First Peoples House of Learning
First Peoples House of Learning
For more information, visit the First Peoples House of Learning website.
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