Operations Management Records Group | Records Management and Privacy Office

Records Management and Privacy Office

Oct 2, 2020 10:15 am

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	OP3 300-31

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 email 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	OP4200-30 OP421-030

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 email 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	OP9200-4 0

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

Personal Information Banks

Administrative Records Group

Executive Records Group

Operational Management Records Group

Access to Information

Personal Information Banks

Fees

Research Protocols