Student Record
The Student Record data domain encompasses all data related to a student’s profile information, recruitment and admissions, academic performance & enrolment record, and financial-aid and awards. The students represented can be prospects, or enrolled in undergraduate, graduate or non-credit programs and courses.
Data Trustee(s)
Sinisa Markovic | University Registrar
The University Registrar holds institutional authority over the Student Record data domain. Under this model, academic divisions hold custodial responsibility for the portions of the official student academic record that they create and maintain within their Division. Divisional Registrars are accountable to the University Registrar for management of these records in accordance with the University’s Policies and Guidelines.
Divisional Registrars serve as Data Trustees for supplementary records within their accountability. Supplementary records are divisional records that sit alongside the permanent institutional record (e.g. Petitions, Academic Integrity, etc.) and remain under the direct governance and lifecycle accountability of the Divisional Registrar.
Typical Data Users
Registrar’s Offices
Student Advisors
Financial Aid Officers
Recruitment Officers
Institutional Research Analysts and researchers
Sub-domains (5)
Student Profile Data
Data Stewards:
Deputy University Registrar & Executive DirectorData Examples:
Data identifying unique registered students by name, ID photo, contact info (phone, email, mailing address), date of birth, gender, citizenship and legal status; transfer credit assessments, deferrals.
Main Source Systems:
OUAC Slate SIS ACORNNotes: Data on personal, economic, and social indicators (including gender identity, race/ethnicity, disability status, and socio-economic status) is cross-represented across both the Student Record and Student Life Data Domains.
Recruitment & Admissions
Data Stewards:
Executive Director, University Admission & Outreach Assistant Dean, SGS Divisional Registrars for second entry & Professional facultiesData Examples:
Data on prospects, applications, admission decisions.
Main Source Systems:
OUAC Slate SIS MedSISAcademic Performance
Data Stewards:
Deputy University Registrar & Executive Director Assistant Dean, SGSData Examples:
Course grades, GPA, transcripts, convocation rolls, academic standing, academic awards and honours, results of petitions and appeals, academic integrity matters. Graduate milestones: supervisory committee outcomes, final oral examination results.
Main Source Systems:
SIS LMS eMarksNotes: LMS interactions activity and course data belong in the Courses & Programs domain.
Enrolment Records
Data Stewards:
Deputy University Registrar & Executive DirectorData Examples:
Enrolment type, Course registration, add/drop history, withdrawal status, term enrolment, tuition fees and student accounts.
Main Source Systems:
SISStudent Financial Aid & Awards
Data Stewards:
Associate Registrar, Financial Aid & Awards Director, Grad Awards & Financial AidData Examples:
OSAP and institutional financial aid, bursaries, grants, fellowships, awards.
Main Source Systems:
SIS Financial Aid & Award Systems