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
Sinisa Markovic | University Registrar
Sub-domains (5)
Data related to course grades; GPA; transcripts; convocation rolls; academic standing; academic awards and honours; results of petitions and appeals; academic integrity matters. Graduate milestones include supervisory committee outcomes and final oral examination results.
Data Steward(s): Deputy University Registrar & Executive Director; Assistant Dean, School of Graduate Studies
Main Source System(s): Student Information System (SIS); Learning Management System (LMS); eMarks
Data related to enrolment type; course registration; add/drop history; withdrawal status; term enrolment; tuition fees; and student accounts.
Data Steward(s): Deputy University Registrar & Executive Director
Main Source System(s): Student Information System (SIS)
Data on prospects, applications, and admission decisions.
Data Steward(s): Executive Director, University Admission & Outreach; Assistant Dean, School of Graduate Studies; Divisional Registrars for second-entry & professional faculties
Main Source System(s): Ontario Universities’ Application Centre (OUAC); Slate; Student Information Systems (SIS); MedSIS
Data related to OSAP and institutional financial aid; bursaries; grants; fellowships and awards.
Data Steward(s): Associate Registrar, Financial Aid & Awards; Director, Grad Awards & Financial Aid
Main Source System(s): Student Information System (SIS); Financial Aid & Award Systems (UROHub; AwardExplorer; Slate)
Data identifying unique registered students by name, ID photo, contact information (phone, email, mailing address), date of birth, gender, citizenship, and legal status; transfer credit assessments and deferrals.
Data Steward(s): Deputy University Registrar & Executive Director
Main Source System(s): Ontario Universities’ Application Centre (OUAC); Slate; Student Information System (SIS); ACORN
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
- Recruitment Officers
- Student Advisors
- Institutional Research Analysts
- Financial Aid Officers
- Researchers