Student Housing

General Records

Financial Records

Personal Information Databanks

Student Housing Files

• Legal Authority: Trent University Act 1963
• Information Maintained: Demographic information, residence applications, room preferences/needs, accommodation and unique needs requests, residence contracts, and student behaviour records.
• Individuals in Bank: Students
• Uses: Placement, contact, disciplinary uses, emergency use.
• Users: Housing staff
• Retention & Disposal: 7 years, delete from system

Disciplinary Records

• Legal Authority: Trent University Act 1963
• Information Maintained: Security incident reports, residence staff incident reports, (Offsite online database through 3rd party source) log books of staff
• Individuals in Bank: Students
• Uses: Disciplinary purposes
• Users: Housing staff
• Retention & Disposal: 7 years, then shred/delete

Phone/Email Log

• Legal Authority: Trent University Act 1963
• Information Maintained: Logs of phone calls and emails regarding serious incidents
• Individuals in Bank: Landlords, tenants
• Uses: Record of serious/important issues, steps taken
• Users: Housing staff
• Retention & Disposal: 7 years, then shred/delete

Personnel Files 

Common to all departments