Recruitment & Admissions

This office is responsible for recruitment of new undergraduate domestic students and admission of undergraduate domestic and international students. The admissions department processes transfer credits. For more information, visit the Recruitment & Admissions website.

General Records

• Departmental Budget Records - Retention: 3 years

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: Recruitment & Admissions
• Legal Authority: Trent University Act 1963.
• Information Maintained: Name, residency status, contact information, campus and program of interest, desired start term, type of contact with Trent
• Individuals in Bank: Prospective Students
• Uses: Providing information to prospective students; tracking activities to the application stage
• Users: Staff in Recruitment & Admissions
• Retention & Disposal: Electronic – indefinite

Laserfiche - Document Imaging Software

• Location: Admissions and IT
• Legal Authority: Trent University Act 1963.
• Information Maintained: Name, Trent ID, programs applied to, campuses applied to, residency status, date of birth, transcripts, application form, supplementary application documents
• Individuals in Bank: Applicants
• Uses: Maintain a record of student demographics, application forms, transcripts, supplemental applications forms
• Users: Admissions staff
• Retention & Disposal: Electronic – 1 year