For more information, visit the First Peoples House of Learning web site.
General Records
Financial Records
Budget statements, expense forms, P/Os
Retention: 7 years
Personal Information Databanks
Tutor Intake Records
Legal Authority: Trent University Act 1963
Information Maintained: Name, date of birth, student number, address, home and cell number, email, identification of learning disability, identification of past medical assessments, individual education plan, course’s taken, grades, degree, financial supports, identification of other supports at Trent.
Individuals in Bank: Student
Uses: Identifying academic needs of student and whether or not they also need to be connected with other student supports on campus. Identifying appropriate tutoring services.
Users: Director of FPHL, Student Success Coordinator
Retention: 2 years
Academic Assessments/Degree Checklists
Legal Authority: Trent University Act 1963
Information Maintained: Name, degree, student number, grades, notes on progress and suggestions for future class selections.
Individuals in Bank: Student
Uses: Developing a class selection plan.
Users: Director of FPHL, Student Success Coordinator.
Retention: 2 Years
Laptop Loan Agreements
Legal Authority: Trent University Act 1963
Information Maintained: Name, student number
Individuals in Bank: Student
Uses: Agreement for the temporary use of a Trent owned laptop.
Users: Director of FPHL, Student Success Coordinator
Retention: 1 Year
Client Files
Legal Authority: Trent University Act, Social Work and Social Service Act, PHIPPA, 2004 Information Maintained: Intake information, assessment reports, progress notes, sensitive case alerts, summary reports, 3rd party clinical information, informed consent documents, interdisciplinary and case planning correspondence.
Individuals in Bank: FPHL Clients
Uses: Contact, statistics, tracking progress, risk management, case planning, interdisciplinary communication.
Users: Counsellor/Cultural Advisor, Client
Retention and Disposal: 7 years and 10 years for cases with a known history of childhood/physical abuse.
Prospective Student Contact Database
Legal Authority: Trent University Act
Information Maintained: Name, student number, address, phone number, previous educational institutions, degree, ancestry.
Individuals in Bank: Students
Uses: Contact, statistics, recruitment activities.
Users: Director of FPHL, Indigenous Enrolment Advisor, Student Success Coordinator.
Retention and Disposal: 2 years
Personnel Files
Common to all departments