Name | Planned Gifts |
Location | Gift Planning |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, financial history, planned gift commitments. |
Uses | To track planned gifts, such as charitable trusts or bequests that require special arrangements. |
Users | Office of Advancement staff |
Individuals in Bank | Donors. |
Retention Schedule | OP1200-31 |
Name | Stewardship |
Location | Stewardship and Benefactor Relations |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | --- |
Uses | --- |
Users | --- |
Individuals in Bank | --- |
Retention Schedule | OP1200-32 |
Name | Naming Recognition |
Location | Stewardship and Benefactor Relations |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | --- |
Uses | --- |
Users | --- |
Individuals in Bank | --- |
Retention Schedule | OP1200-33 |
Name | Advancement Volunteer Administration |
Location | Alumni Relations |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Details of volunteer role applicants including name, email address, phone number, relationship to Queen's, student number, staff number, Advance ID number, degree and year, mailing address, employer, job title and profession. |
Uses | Store applications to volunteer job roles. |
Users | Office of Advancement staff. |
Individuals in Bank | Alumni, students, and members of the public. |
Retention Schedule | OP1300-33 |
Name | Alumni Merchandise Store |
Location | Alumni Relations |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Details of customer and recipient including email, shipping address, billing address, names, phone numbers and e-receipt from bank including last four digits of purchasers credit card. |
Uses | Facilitate purchases, marketing, and order details for additional future purchases. |
Users | Alumni Relations staff. |
Individuals in Bank | Students, alumni, and members of the public. |
Retention Schedule | OP1300-41 |
Name | Event Registration System - Attendee Profile |
Location | Alumni Relations |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, email, date, payment confirmation. |
Uses | Run events and sales. |
Users | Departments and faculties hosting events. |
Individuals in Bank | Students, staff, alumni, and external guests. |
Retention Schedule | OP1300-43 |
Name | Advance Entity Files |
Location | Advancement Services |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, home address and phone number, home fax number, email address, date of birth, age, marital/family status, credit card number, education history, employment history, financial history, correspondence regarding donations/contacts with University, reports related to University campaigns/initiatives. |
Uses | To maintain a record of corporate and individual donors for use in fundraising and promotional purposes. |
Users | Office of Advancement staff. |
Individuals in Bank | Alumni, Students, Allied Professionals. |
Retention Schedule | OP1400-31 |
Name | Alumnus/Alumna/Donor Profile |
Location | Advancement Services. |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, sex, date of birth, telephone, email, parent's name and address, marital status, name of spouse, program and graduation information, student activities, further education, donations, gifts, employment status and description, education history, employment history, financial history, correspondence regarding donations/contacts with University. |
Uses | To maintain a record of alumni for contact and communications, fundraising, and social activities. |
Users | Advancement staff, senior university staff. |
Individuals in Bank | Alumni and donors. |
Retention Schedule | OP1400-32 |
Name | Gift Services |
Location | Gift Services. |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | --- |
Uses | --- |
Users | --- |
Individuals in Bank | --- |
Retention Schedule | OP1400-34 |
Name | Gift-In-Kind |
Location | Gift Services |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | --- |
Uses | --- |
Users | --- |
Individuals in Bank | --- |
Retention Schedule | OP1400-35 |
Name | Library Card Application Files |
Location | University Library |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, home address, telephone, email, student number, employee number. |
Uses | To enable use of library circulation and user services. |
Users | Library Staff. |
Individuals in Bank | Faculty, staff, students, alumni, and members of the public. |
Retention Schedule | OP2230-31 |
Name | Integrated Library System - Patron Data |
Location | University Library |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, home address, telephone, email, student number, employee number, circulation history, library fines, membership fees. |
Uses | To maintain records of library circulation and user services. |
Users | Library Staff. |
Individuals in Bank | Faculty, staff, students, alumni, and members of the public. |
Retention Schedule | OP2280-34 |
Name | Assistive / Adaptive Technology Support Services |
Location | Academic Services, University Library |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | --- |
Uses | --- |
Users | --- |
Individuals in Bank | --- |
Retention Schedule | OP2290-30 |
Name | Library and Research Assistance Files |
Location | Academic Services, University Library |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | --- |
Uses | --- |
Users | --- |
Individuals in Bank | --- |
Retention Schedule | OP2290-31 |
Name | Equipment Loan (Library) |
Location | Academic Services, University Library |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | --- |
Uses | --- |
Users | --- |
Individuals in Bank | --- |
Retention Schedule | OP2290-34 |
Name | Alternate Formats and Transcription Services |
Location | Academic Services, University Library |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | --- |
Uses | --- |
Users | --- |
Individuals in Bank | --- |
Retention Schedule | OP2290-35 |
Name | User Registration and User Database (Archives) |
Location | Queen's University Archives |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, home address, telephone and email, student number, research interests, registration cards, reprographic requests, credit card numbers. |
Uses | To maintain records of Archives users and to provide public services. |
Users | Archives staff. |
Individuals in Bank | Faculty, staff, students, alumni, and members of the public. |
Retention Schedule | OP2330-40 |
Name | Security Incident Files |
Location | Campus Security and Emergency Services |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, home address, telephone, email, student number, employee number, incident reports, physical descriptions. |
Uses | To maintain incident reports and issue security alerts on campus |
Users | Campus Security staff. |
Individuals in Bank | Individuals related to the incident. |
Retention Schedule | OP2400-30 |
Name | Security Incident Files - Sexual Assault |
Location | Campus Security and Emergency Services |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, home address, telephone, email, student number, employee number, incident reports, physical descriptions. |
Uses | To maintain incident reports and issue security alerts on campus. |
Users | Campus Security staff. |
Individuals in Bank | Individuals related to the incident. |
Retention Schedule | OP2400-31 |
Name | Facility Access Files |
Location | Campus Security and Emergency Services, Department/Unit |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name and contact details, building and office locations. |
Uses | To keep track of facility access by maintaining a log of access requests. |
Users | Campus Security. |
Individuals in Bank | Queen’s employees. |
Retention Schedule | OP2400-32 |
Name | Registered Employer of Private Investigators and Security Guard Files |
Location | Campus Security and Emergency Services |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Records consist of current employee list of private investigators and security guards and their licence numbers. |
Uses | Proof of certification for Queen's security staff. |
Users | Campus Security staff. |
Individuals in Bank | Queen's staff employed as private investigators or security guards. |
Retention Schedule | OP2400-34 |
Name | Human Rights Advisory Services |
Location | Human Rights Office. |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Names, employee ID, email, department, case information. |
Uses | Human rights advisory services files, human rights respondents’ advisor’s files and harassment/discrimination complaint board files. |
Users | Human Rights Office staff. |
Individuals in Bank | Staff, faculty, and students. |
Retention Schedule | OP3100-31 |
Name | Human Rights Respondents Advisor's Files |
Location | Human Rights Office. |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Names, employee ID, email, department, case information. |
Uses | Human rights advisory services files, human rights respondents’ advisor’s files and harassment/discrimination complaint board files. |
Users | Human Rights Office staff. |
Individuals in Bank | Staff, faculty, and students. |
Retention Schedule | OP3100-32 |
Name | Harassment/Discrimination Complaint Board Files |
Location | Office of the University Ombudsman. |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, student number, program/year, complaint and response documentation. |
Uses | To document Harassment/Discrimination Complaint Process. |
Users | Ombudsman Office staff. |
Individuals in Bank | Students, staff, faculty. |
Retention Schedule | OP3100-33 |
Name | Camps and Participant Waivers |
Location | Faculties, Departments |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name of children, contact details, parental information, academic information. |
Uses | Proof of parental permission to attend and participate in events. |
Users | Academic and Administrative Staff, Student Supervisors/Instructors. |
Individuals in Bank | High School & Public School Students. |
Retention Schedule | OP2790 |
Name | Conference and Hospitality Services |
Location | Physical Plant Services. |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, home address, home telephone, home email, employee number, credit card number. |
Uses | To maintain records of conference and event planning and delivery at the University. |
Users | Conference and Hospitality Services staff. |
Individuals in Bank | Faculty, staff, members of the public. |
Retention Schedule | OP2500 |
Name | Athletics and Fitness Programs |
Location | Athletics Centre. |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, address, student number, sports participation, general medical history, name of contact in case of emergency. |
Uses | Record student, staff, and other members’ participation in organized sports and fitness programs and notification in case of emergency. |
Users | Athletic Centre staff, physical education staff. |
Individuals in Bank | Students, staff and the public participating in organized sports and fitness programs. |
Retention Schedule | OP2700 |
Name | Office of the University Ombudsperson intake files |
Location | Office of the Ombudsperson |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Inquiries and responses |
Uses | Offer confidential and informal assistance to the Queen’s community in helping students, staff, faculty, parents, and alumni understand policies and procedures within the university. |
Users | Office of the Ombudsperson |
Individuals in Bank | Students, staff, faculty, parents, and alumni |
Retention Schedule | OP3300-31 |
Name | Photo AV Recording Release |
Location | Faculty Office |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, email address, telephone number, name of parent or guardian (if under 18). |
Uses | Documents permission given to reproduce images or audio and video recordings. |
Users | Marketing and Communications staff,faculty staff. |
Individuals in Bank | Students, faculty, staff, members of the public. |
Retention Schedule | --- |
Name | Basic Biographical Information (Student) |
Location | University Registrar |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, date of birth, address, student number, cumulative academic record, course withdrawal, medical information, achievements and awards, degree lists, official transcripts. |
Uses | To maintain a record of student academic and administrative history and progression through studies. |
Users | Faculty and Department staff. |
Individuals in Bank | Students. |
Retention Schedule | OP4100-31 |
Name | Other Biographical Information (Student) |
Location | University Registrar |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, date of birth, address, student number, cumulative academic record, course withdrawal, medical information, achievements and awards, degree lists, official transcripts. |
Uses | To maintain a record of student academic and administrative history and progression through studies. |
Users | Faculty and Department staff. |
Individuals in Bank | Students. |
Retention Schedule | OP4100-32 |
Name | Contact Information (Student) |
Location | University Registrar |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Admission information, student name, student number, address, phone number, email |
Uses | Contact student |
Users | Faculty and Department staff |
Individuals in Bank | Students |
Retention Schedule | OP4100-33 |
Name | Email Contact Information (Student) |
Location | Information Technology Services |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, home address, home telephone number, home e-mail address, student number, employee number, password, contracts or agreements, financial information. |
Uses | To maintain internet and intranet accounts for students, faculty and staff |
Users | Information Technology Services staff |
Individuals in Bank | Students, staff and faculty. |
Retention Schedule | OP4100-34 |
Name | Academic Record |
Location | University Registrar |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Enrollment information, transcripts, student name, student number, email |
Uses | Record of student enrollment/grades/progression |
Users | Faculty and Department staff |
Individuals in Bank | Students |
Retention Schedule | OP4100-35 |
Name | Academic Standings |
Location | University Registrar |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Student academic standing, student name, student number, email |
Uses | Academic progress. |
Users | Faculty and Department staff |
Individuals in Bank | Students |
Retention Schedule | OP4100-36 |
Name | Non-academic Indicators and Sanctions |
Location | University Registrar |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Letters/indicators in student system, student name, student number, email. |
Uses | Information regarding non-academic actions. |
Users | Faculty and Department staff. |
Individuals in Bank | Students. |
Retention Schedule | OP4100-37 |
Name | Student Grades |
Location | University Registrar |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Grades and grade changes for students, student name, student number, email. |
Uses | Academic progress. |
Users | Faculty and Department staff. |
Individuals in Bank | Students. |
Retention Schedule | OP4100-38 |
Name | Academic Progress |
Location | Faculty, Department or Academic Unit |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, student number, address, telephone, email, record of advising sessions. |
Uses | To assist students in making program, degree, and course choices. |
Users | Faculty, Department and Registrar staff. |
Individuals in Bank | Students. |
Retention Schedule | OP4200-30OP421-030 |
Name | Sanctioned Student Files |
Location | Faculty, Department or Academic Unit |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, home address, home telephone and fax numbers, email, date of birth, age, student number, transcripts, education history, employment history, individual's own personal opinions, opinions expressed about individual by another; information about disciplinary action. |
Uses | To maintain a record of students with which academic disciplinary action has been taken. |
Users | Faculties and Departments, Office of the University Registrar, unit-specific Registrar Offices. |
Individuals in Bank | Students under review for academic discipline. |
Retention Schedule | OP4200-31 |
Name | Student Registration |
Location | University Registrar |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, date of birth, address, student number, cumulative academic record, course registration and withdrawal, achievements and awards, degree lists, official transcripts. |
Uses | To maintain a record of student registration and academic history, to verify academic achievement and to provide the Ministry of Education and Training with statistical reports. |
Users | Registrar's staff, academic division/program/course staff. |
Individuals in Bank | Students. |
Retention Schedule | OP4400-31 |
Name | Student Card and Photo Identification |
Location | University Registrar. |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Student name/photo/student number/faculty. |
Uses | Entry into facilities/proof of affiliation/exams. |
Users | Students. |
Individuals in Bank | Students. |
Retention Schedule | OP4400-32 |
Name | Photo Identification Database |
Location | University Registrar. |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Student name/photo/student number/faculty. |
Uses | Entry into facilities/proof of affiliation/exams. |
Users | Students. |
Individuals in Bank | Students. |
Retention Schedule | OP4400-40 |
Name | Candidate Files (Successful) |
Location | Undergraduate Admission and Recruitment. |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, date of birth, citizenship, address, telephone, marital status, secondary school/prior educational history and transcripts, functional level test results, degree programs applied for, supplementary information, applications to transfer from other institutions, admissions committee deliberations and decisions, offers of admission, change of plan requests. |
Uses | To determine eligibility for admission; document the admissions process, and admit students to programs. |
Users | Registrar Staff, academic staff, and Undergraduate Chairs. |
Individuals in Bank | Applicants. |
Retention Schedule | OP4500-30 |
Name | Candidate Files (Unsuccessful) |
Location | Undergraduate Admission and Recruitment |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, date of birth, citizenship, address, telephone, marital status, secondary school/prior educational history and transcripts, functional level test results, degree programs applied for, supplementary information, applications to transfer from other institutions, admissions committee deliberations and decisions, offers of admission, change of plan requests. |
Uses | To determine eligibility for admission; document the admissions process, and admit students to programs. |
Users | Registrar Staff, academic staff, and Undergraduate Chairs. |
Individuals in Bank | Applicants. |
Retention Schedule | OP4500-31 |
Name | Student Accounts Receivable Database |
Location | University Registrar. |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Records of tuition and incidental fees paid and reimbursed, and records of balances owing for residence fees, library fees, and other fees, reports to collection agencies. |
Uses | To manage student financial accounts with the University. |
Users | Office of the University Registrar, Financial Services and other units. |
Individuals in Bank | Students. |
Retention Schedule | OP4600-30 |
Name | Student Fee Assessment |
Location | University Registrar. |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Fees assessed, student name, student number, email. |
Uses | Charge students for tuition & fees. |
Users | Department staff/students. |
Individuals in Bank | Students. |
Retention Schedule | OP4600-31 |
Name | Alternate Payment Arrangement |
Location | University Registrar |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | APA agreements/actions, student name, student number, email. |
Uses | Ensure accounts are paid. |
Users | Department staff/students. |
Individuals in Bank | Students. |
Retention Schedule | OP4600-32 |
Name | Debit Memo |
Location | University Registrar |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Returned bank payments, student name, student number, email. |
Uses | Record of NSF from student payments. |
Users | Department staff/students. |
Individuals in Bank | Students. |
Retention Schedule | OP4600-34 |
Name | Tax Certificate Data (Student) |
Location | University Registrar |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Tuition Paid/Attendance/specified activity fees/year. |
Uses | Students use to file income taxes. |
Users | Students. |
Individuals in Bank | Students. |
Retention Schedule | OP4600-35 |
Name | Student Fee Waiver Process |
Location | Office of the Provost |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Tuition Paid/Attendance/specified activity fees/year. |
Uses | Students use to file income taxes. |
Users | Students. |
Individuals in Bank | Students. |
Retention Schedule | OP4600-36 |
Name | Renewable Scholarships and Bursaries Files (Successful Applicants) |
Location | University Registrar |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, address, date of birth, student number, course/program information, scholarship/award criteria, evaluations, budget documentation, tax certificates. |
Uses | To determine eligibility for scholarships, bursaries, fellowships, or awards, award donor information. |
Users | Aid Office staff, Registrar's staff, academic/program staff, sponsor. |
Individuals in Bank | Students applying, nominated for or receiving award/scholarship. |
Retention Schedule | OP4700-30 |
Name | Non-Renewable Scholarships and Bursaries Files (Successful Applicants) |
Location | University Registrar |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, address, date of birth, student number, course/program information, scholarship/award criteria, evaluations, budget documentation, tax certificates. |
Uses | To determine eligibility for scholarships, bursaries, fellowships, or awards, award donor information. |
Users | Aid Office staff, Registrar's staff, academic/program staff, sponsor. |
Individuals in Bank | Students applying, nominated for or receiving award/scholarship. |
Retention Schedule | OP4700-31 |
Name | Scholarships and Bursaries Files (Unsuccessful Applicants) |
Location | University Registrar |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, address, date of birth, student number, course/program information, scholarship/award criteria, evaluations, budget documentation, tax certificates. |
Uses | To determine eligibility for scholarships, bursaries, fellowships, or awards, award donor information. |
Users | Aid Office staff, Registrar's staff, academic/program staff, sponsor. |
Individuals in Bank | Students applying, nominated for or receiving award/scholarship. |
Retention Schedule | OP4700-32 |
Name | Ontario Student Loan Files |
Location | University Registrar |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, Social Insurance Number, address, age, sex, marital status, residency status, education, employment history, income and assets of applicant, parents, sponsors, spouse, budget documentation, tax certificates. |
Uses | To determine eligibility for the Ontario Study Grant Plan, the Canada Student Loans Plan, the Ontario Student Loans Plan, and any other governmental loans, and to assess funding amounts. Includes the Line of Credit Program. Includes emergency loan applications and funds dispersal. |
Users | Financial Aid Office staff, the Ministry of Education and Training, partner banking institutions. |
Individuals in Bank | Students seeking financial assistance. |
Retention Schedule | OP4810-30 |
Name | Out-of-Province Student Loan Files |
Location | University Registrar |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, Social Insurance Number, address, age, sex, marital status, residency status, education, employment history, income and assets of applicant, parents, sponsors, spouse, budget documentation, tax certificates. |
Uses | To determine eligibility for the Ontario Study Grant Plan, the Canada Student Loans Plan, the Ontario Student Loans Plan, and any other governmental loans, and to assess funding amounts. Includes the Line of Credit Program. Includes emergency loan applications and funds dispersal. |
Users | Financial Aid Office staff, the Ministry of Education and Training, partner banking institutions. |
Individuals in Bank | Students seeking financial assistance. |
Retention Schedule | OP4810-31 |
Name | Federal Family Education Loan Program Student Loan Files |
Location | University Registrar |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, Social Insurance Number, address, age, sex, marital status, residency status, education, employment history, income and assets of applicant, parents, sponsors, spouse, budget documentation, tax certificates. |
Uses | To determine eligibility for the Ontario Study Grant Plan, the Canada Student Loans Plan, the Ontario Student Loans Plan, and any other governmental loans, and to assess funding amounts. Includes the Line of Credit Program. Includes emergency loan applications and funds dispersal. |
Users | Financial Aid Office staff, the Ministry of Education and Training, partner banking institutions. |
Individuals in Bank | Students seeking financial assistance. |
Retention Schedule | OP4810-32 |
Name | Student Line of Credit Files (Successful Applicants) |
Location | University Registrar |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, Social Insurance Number, address, age, sex, marital status, residency status, education, employment history, income and assets of applicant, parents, sponsors, spouse, budget documentation, tax certificates. |
Uses | To determine eligibility for the Ontario Study Grant Plan, the Canada Student Loans Plan, the Ontario Student Loans Plan, and any other governmental loans, and to assess funding amounts. Includes the Line of Credit Program. Includes emergency loan applications and funds dispersal. |
Users | Financial Aid Office staff, the Ministry of Education and Training, partner banking institutions. |
Individuals in Bank | Students seeking financial assistance. |
Retention Schedule | OP4820-30 |
Name | Student Line of Credit Files (Unsuccessful Applicants) |
Location | University Registrar |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, Social Insurance Number, address, age, sex, marital status, residency status, education, employment history, income and assets of applicant, parents, sponsors, spouse, budget documentation, tax certificates. |
Uses | To determine eligibility for the Ontario Study Grant Plan, the Canada Student Loans Plan, the Ontario Student Loans Plan, and any other governmental loans, and to assess funding amounts. Includes the Line of Credit Program. Includes emergency loan applications and funds dispersal. |
Users | Financial Aid Office staff, the Ministry of Education and Training, partner banking institutions. |
Individuals in Bank | Students seeking financial assistance. |
Retention Schedule | OP4820-31 |
Name | Queen's Short-Term Loan Files |
Location | University Registrar |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, Social Insurance Number, address, age, sex, marital status, residency status, education, employment history, income and assets of applicant, parents, sponsors, spouse, budget documentation, tax certificates. |
Uses | To determine eligibility for the Ontario Study Grant Plan, the Canada Student Loans Plan, the Ontario Student Loans Plan, and any other governmental loans, and to assess funding amounts. Includes the Line of Credit Program. Includes emergency loan applications and funds dispersal. |
Users | Financial Aid Office staff, the Ministry of Education and Training, partner banking institutions. |
Individuals in Bank | Students seeking financial assistance. |
Retention Schedule | OP4830-30 |
Name | Queen's University General Loan Program Files |
Location | University Registrar |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, Social Insurance Number, address, age, sex, marital status, residency status, education, employment history, income and assets of applicant, parents, sponsors, spouse, budget documentation, tax certificates. |
Uses | To determine eligibility for the Ontario Study Grant Plan, the Canada Student Loans Plan, the Ontario Student Loans Plan, and any other governmental loans, and to assess funding amounts. Includes the Line of Credit Program. Includes emergency loan applications and funds dispersal. |
Users | Financial Aid Office staff, the Ministry of Education and Training, partner banking institutions. |
Individuals in Bank | Students seeking financial assistance. |
Retention Schedule | OP4830-31 |
Name | Default Queen's University Student Loan File |
Location | University Registrar |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, Social Insurance Number, address, age, sex, marital status, residency status, education, employment history, income and assets of applicant, parents, sponsors, spouse, budget documentation, tax certificates. |
Uses | To determine eligibility for the Ontario Study Grant Plan, the Canada Student Loans Plan, the Ontario Student Loans Plan, and any other governmental loans, and to assess funding amounts. Includes the Line of Credit Program. Includes emergency loan applications and funds dispersal. |
Users | Financial Aid Office staff, the Ministry of Education and Training, partner banking institutions. |
Individuals in Bank | Students seeking financial assistance. |
Retention Schedule | OP4830-32 |
Name | Graduate Student Files |
Location | School of Graduate Studies |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Application to graduate studies, copies of all correspondence from SGS to student, copies of course enrolment forms, copies of change of status forms. |
Uses | To maintain a file of student academic and administrative history. |
Users | SGS staff. |
Individuals in Bank | Students enrolled in graduate studies at Queen's University. |
Retention Schedule | OP4910-30 |
Name | Applications to Graduate Programs |
Location | School of Graduate Studies |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, address, date of birth, gender, residency status, education history, employment history, Queen's student number if applicable, Indigenous self-identification information, research interests, financial information, name and contact information for referees . |
Uses | To evaluate applicants for admission to graduate studies at Queen's University. |
Users | SGS staff, Graduate Departmental/Program personnel. |
Individuals in Bank | Applicants for admission to graduate studies at Queen's University. |
Retention Schedule | OP4912-30 |
Name | Departmental Admissions Files (Graduate Student) |
Location | Faculty, Department or Academic Unit |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, address, date of birth, gender, residency status, education history, employment history, Queen's student number if applicable, Indigenous self-identification information, research interests, financial information, name and contact information for referees . |
Uses | To evaluate applicants for admission to graduate studies at Queen's University. |
Users | Graduate Departmental/Program personnel. |
Individuals in Bank | Students seeking financial assistance. |
Retention Schedule | OP4912-31 |
Name | Administration of Application for External Awards |
Location | School of Graduate Studies |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Information as required on the application, which normally includes name, address, date of birth, gender, residency status, education history, employment history,Indigenous self-identification information, research interests, financial information, name and contact information for referees. |
Uses | To evaluate students for eligibility for external awards; to submit materials to external agencies for award competitions. |
Users | Students, SGS staff, Graduate Departmental/Program personnel, personnel at external agency. |
Individuals in Bank | Students applying for external awards. |
Retention Schedule | OP4914-30 |
Name | Departmental Internal Awards |
Location | Faculty, Department or Academic Unit and School of Graduate Studies |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Information as required on the application, which normally includes name, address, date of birth, gender, residency status, education history, employment history,Indigenous self-identification information, research interests, financial information, name and contact information for referees. |
Uses | To evaluate students for eligibility for departmental and internal awards. |
Users | Students, SGS staff, Graduate Departmental/Program personnel, members of SGS Award subcommittees who adjudicate the competition(s). . |
Individuals in Bank | Students applying for or nominated for departmental and internal awards. |
Retention Schedule | OP4914-31 |
Name | Annual Evaluation of Graduate Students (Progress Reports) |
Location | School of Graduate Studies |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, home address, home telephone number, student number, transcripts, education history, resumes, reference letters, performance appraisals, graduate supervision and advisory records. |
Uses | To assess student progress in graduate programs and other specific programs. |
Users | Faculty members and supervisors. |
Individuals in Bank | Students. |
Retention Schedule | OP4915-31 |
Name | Thesis Examination Committee |
Location | School of Graduate Studies |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Student name, student number, email, date, time and place of oral thesis examination, names and contact information of all members of oral thesis examination. |
Uses | To schedule the student's oral thesis examination. |
Users | SGS staff, Graduate Departmental/Program personnel. |
Individuals in Bank | Students who have an oral thesis examination and the faculty members involved. |
Retention Schedule | OP4916-10 |
Name | Departmental Graduate Student Record |
Location | Faculty, Department or Academic Unit |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, address, date of birth, gender, residency status, education history, employment history, Queen's student number if applicable, Indigenous self-identification information, research interests, financial information, name and contact information for referees. |
Uses | To evaluate applicants for admission to graduate studies at Queen's University. |
Users | Financial Aid Office staff, the Ministry of Education and Training, partner banking institutions. |
Individuals in Bank | Applicants for admission to graduate studies at Queen's University. |
Retention Schedule | OP4919-30 |
Name | Law Professional Degree Student Files |
Location | Faculty of Law |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Admissions data as required on the application, including name, address, date of birth, gender, residency status, education history (transcripts), employment history, personal statement, reference letters including name and contact information, additional misc documents to support application (proof of Indigenous heritage, disability accommodation etc); student records data which could include photo release forms, reference request forms, consent to release personal information form, academic integrity issues, academic standings and policies decisions; misc correspondence. |
Uses | To evaluate applicants for admission to law school at Queen's University & if admitted, becomes their permanent file at the law school. |
Users | Queen's Law admissions & student services staff. |
Individuals in Bank | Applicants for admission and students. |
Retention Schedule | OP4950-30 |
Name | Medical Resident's Files |
Location | Post-Graduate Medical Education |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, address, date of birth, student number, citizenship status, licensing credentials, medical degree information, emergency contact information, program status, gender, confirmation registration fees paid. |
Uses | To track resident registration status. |
Users | Postgraduate Medical Education staff for verification requests, and registration status confirmation. |
Individuals in Bank | Current, incoming and graduated residents. |
Retention Schedule | OP4970-30 |
Name | Post-Graduate Medical Resident Application Files (Unsuccessful Candidates) |
Location | Post-Graduate Medical Education |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | CaRMS application summary including CV, name, address, phone number, email address, examination results and assessments, medical student performance record. |
Uses | Held for one year for reference. |
Users | Postgraduate Medical Education staff. |
Individuals in Bank | Unsuccessful residency applicants. |
Retention Schedule | OP4970-31 |
Name | Clinical / Research Fellow Files |
Location | Post-Graduate Medical Education |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, address, date of birth, student number, citizenship status, licensing credentials, medical degree information, emergency contact information, program status, gender, confirmation registration fess paid. |
Uses | To track resident registration status. |
Users | Postgraduate Medical Education staff for verification requests, and registration status confirmation. |
Individuals in Bank | Current, incoming and graduated clinical / research fellows. |
Retention Schedule | OP4970-32 |
Name | Elective Trainees' Files |
Location | Post-Graduate Medical Education |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, address, date of birth, student number, citizenship status, licensing credentials, medical degree information, emergency contact information, program status, gender, confirmation registration fess paid. |
Uses | To track resident registration status. |
Users | Postgraduate Medical Education staff for verification requests, and registration status confirmation. |
Individuals in Bank | Current, incoming and graduated clinical / research fellows. |
Retention Schedule | OP4970-33 |
Name | Student Practicum Placement Files |
Location | Faculty Office |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, address, phone number, date of birth, student number, gender, email addresses, program, board and secondary school from which graduated, electronic permission for photo/video release, and electronic permission for collection of work for accreditation review purposes; choices of Ontario district school boards for practicum, brief background description of hobbies/interest and academic background |
Uses | To record candidate placement information, identifying geographic areas for practicum and background information for principals and teachers to whom candidates are placed. |
Users | Practicum Office staff, associate teachers, principals, faculty liaisons |
Individuals in Bank | Current academic and previous academic year B.Ed./Dip.Ed. candidates (4-term program that overlaps each summer term), and Undergraduate Concurrent Education candidates (Years 1-5) |
Retention Schedule | OP4981-30 |
Name | Practicum Registration |
Location | Faculty Office |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, address, phone number, date of birth, student number, gender, email addresses, program, board and secondary school from which graduated, electronic permission for photo/video release, and electronic permission for collection of work for accreditation review purposes; choices of Ontario district school boards for practicum, brief background description of hobbies/interest and academic background |
Uses | To obtain practicum preference information from incoming B.Ed./Dip.Ed. Candidates |
Users | Practicum Office staff |
Individuals in Bank | Faculty Liaisons |
Retention Schedule | OP4981-32 |
Name | Faculty Liaison Files |
Location | Faculty Office |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Faculty Liaison Names, section, course weight |
Uses | Scheduling PROF 410 and 411 sections based on collective agreement for course |
Users | Practicum Office staff |
Individuals in Bank | Faculty Liaisons |
Retention Schedule | OP4982-30 |
Name | Teacher Candidate Assessment Files |
Location | Faculty Office |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | all practicum assessments |
Uses | Candidate placement outcomes and practicum grade submissions (multiple practicum courses) |
Users | Practicum Office staff, Faculty Liaisons |
Individuals in Bank | All B.Ed./Dip.Ed. and Undergraduate Concurrent Education candidates for 5 years upon successful graduation of B.Ed./Dip.Ed. program |
Retention Schedule | OP4982-31 |
Name | Associate Teacher Honoraria Files |
Location | Faculty Office |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Payee, School, Board, Amount |
Uses | Retrieval of honoraria payment information |
Users | Practicum Office staff |
Individuals in Bank | Associate Teachers who have mentored candidates |
Retention Schedule | OP4982-32 |
Name | Student Alternative Placement Files |
Location | Faculty Office |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, address, age, sex, placement assessments and reviews. |
Uses | To record student progress and outcomes in educational placements. |
Users | Faculty staff |
Individuals in Bank | Students completing educational placements |
Retention Schedule | OP4983-30 |
Name | Qualifying Teacher Files |
Location | Faculty Office |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | --- |
Uses | --- |
Users | --- |
Individuals in Bank | --- |
Retention Schedule | OP4986-32 |
Name | Teacher/Teacher Candidate Career Placement Files |
Location | Faculty Office |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | --- |
Uses | --- |
Users | --- |
Individuals in Bank | --- |
Retention Schedule | OP4987-31 |
Name | Events Registration and Materials Submissions |
Location | Faculty Office |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, Email, Date, Payment Confirmation. |
Uses | Run events and sales. |
Users | Departments and faculties hosting events |
Individuals in Bank | Students, staff, and external guests. |
Retention Schedule | OP4988-31 |
Name | Continuing Teacher Education Program, Student Files |
Location | Faculty Office |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Student name, oct number, address, phone number, email. |
Uses | Admissions and OCT recommendations. |
Users | CTE department |
Individuals in Bank | Students. |
Retention Schedule | OP4989-30 |
Name | Student Financial Advising |
Location | Office of the University Registrar, unit-specific Registrars |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, student number, address, telephone, email, record of advising sessions, budget records. |
Uses | To assist students in determining financial aid options and available programs. |
Users | Office of the University Registrar staff and unit-specific Registrar staff. |
Individuals in Bank | Students. |
Retention Schedule | OP5200-40 |
Name | Departure from Academic Integrity Cases Level I |
Location | Faculty or School Office |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, student number, address, telephone, email, evidence gathered of a possible departure from academic integrity, sanction and/or remedy documentation, appeal documentation. |
Uses | To resolve a possible departure from academic integrity. |
Users | Faculty or School Office staff |
Individuals in Bank | Students. |
Retention Schedule | OP5600-30 |
Name | Departure from Academic Integrity Cases Level II |
Location | Faculty or School Office |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, student number, address, telephone, email, evidence gathered of a possible departure from academic integrity, sanction and/or remedy documentation, appeal documentation. |
Uses | To resolve a possible departure from academic integrity. |
Users | Faculty or School Office staff |
Individuals in Bank | Students. |
Retention Schedule | OP5600-31 |
Name | Departure from Academic Integrity Cases do not proceed/dismissed |
Location | Faculty or School Office |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, student number, address, telephone, email, evidence gathered of a possible departure from academic integrity, sanction and/or remedy documentation, appeal documentation. |
Uses | To resolve a possible departure from academic integrity. |
Users | Faculty or School Office staff |
Individuals in Bank | Students. |
Retention Schedule | OP5600-32 |
Name | Student Non-Academic Discipline |
Location | University Secretariat, Faculties, Departments, Alma Mater Society, Residence Office |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, home address, home telephone and fax numbers, home e-mail address, date of birth, age, gender, marital/family status, student number, transcripts, education history, employment history, individual's own personal opinions, opinions expressed about individual by another; information about disciplinary action. |
Uses | To maintain a record of students with which non-academic disciplinary action has been taken. |
Users | Faculties and Departments. |
Individuals in Bank | Students under review for non-academic discipline. |
Retention Schedule | OP5700 |
Name | Student Grievances and Appeals |
Location | Secretariat, Faculty Boards, University Rector, Alma Mater Society, Coordinator of Dispute Resolution Mechanisms |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, student number, program/year, appeal and grievance documentation. |
Uses | To document student appeal process. |
Users | Senior staff, University Rector, Coordinator of Dispute Resolution Mechanisms, Alma Mater Society representatives. |
Individuals in Bank | Students with appeals and/or grievances. |
Retention Schedule | OP5700 |
Name | Final Degree List |
Location | University Registrar |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Graduation information, student name, email, student number. |
Uses | Determine if a student is eligible to graduate. |
Users | Department and Faculty Staff. |
Individuals in Bank | Students. |
Retention Schedule | OP5800-31 |
Name | Career Services |
Location | Office of Career Services |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, address, student number, resumes, application documents, vocational assessments. |
Uses | Records documenting student participation in internship programs, on campus recruitment, registration for workshops, counselling appointments, attendance at CS coordinated events. Also used to assist students in finding internship opportunities, and exploring career goals and options. |
Users | Career Services Staff and Faculty partners. |
Individuals in Bank | Students. |
Retention Schedule | OP7100 |
Name | Student Patient / Client Files |
Location | Student Wellness Services |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, address, telephone, OHIP number, record of physical examination, medical history, chest x-ray and immunization record (for health sciences students). |
Uses | To maintain records of student health records |
Users | Health, Counselling and Disability Services staff |
Individuals in Bank | Students enrolled in health sciences programs, employees and students using health centre services |
Retention Schedule | OP6900-31 |
Name | Appointment Scheduling System |
Location | Student Wellness Services |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, address, telephone, OHIP number, email, DOB, permanent home address, emergency contact information, complete medical record including but not limited to: lab work, appointment history, medication history, chest x-ray , immunization record, appeal letters, self-report inventories, counselling notes, progress notes, emails to and from SWS |
Uses | To maintain records of student health and counselling records |
Users | Administrative staff, physicians, counsellors, nurses |
Individuals in Bank | Primarily students, occasionally spouses, occasionally staff |
Retention Schedule | OP6900-40 |
Name | Physician Basic Information |
Location | Student Wellness Services |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Signed contract & governance agreement, void cheque and new employee form, address, telephone, email, confidentiality agreement, CV, references, CPIC, CMPA proof of insurance, CPSO certificate of good standing, emergency contact information, college complaints (if any) |
Uses | Maintain record of SWS physicians |
Users | Administrative staff |
Individuals in Bank | Physicians and specialists both current and departed |
Retention Schedule | OP6900-41 |
Name | Ban Righ Centre User Database |
Location | Ban Righ Centre |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Records consist of information of current student users and non-student users Information collected includes name, Queen's email address, other email address, phone number, student number (if available), education information, demographic information, and number of children. |
Uses | To facilitate the operations of the centre |
Users | Ban Righ Centre staff |
Individuals in Bank | Student and non-student users |
Retention Schedule | OP6950-31 |
Name | Administration of Financial Assistance Programs - Ban Righ Centre |
Location | Ban Righ Centre |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Records consist of application forms, interview notes and other supporting documents. |
Uses | Used for Spring Awards, emergency bursaries, and professional development funding. |
Users | Ban Righ Centre staff |
Individuals in Bank | Students |
Retention Schedule | OP6950-32 |
Name | Inspiring Women Awards |
Location | Ban Righ Centre |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Nomination packages. |
Uses | To facilitate issuing the Inspiring Women Awards |
Users | Ban Righ Centre staff |
Individuals in Bank | Students |
Retention Schedule | OP6950-33 |
Name | Student Advising Files |
Location | Office of the Rector |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Confidential advising files, including session notes, referrals, recommendations. |
Uses | To facilitate counseling for students by the Rector |
Users | University Rector |
Individuals in Bank | Students |
Retention Schedule | OP7400-31 |
Name | International Student Advisory Services Files |
Location | International Centre |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | --- |
Uses | --- |
Users | --- |
Individuals in Bank | --- |
Retention Schedule | OP7600-31 |
Name | Emergency Support Program Files |
Location | International Centre |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | --- |
Uses | --- |
Users | --- |
Individuals in Bank | --- |
Retention Schedule | OP7600-33 |
Name | Student/Staff Incident Abroad Files |
Location | International Centre |
Legal Authority | --- |
Information Maintained | --- |
Uses | --- |
Users | --- |
Individuals in Bank | --- |
Retention Schedule | OP7600-34 |
Name | University Health Insurance Plan Files |
Location | International Centre |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Records related to health insurance needs, incl: Name, student number, UHIP member ID's, record of coverage period, dependent information, gender, date of birth. |
Uses | To manage the UHIP policy and administration of the plan with the insurer, local clinics/hospitals. |
Users | International Centre staff |
Individuals in Bank | International students, returning Canadians, new permanent residents, and dependants |
Retention Schedule | OP7600-36 |
Name | University Health Insurance Plan Data |
Location | International Centre |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Records related to health insurance needs, incl: Name, student number, UHIP member ID's, record of coverage period, dependent information, gender, date of birth. |
Uses | To reconcile enrolments and coverage with fees. |
Users | International Centre staff. |
Individuals in Bank | International students, returning Canadians, new permanent residents, and dependants. |
Retention Schedule | OP7600-37 |
Name | International Educator Training Program Administration |
Location | International Centre |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | --- |
Uses | --- |
Users | --- |
Individuals in Bank | --- |
Retention Schedule | OP7600-38 |
Name | Education Abroad Advisory Service |
Location | International Centre |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | --- |
Uses | --- |
Users | --- |
Individuals in Bank | --- |
Retention Schedule | OP7600-39 |
Name | Legal Aid Client Files |
Location | International Centre |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, address, telephone number, email address, medical information, intake notes, case information sheet, copy of the retainer and opening letter, memos, opinion letter, correspondence, photos, disclosure, claims, closing letter and other documents related to the case. |
Uses | To document legal advice and assistance provided to clients of Queen’s Law Clinics |
Users | Law students, Senior Review Counsel, Clinic Directors and Review Counsel |
Individuals in Bank | Members of the public, including individual and organizational clients of QLC, QLC employees/volunteers, and affiliated professionals. |
Retention Schedule | OP7700-30 |
Name | Student Residence and Housing |
Location | Residence Office, Student Apartment and Housing Office |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, address, email, telephone, questionnaires, parent/guardian, and next of kin contacts, housing contracts, incident reports, records of non-academic discipline. |
Uses | To maintain record of students applying and staying in residence and records of students using the apartment and housing services |
Users | Residence staff, Student Apartment and Housing staff, collection agencies |
Individuals in Bank | Students in residence and students in apartments and housing owned by the University. |
Retention Schedule | OP6700 |
Name | Marriage Register |
Location | Office of the Chaplain |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Names and addresses of individuals married as well as witnesses at ceremony |
Uses | To maintain a record of marriages performed by Chaplain |
Users | University Chaplain |
Individuals in Bank | Members of public |
Retention Schedule | OP7300 |
Name | Chaplaincy Services |
Location | Office of the Chaplain |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, student number, address, telephone, email, counselling records |
Uses | To counsel students on personal matters |
Users | University Chaplain |
Individuals in Bank | Students |
Retention Schedule | OP7300-31 |
Name | Administration of QUIC Training |
Location | International Centre |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | --- |
Uses | --- |
Users | --- |
Individuals in Bank | --- |
Retention Schedule | OP7600-41 |
Name | QUIC Staff Training |
Location | International Centre |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | --- |
Uses | --- |
Users | --- |
Individuals in Bank | --- |
Retention Schedule | OP7600-41 |
Name | Research Integrity Complaint Files |
Location | Office of the Vice-Principal (Research) |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | --- |
Uses | --- |
Users | --- |
Individuals in Bank | --- |
Retention Schedule | OP8650-31 |
Name | Research Integrity Files |
Location | Office of the Vice-Principal (Research) |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | --- |
Uses | --- |
Users | --- |
Individuals in Bank | --- |
Retention Schedule | OP8650-32 |
Name | Gradebooks |
Location | Originating Academic Unit |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Student name, student number. |
Uses | Grading coursework. |
Users | Instructors, faculty and department staff. |
Individuals in Bank | Students. |
Retention Schedule | OP9200-33 |
Name | Class Lists |
Location | Originating Academic Unit |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Student name, student number, profile photo, contact information. |
Uses | Administering and delivering academic courses. |
Users | Instructors, faculty and department staff. |
Individuals in Bank | Students. |
Retention Schedule | OP9200-34 |
Name | Communications |
Location | Originating Academic Unit |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Email, chat messages and other communications with students. |
Uses | Communicating with students about the course. |
Users | Instructors, faculty and department staff. |
Individuals in Bank | Students. |
Retention Schedule | OP9200-36 |
Name | Learning Management System User Profiles |
Location | Centre for Teaching and Learning |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Student name, profile picture, contact information, student ID. |
Uses | Administering and delivering academic courses. |
Users | Instructors, faculty and department staff. |
Individuals in Bank | Students. |
Retention Schedule | OP9200-40 |
Name | Student Assessment of Teaching |
Location | University Registrar |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Name, opinions and assessments of instructors. |
Uses | To maintain records on instructor and course evaluations. |
Users | Instructors, faculties and departments. |
Individuals in Bank | Faculty, and other teaching staff. |
Retention Schedule | OP9500-30 |
Name | Exam Planning and Timetable Files |
Location | University Registrar |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Student name, number, email, course/program information. Instructor name, email and phone numbers (office and personal). |
Uses | To be able to schedule student exams conflict-free. |
Users | Exams Administration Team, Students, Faculty, Staff. |
Individuals in Bank | Students, faculty. |
Retention Schedule | OP9800-30 |
Name | Exam Conflict / Special Arrangements Files |
Location | University Registrar |
Legal Authority | Queen’s Royal Charter of 1841, as amended |
Information Maintained | Student name, number, email, course/program information and accommodation requirements, instructor name and associated courses. |
Uses | Scheduling exams, fulfilling accommodation requests. |
Users | Students, Instructors, Exams Administration Team. |
Individuals in Bank | Students, faculty. |
Retention Schedule | OP9800-31 |