Program Counsellor's Student File Checklist

A Student File may contain:

  • Transcripts and program evaluations; Interview notes; Correspondence (printed email, mail or faxes)
    • If printing email, include attachments and all routing/header information (date, from, subject, IP path etc.) in order to document the email's legitimacy.
  • Forms such as:
    • Add/drop; Change of course; Course requests; Course selection and grade submission form; Course waiver requests; Exchange; Instructor recommendations; Notice of withdrawals; Request for academic consideration; Schedule of studies change request
  • ​Supporting documentation related to:
    • ​Clinical assessments; Confirmation of enrolment/graduation letters; Contact summary/ log sheet; Criminal conviction details; Death notices/obituaries; Medical/ psychological documentation; Ontario Secondary School Teachers Federation (OSSTF) letters; Pastoral/religious needs; Police/accident reports; Qualifications Evaluation Council of Ontario (QECO) letters; References; Special examination arrangements; Special needs, disability or health concerns; Specific action for failing; Student complaints, e.g. over unfair treatment; Support details written by student or third-party at student’s request; Transcripts from other institutions (official or unofficial)

The following information should be excluded from Student Files:

  • Information that is more readily accessible through Colleague or the shared directory
  • Redundant or duplicate information (i.e. draft copies of documentation, multiple copies of email correspondence)
  • Form letters that contain nothing specific to the student
  • Personal information of another student (FIPPA)
  • Personal information that would in any way be considered hearsay, gossip, or speculation (FIPPA)
  • Information that is not relevant for Program Counselling purposes (FIPPA)
  • Outdated and incorrect information (FIPPA)
  • Program evaluations may be exceptions to the “outdated” rule
  • Illegible notes

Student files should be kept in reverse chronological order (i.e. most recent on top). The records should be retained for seven years. Offices need to log when records are disposed (contact Records Coordinator for details).