Student Academic Files – Cumming School of Medicine – Undergraduate

UCLASS Primary: AC750 – Student Academic Files

Retention Rule Number: Specific Retention Rule 2010.06

Function/Activity: To document the admission, registration, academic performance, monitoring, advising, examination and convocation of individual students in the Undergraduate Medicine Education (UME) program and the registration of students from other medical schools who are completing visiting electives at the University of Calgary.

Description/Type of Records: Award notifications, clerkship rotation schedule, consent forms, evaluations, exam deferral requests, grades/results, Leaders in Medicine documentation, approved leaves of absence forms, correspondence, Student Academic Review Committee records, tuition adjustments, validations of participation, withdrawal forms, Clerkship Elective Registration forms, visiting elective fee receipts and student immunization forms. NOTE: Does not include assignments, poster presentations and workbooks

Retention Rules

Office of Primary Responsibility (OPR) Retention Disposition
Undergraduate Medical Education (UME) Office
University of Calgary student files: 5 years after convocation or last registration of student Confidential shred or delete
Inadmissible student files: 1 year after selection process is complete Confidential shred or delete
Visiting Elective student files: 3 years after completion of elective Confidential shred or delete

Restrictions: See instructions approved by the Associate Dean, UME, Cumming School of Medicine.

Records Management Instructions:
See instructions approved by the Associate Dean, UME, Cumming School of Medicine.
Approval Information:
  • Amy Bromley, Associate Dean, Undergraduate Medical Education
  • Jo-Ann Munn Gafuik, Information Management Compliance Officer
  • Lisa Atkinson, University Records Committee (Chair)

29 June 2011; amended February 18, 2014