indefinite
Ministry of Training, Colleges and Universities Enrolment Reports
Legal Authority: Trent University Act 1963
Information Maintained: Name, student number, enrolment status, address information, date of birth, sex
Individuals in Bank: Graduate students
Uses: Statistical reporting to MTCU
Users: Dean, GSO Retention: Indefinite
Application information
Legal Authority: Trent University Act 1963
Information Maintained: transcripts, supporting documentation
Individuals in Bank: Applicants
Uses: Admissions functions
Users: Graduate Studies office staff
Retention: Unsuccessful applicants: Electronic record is deleted one year after application is submitted; successful applicants: see student records
Scholarship Applications
Legal Authority: Trent University Act 1963
Information Maintained: Applications for OGS/SSHRC/NSERC/other internal and external scholarships
Individuals in Bank: Scholarship applicants
Uses: Administration of awards
Users: Graduate Finance Officer/ Scholarship selection committees
Retention: 1 year from award announcement date then shred
Faculty Files
Legal Authority: Trent University Act 1963
Information Maintained: C.V.s of associated faculty and Trent faculty; adjuncts and regular Trent faculty, list of supervisors
Individuals in Bank: Faculty
Uses: Support of academic functions
Users: Graduate Studies office staff
Retention: Indefinite
Personnel Files
Common to all departments.