Student Work Storage and Destruction
In accordance with Alberta's Freedom of Information and Protection of Privacy (FOIP) Act and the University's Academic Regulations, any graded student work that remains unclaimed after the Grade Appeal Period must be retained for one year as follows:
- Unclaimed material from the Fall term must be retained until December 31 of the following year and destroyed no later than January 31.
- Unclaimed material from the Spring term must be retained until April 30 of the following year and destroyed no later than May 31
- Unclaimed material from the Summer term/sessions must be retained until August 31 of the following year and destroyed no later than September 30.
We recognize that not all departments have space to store unclaimed student work for this duration and, therefore, offer short-term storage services for student work. We will ensure that student work that we are storing is destroyed as soon as it is eligible for destruction.
Procedure for the storage and/or destruction of student work:
- Box the materials for shredding in any box that is manageable to lift when full (max. 30 lbs).
- Send the materials from each semester separately, including a separate form.
- We often have extra paper boxes available, if needed. Please do not use moving boxes.
- Complete the Storage and Shredding of Student Work form (fillable PDF):
- Unless otherwise indicated, all fields are required.
- Print and attach the form to the top of the box using a small piece of tape.
- Put in a work request with Facilities to have the boxes moved to Records Management.
Departments will be billed for the actual cost of shredding, according to the fees charged by the shredding provider, at the time the shredding occurs. The cost is currently $0.79 per gallon for paper shredding, which works out to approximately $6.00 for a paper box, $7.00 for a records box, and $50 for a large shredding bin.