Homestay Case Files

UCLASS Primary: ST300 – International Student Programs and Services

Retention Rule Number: Specific Retention Rule 2014.05

Function/Activity: To document the application, assessment, and evaluation of host families for Continuing Education’s student homestay program.

Description/Type of Records: Host family applications, suitability assessments, evaluations and copies of contracts.

Retention Rules

Office of Primary Responsibility (OPR) Retention Disposition
Program Office, Continuing Education 12 years after the last homestay with a host family, or in the case of minors for 12 years after they reach the age of majority. Confidential shred or deletion
Access to this series shall be limited to those with the authority for the following purposes:
  1. File and/or case management.
  2. Legal review.
Freedom of Information and Protection of Privacy Act, s.34(b).
Limitations Act, RSA 2000, Chapter L-12,s.3(1) , s.5.1(2).

Records Management Instructions
Offices of Primary Responsibility (OPR):

For ease of administering the disposition of these records:
Files which include clients who are minors will be filed at the end of the series with the minor’s date of birth clearly noted.

Approval Information:

  • Alvina Mountenay, Business Operations Manager, Continuing Education
  • Jo-Ann Munn Gafuik, Senior Officer, Policy and FOIP
  • Lisa Atkinson, University Records Committee (Chair)

31 March 2014; amended 28 July 2016

  • Karen Jackson, General Counsel
  • Bonnie Woelk, University Archives
  • Dru Marshall, VP (Academic), Information Trustee

Amended 10 March 2018