Residence Client Files

UCLASS Primary:  SS295 Housing Services

Retention Rule Number: Specific Retention Rule 2013.03

Function/Activity: To document the provision of university houses services for students and approved non-students.

Description/Type of Records: Application forms, offers of residence, residence contract, tenancy agreements, initial room assessment forms, check-in and check-out forms, account statements and payments, security deposit records, storage locker rental contracts, maintenance requests, delinquent account/withhold information, student loan information, correspondence, emergency contact details, correspondence, family members’ information; inspection reports; photographs, copies of personal identification, tenant’s insurance, vehicle registration; warning letters; notices of terminations; and notes regarding meetings/incidents with tenants; move-out room inspection forms, vacating notices, incident reports.

Retention Rules

Office of Primary Responsibility (OPR) Retention Disposition

Residence Services
Family Residence Services

Retain for period of time the resident remains in student housing + 7 years

Confidentially shred or delete

Access to these records is restricted due to personal information contained therein to the resident and to staff assigned the authority to compile, classify, annotate, read, retrieve, transfer or destroy this record series.


For Offices of Primary Responsibility (OPR):
Freedom of Information and Protection of Privacy Act, Chapter F-25, s.35(b)
Limitations Act, Chapter L-12, s.3(1)
Income Tax Act, R.S.C. 1985 (5th Supp.), c.1, s.230(4)(b)(part)
Alberta Corporate Tax Act, R.S.A 2000, c A-15, s.61(3)(b)
Alberta Residential Tenancies Act, S.A.2004, Chapter R-17, s.44(6)

Approval Information:

  • Karen Jackson, General Counsel
  • Linda Dalgetty, Vice-President (Finance and Services)
  • Bonnie Woelk, University Records Committee (Chair)

23 May 2017