College Offices

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' website.

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• Uses: Historical reference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