Student Affairs Office

The Office of Student Affairs and the AVP Students is the coordination point for a range of departments that provide services to students on campus. These services include: New Student Orientation, Leadership and Peer Support Programs, Spiritual Affairs, Student Event Risk Management, the Co-curricular Record, the Student Wellness Centre (Health Services, Counselling, Student Accessibility Services), and the Sexual Violence Prevention and Response Office. For more information, visit the Student Affairs website.

Office of Student Affairs

General Records

• Financial Records (including budget statements, expense forms, P/Os, grant budget reports)
• Colleges and Student Services Committee and Subcommittee List, Minutes and Protocol Sign offs.

Personal Information Databanks

Personnel Files

• Legal Authority: Trent University Act 1963
• Information Maintained: Name, terms and conditions of appointment, staff annual review documents
• Individuals in Bank: Department staff (including student staff)
• Uses: Salary & benefits administration, performance review
• Users: manager, Student Affairs
• Retention & Disposal: shredded/deleted one year after departure, maintained by Human Resources according to their policies

Bring it On! Database

• Legal Authority: Trent University Act 1963
• Information Maintained: Name, email address, student id#
• Individuals in Bank: All registrants for the Bring it On! program
• Uses: Registration to attend program, follow-up and tracking.
• Users: Orientation Coordinator, Manager - Student Affairs, Office of the AVP staff.
• Retention & Disposal: Current year

Fall/Winter/Spring Orientation Invited Participants List

• Legal Authority: Trent University Act 1963
• Information Maintained: Name, email address, student id#, program, immigration status, student status
• Individuals in Bank: All invited participants of the Fall/Winter/Spring Orientation
• Uses: Registration to attend program, follow-up and tracking.
• Users: Orientation Coordinator, Manager - Student Affairs, Office of the AVP staff
• Retention & Disposal: Current year - digital files are removed/deleted

Conduct & Disciplinary Records

• Legal Authority: Trent University Act 1963
• Information Maintained: Student Charter facilitation, No-Contact Agreements, Adjudication Notices, Behaviour Contracts, Incident Reports
• Individuals in Bank: Students
• Uses: Maintenance of disciplinary records
• Users: Student Conduct & Education Coordinator, Manager - Student Affairs, Office of the AVP staff, Campus Safety
• Retention & Disposal: In accordance with the Student Charter - Seven years after decision is rendered or 3 years after a student is no longer enrolled, whichever is later.

Impact Leadership Database

• Legal Authority: Trent University Act 1963
• Information Maintained: Name, email, demographic information, personal interests, past extracurricular activities
• Individuals in Bank: Students
• Uses: Coordinating and administering leadership activities
• Users: Campus & Co-Curricular Programs Coordinator, Manager - Student Affairs, Office of the AVP staff
• Retention & Disposal: Seven years

Early Alert Blackboard Email Distribution List and OPAIP Eligible Participants List (Peterborough and Durham)

• Legal Authority: Trent University Act 1963
• Information Maintained: Student ID, first name, last name, email address, username, enrolled classes, blackboard usage information
• Individuals in Bank: All undergraduate students in first year and all undergraduate students taking an online course
• Uses: Early start notification for student's blackboard usage
• Users: Student Equity & Success Programs Coordinator, Manager - Student Affairs, Office of the AVP staff
• Retention & Disposal: 1 year

Peer Mentoring Program Records

• Legal Authority: Trent University Act 1963
• Information Maintained: Mentor/requester names, Trent email address
• Individuals in Bank: Student mentors and requesters
• Uses: Mentor-mentee matching
• Users: Peer Mentoring Coordinator and student staff
• Retention & Disposal: Purged annually

Spiritual Affairs

• Legal Authority: Trent University Act 1963
• Information Maintained: Name, contact information
• Individuals in Bank: Multifaith Network Volunteers
• Uses: Contact
• Users: Spiritual Affairs Coordinator and student staff
• Retention & Disposal: 2 years

Co-Curricular Record

• Legal Authority: Trent University Act 1963
• Information Maintained: Name, email address, demographic information, personal interests, past extracurricular activities
• Individuals in Bank: Students
• Uses: Coordinating and administering leadership activities
• Users: Campus & Co-Curricular Programs Coordinator, Co-Curricular Record Student Assistant, Manager - Student Affairs, Office of the AVP staff
• Retention & Disposal: 7 years

Student Event Risk Management Forms/Reports

• Legal Authority: Trent University Act 1963
• Information Maintained: Risk management forms, acknowledgement of risk and responsibility forms, emergency information forms (name, address), supporting documents
• Individuals in Bank: Students
• Uses: Manage the approval and oversight of student events
• Users: Campus Security, Risk Management, Office of Student Affairs, Office of the AVP staff
• Retention & Disposal: 7 years

Student Activity Waivers

• Legal Authority: Trent University Act 1963
• Information Maintained: Informed consent waivers (with signatures)
• Individuals in Bank: Students
• Uses: Risk management
• Users: Campus Security, Risk Management, Office of Student Affairs, Office of the AVP staff
• Retention & Disposal: 7 years

STUDENT WELLNESS CENTRE SERVICES

COUNSELLING SERVICES 

General Records

• Financial Records: kept electronically

Personal Information Databanks

Client Files

• Legal Authority: Trent University Act 1963, Social Work and Social Service Work Act PHIPPA, 2004
• Information Maintained: Intake information, assessment reports, progress notes, sensitive case alerts, summary reports, 3rd party clinical information, peer supervision, psychiatric consultation, OHIP & UHIP billing information, informed consent documents, interdisciplinary and case planning correspondence
• Individuals in Bank: Counselling Centre clients
• Uses: Contact, statistics, professional standards, tracking progress, risk management, case planning, interdisciplinary communication
• Users: Professional staff on contract, manager, Assistant Director, Administrative Assistant, OWSP accesses basic intake information, client has access to own file upon request.
• Retention & Disposal: Files kept electronically. 7 years and 10 years for cases with a known history of childhood sexual/physical abuse.

Indirect Consultation Files

• Legal Authority: Trent University Act 1963, Social Work and Social Service Work Act, College of Registered Psychotherapist Ontario
• Information Maintained: Record of collateral contact with clients’ family, friends, other service providers
• Individuals in Bank: Clients’ family, friends, other service providers
• Uses: Interdisciplinary communication, case planning
• Users: Assigned staff, coordinator, administrative assistant, psychiatrist
• Retention & Disposal: 7 years and 10 years for cases with a known history of childhood sexual/physical abuse.

STUDENT ACCESSIBILITY SERVICES

General Records

• Financial Records: kept electronically

Personal Information Databanks

Student User Database

• Legal Authority: Trent University Act 1963
• Information Maintained: Name, contact information, date of birth, student number, course enrolment, prior support information, disability documentation
• Individuals in Bank: Students
• ​Uses: Contact, assessment, preparation of exam lists, contacting professors, administering supports, verification of disability, identification of needs
• Users: Assistant Director, Administrative staff, front line staff, office and professional staff
• Retention & Disposal: 10 years

Volunteer List

• Legal Authority: Trent University Act 1963
• Information Maintained: Name, contact information
• Individuals in Bank: Volunteers
• Uses: Contact
• Users: Director of Accessibility Services, Secretary, Volunteer Coordinator
• Retention & Disposal: 2 years

Personnel Files

Common to all departments

HEALTH SERVICES

General Records

• Financial Records (including University account statements)
• History and Policy Manual of TUEFRT

​Personal Information Databanks

Student Health Records

• Legal Authority: Trent University Act 1963
• Information Maintained: Name, contact information, health information, OHIP & UHIP information, student accounts
• Individuals in Bank: Students
• Uses: Contact, appointment bookings, administration of health care, maintenance of records
• Users: Health Services Staff only
• Retention & Disposal: Health information files kept in locked cabinet for 10 years, then destroyed

SEXUAL VIOLENCE PREVENTION AND RESPONSE OFFICE

General records

• Financial Records: kept electronically
• Statistical Records: kept electronically

Personal Information Databanks

Client Files

• Legal Authority: Trent University Act 1963, Social Work and Social Service Work Act, PHIPPA, 2004
• Information Maintained: Intake information, assessment reports, progress notes, summary reports, informed consent documents, interdisciplinary and case planning correspondence
• Individuals in Bank: Sexual Violence Prevention and Response Office service users (clients)
• Uses: Contact, statistics, professional standards, tracking progress, risk management, case planning, interdisciplinary communication
• Users: Sexual Violence Prevention and Response professional staff and manager, Student Conduct professional staff, Office of Student Affairs manager, administrative staff, AVP, Students, client has access to own file upon request.
• Retention & Disposal: 7 years and 10 years for cases with a known history of childhood sexual/physical abuse

Placement Student List

• Legal Authority: Trent University Act 1963
• Information Maintained: Name, contact information, social work program progress report, confidentiality agreement, police check, safety orientation and due diligence checklists
• Individuals in Bank: BSW and MSW Placement Students
• Uses: Contact, administration, documenting progress
• Users: Manager, Sexual Violence Prevention and Response
• Retention & Disposal: 2 years

Volunteer List

• Legal Authority: Trent University Act 1963
• Information Maintained: Name, contact information
• Individuals in Bank: Volunteers
• Uses: Contact
• Users: Manager, Sexual Violence Prevention and Response
• Retention & Disposal: 2 years

Personnel Files

• Legal Authority: Trent University Act 1963
• Information Maintained: Name, terms & conditions of appointment, staff annual review documents  
• Individuals in Bank: Department staff (including student staff)  
• Uses: Salary, benefits, administration, performance review  
• Users: Manager, Sexual Violence Prevention and Response  
• Retention & Disposal: Staff files are normally shredded/deleted one year after departure, maintained by Human Resources according to their policies