Office of the Registrar

The Office of the Registrar is responsible for recruitment of new undergraduate domestic students, admission of new undergraduate domestic and international students, and registration of new and continuing students. The Registrar’s Office processes transfer credits, maintains the official student academic records, and evaluates undergraduate degree eligibility. The office is responsible for student financial aid applications, the awarding of scholarships, bursaries, and some prizes, academic timetabling, reporting of enrolment data, and the implementation of systems such as scheduling software. For more information, visit the Registrar's website.

General Records

• Departmental Budget Files – Retention: 3 years
• Statistical Reports – Retention: Indefinitely in electronic systems
• Committee on Undergraduate Petitions Minutes – Retention: 7 years
• Timetable Scheduling and Room Booking – Retention: Indefinitely in electronic systems

Personal Information Databanks

Student Information System

• Location: Office of the Registrar (hard copy); IT (electronic copy)
• Legal Authority: Trent University Act 1963.
• Information Maintained: Name, date of birth, address, student number, cumulative academic record, achievements and awards, transcripts, admissions and supporting documentation, registration information, petitions information, financial information, and Convocation data.
• Individuals in Bank: Students
• Uses: Maintain a record of student demographics, registration, academic history and achievements; provide the Ministry of Training, Colleges and Universities and Stats Canada with statistical reports.
• Users: Registrar’s staff, academic division/program/course staff
• Retention & Disposal: Electronic – indefinite; hard copy – seven years after last registration, then shred

Prospects Database

• Location: Office of the Registrar
• Legal Authority: Trent University Act 1963.
• Information Maintained: Name, date of birth, address, sex, contact information, type of contact with the Office of the Registrar, areas of interest.
• Individuals in Bank: Prospective Students
• Uses: Providing information to prospective students; tracking activities to the application stage.
• Users: Staff in the Office of the Registrar
• Retention & Disposal: Indefinite

Student Financial Aid Records

• Location: Office of the Registrar
• Legal Authority: Trent University Act 1963 and Ministry of Training, Colleges and Universities Act, R.S.O. 1990
• Information Maintained: Name, Social Insurance Number, address, age, sex, marital status, residency status, education, employment history, income and assets of applicant, parents, sponsors, spouse.
• Individuals in Bank: Students seeking financial assistance.
• Uses: To administer OSAP, Canada Student Loan, and out-of-country/province loan applications. To determine bursary, scholarship entitlements and other program requirements.
• Users: Staff in the Office of the Registrar
• Retention & Disposal: OSAP files – 3 years in office, then shipped to MTCU for storage for 20 years; Bursary/other program files – 7 years in accordance with Finance regulations, then shred/delete; US loan files – indefinite, no guidelines

Undergraduate Petition Records

• Legal Authority: Trent University Act 1963
• Information Maintained: Name, contact information, supporting documentation including medical information, penalties imposed
• Individuals in bank: Students who have submitted petitions regarding university academic policies
• Uses: Administration of Trent’s academic undergraduate policies, determination if petition requires a change in a student’s academic record, historical record
• Users: University Registrar and Enrolment Services staff
• Retention & Disposal: Two years after the student graduates, then shred; indefinite if the student does not graduate. Also, records are stored separately from the official student record

Personnel Files

Common to all departments

Manuals

Financial Aid – OSAP manual –electronic format available on MTCU portal