> SGS Home Page > Administrative Support > Graduate Student Records
Graduate Student Records
Best Practices
SGS Memorandum: Best Practices for Managing Graduate Student Records Records Retention and Destruction (February 8, 2012)
The creation and maintenance of student records are essential to document the student’s academic progress, manage the relationship between the student and the University, and provide support to the student after they leave the University. As a resource to graduate administrators, view the Best Practices for Managing Graduate Student Records, which includes:
- Why maintain graduate student records?
- What laws and policies apply to graduate student records?
- Where and how should graduate student records be stored?
- How should graduate student records be filed?
- What do I do with the records of graduate students who graduate, withdraw, or fail to show?
- How long should graduate student records be kept?
- How should graduate records be transferred to the University Archives?
- How should graduate records be destroyed?
Retention Schedules
Records retention schedules are a vital component of any records management programme. Records schedules specify required retention periods and final dispositions of records series.
In collaboration with the School of Graduate Studies and the University of Toronto Archives and Records Management Services, the University of Toronto Graduate Student Records File Retention Schedules were approved to assist graduate units in maintaining student records.
For ease of reference, the Records Retention Schedules are listed below and are located in the Student Services and ROSI Manual, Section 11.4:
In collaboration with the School of Graduate Studies and the University of Toronto Archives and Records Management Services, the University of Toronto Graduate Student Records File Retention Schedules were approved to assist graduate units in maintaining student records.
For ease of reference, the Records Retention Schedules are listed below and are located in the Student Services and ROSI Manual, Section 11.4:
- Schedule # 56-0003 (Graduate Student Records: admissions, registration/enrolment, personal, graduation documents)
- Schedule # 56-0004 (Graduate Student Records: other student information, documents not part of the student file)
- Schedule # 56-0005 (Postdoctoral Fellows Records: SGS Postdoctoral Office, other graduate unit documents)
- Schedule # 56-0006 (Graduate Student Records: SGS Graduate Awards Office) - pending approval
Contact
The University of Toronto Archives and Records Management Services provides advice, guidance and training on records management. Information for University Administrators contains a wide range of records management tools for University administrators.
If you cannot find the advice you need through the above resources, please contact U of T Records Archivist Loryl MacDonald or your SGS Student Services Officer.