Personal Information Banks

Academic Dean
Information Bank	Information Maintained	Retention
Counselling files	name, student number, issues discussed, correspondence, notes	until graduation
Academic Difficulty files (includes on probation, appeals, readmission, academic offences)	name, student number, issues discussed, correspondence, notes	until graduation
Special student files	name, student number, application, notes, correspondence	end of registration
Scholarships and awards	name, student number, application, notes, correspondence	indefinitely

Alumni / Foundation
Information Bank	Information Maintained	Retention
Alumni Files ( includes alumni, guests, students, friends, corporations)	name, address, email, class year, giving history, correspondence, employment information, volunteer information	indefinitely
Raiser's Edge electronic database (includes students, parents, volunteers, donors, friends, guests, corporations, donor organizations	name, address, email,  business information, marital status and spouse information, giving history, relationship information, event attendance, degree information, awards, honors and designations, volunteer history	indefinitely
Donor files (includes alumni, parents, corporations, foundations, individuals)	name, address, email, donation information, correspondence, promotions, mass appeals scholarship and bursary information	indefinitely
Tax Receipts	name, address, donation amount, date gift received and receipted, fund designation, pledge information	seven years
Foundation Deposits	name, address, donation information, date gift received and receipted, fund and campaign designation, constituency code, pledge information	seven years

Campus Ministry

The Department of Campus Ministry and Christ the King University Parish holds sacramental records for baptism, marriages and other ritual elements. Access to these records are governed by Canon Law and diocesan norms. Access to documents is provided through a written request for the Director of Campus Ministry. 

Enrolment Services
Information Bank	Information Maintained	Retention
Applicants' files	name, date of birth, citizenship, address, email, educational history, telephone, test/grade results, correspondence, student number, letters of reference	one year, or if accepted and registers, indefinitely
Student Academic Records	name, date of birth, address, student number cumulative academic record, progression information, correspondence, awards, transcripts, adjudication and grades	indefinitely
Scholarship and Awards	name, email, address, application, transcripts, resumes, letters of reference, essays	indefinitely

Finance
Information Bank	Information Maintained	Retention
Payroll files (electronic and paper) of all employees	name, address, gender, age, marital status, employee number, compensation, benefits, income tax exemptions	during years of employment and two years following
Student financial files (electronic and paper)	name, address, gender, age, osap eligibility, number of courses, awards, charges and payments, banking or credit card information	during years of attendance and two years following

Human Resources
Information Bank	Information Maintained	Retention
Employee files	resume/CV, offer of employment/contract change in status (grade, promotion), performance evaluations, correspondence, recognition information, job description, attendance, vacation records, certificates, doctor's notes, emergency contact info	during years of employment and six years following
Health and Safety Committee Reports and Records	minutes, reports, audits, incident reports	indefinitely
Confidential Directory	name, address, email, title, spouse name	annual directory during employment

Information Technology Services
Information Bank	Information Maintained	Retention
Web Access Database	list of users, real name, user name, password, email address	duration of employment or study
Workstation Authenticity Database	user name, passwords	duration of employment

Library
Information Bank	Information Maintained	Retention
Student Staff Files	name, student number, contract, address, resume, emergency contact info	one year after last term of employment
Users' Database	name, user category (staff, student, faculty, alumni, guest), email, address	during attendance or employment or guest privilege

Physical Plant
Information Bank	Information Maintained	Retention
Security Reports	name, contact information (if applicable) incident report	one year
Parking Records	name, address, email, employee or student number, motor vehicle information, parking permit, financial information	one year

School of Social Work
Information Bank	Information Maintained	Retention
Applicants' files	name, email, address, educational history, test/grade results, correspondence, resume, personal statement, letters of reference, student number	one year, or if accepted and registers, indefinitely
Student academic records	name, email, address, student number, cumulative academic records, cumulative academic record, progression information, correspondence, adjudication and grades, practicum application, evaluations, records, release of information form	one year, or if accepted and registers, indefinitely

Student Affairs
Code of Conduct Complaint and Hearing Files	name, student number, email, address, correspondence, reports	dispose one year after graduation of student or one year after leaving
Code of Conduct Sanction	record of sanction is placed in student academic record	indefinitely
Residence Rules Appeals	name, student number, email, address, correspondence, reports	dispose two years after final term in residence
Personal counselling files	name, email, student number, address, correspondence, notes	minimum of ten years
Disability record files	name, email, student number, address, academic load information, correspondence, assessment, notes	minimum of ten years
Residence student database and paper files	name, email, student number, address, correspondence, emergency contact info	ten years for electronic database, one year after last term of residence for paper
Photo files of residence students	name,  student number	ten years
Residence student staff files	name, application, contract, student number, address, resume, letters of reference, emergency contact info	one year after last term of employment