Graduate Studies

The School of Graduate Studies is responsible for the administration of graduate degree programs offered at Trent University, the admission and registration of graduate students, as well as the management of scholarship and awards for graduate students. The Graduate Studies Committee is a standing committee of Senate and consists of members of faculty, Graduate Program Directors and graduate students from various disciplines, and reviews matters of education policy and planning for graduate students. For more information, visit the Graduate Studies' website.

General Records

Departmental Budgets

• Paper records retained five years

Scholarship Budgets

• Retained indefinitely

Statistical Reports (enrolment reports, number of applicants to programs, etc.)

• Retained indefinitely

Graduate Studies Committee (and associated subcommittees) Minutes and Listings

• Electronic records kept indefinitely; minutes sent to University Archives after ten years

Regulatory and Compliance Submission Information (i.e., OCGS appraisal briefs for each graduate program)

• Retained at least until completion of next review

Personal Information Databanks

Student Records

• Legal Authority: Trent University Act 1963
• Information Maintained: Name, date of birth, address, student number, Social Insurance number, cumulative academic record, achievements and awards, transcripts, supporting documentation, registration information, financial information and convocation data, teaching assistantships, stipends from faculty; payroll information including Social Insurance Numbers, thesis information, applicants’ demographics
• Individuals in Bank: Graduate students
• Uses: Administration and support of academic functions
• Users: Graduate Studies office staff
• Retention: Records – indefinite – saved as electronic files. Transcripts indefinite

Academic Integrity Records

• Legal Authority: Trent University Act 1963
• Current Location: School of Graduate Studies
• Information Maintained: Name, contact information, supporting documentation, penalties imposed
• Individuals in Bank: Students charged with academic dishonesty
• Uses: Administration of Trent’s Graduate Student Academic Integrity Policy, imposition of penalties, historical record
• Users: Dean of Graduate Studies and Director of Graduate Studies
• Retention and Disposal: currently indefinite

Ministry of Training, Colleges and Universities Enrolment Reports

• Legal Authority: Trent University Act 1963
• Information Maintained: Name, student number, enrolment status, address information, date of birth, sex
• Individuals in Bank: Graduate students
• Uses: Statistical reporting to MTCU
• Users: Dean, GSO Retention: Indefinite

Application information

• Legal Authority: Trent University Act 1963
• Information Maintained: transcripts, supporting documentation
• Individuals in Bank: Applicants
• Uses: Admissions functions
• Users: Graduate Studies office staff
• Retention: Unsuccessful applicants: Electronic record is deleted one year after application is submitted; successful applicants: see student records

Scholarship Applications

• Legal Authority: Trent University Act 1963
• Information Maintained: Applications for OGS/SSHRC/NSERC/other internal and external scholarships
• Individuals in Bank: Scholarship applicants
• Uses: Administration of awards
• Users: Graduate Finance Officer/ Scholarship selection committees
• Retention: 1 year from award announcement date then shred

Faculty Files

• Legal Authority: Trent University Act 1963
• Information Maintained: C.V.s of associated faculty and Trent faculty; adjuncts and regular Trent faculty, list of supervisors
• Individuals in Bank: Faculty
• Uses: Support of academic functions
• Users: Graduate Studies office staff
• Retention: Indefinite

Personnel Files

• Common to all departments.