Records and Information Management
2018/19 | Conestoga College
Program Code: 1265
Conestoga College Institute of Technology and Advanced Learning
This is a companion document to the current Conestoga College Student Guide
Welcome to Conestoga!
This program handbook has been designed to provide you with information specific to Records and Information Management #1265. It is a companion document to the Student Guide.
We are proud of the programming we offer and the pathways that are available here at Conestoga.
Like you, more and more students are electing to further their education through online study, given the many benefits it provides. As a program offered through OntarioLearn, the course material is accessible 24 hours a day, 7 days a week, and is ideal for those who are unable to attend regularly scheduled classes. You can take courses from the comfort of home or almost anywhere, accessing the program courses at your convenience.
Our faculty members are chosen not only for their subject matter expertise, but also for their passion for adult learning through the sharing of their knowledge and experience. Whether it be in a face-to-face, mixed, hybrid or online environment, our faculty have the teaching expertise to help you succeed in your educational goals.
I wish you the best in your studies and encourage you to contact us if you have any questions about the program.
Executive Dean, Workforce Development, Continuing Education and Online Learning
Program Handbook Guidelines
The purpose of this handbook is to provide students with program-specific details and other important information. The material in this handbook is accurate at the date of posting, and is applicable for the current academic year. Students will be informed of handbook changes that occur, if any, through college email. Program handbooks are updated yearly and students must check their program handbook for the current edition.
Executive Dean, Workforce Development, Continuing Education and Online Learning
Doon Campus, Welcome Centre
(519) 748-5220 ext. 3221
Manager, Online Learning and Continuing Education
Doon Campus, Welcome Centre
(519) 748-5220 ext. 2366
Program Administrator/OntarioLearn Co-ordinator
Doon Campus, Welcome Centre
(519) 748-5220 ext. 2488
Doon Campus, Welcome Centre
(519) 748-5220 ext. 3759
Contact information for this faculty will be provided on the first day of related courses.
This online program is designed to prepare individuals to operate a records management program in various organizational settings including businesses, non-profit organizations, and government agencies. With the increasing production of, and demand for, complex information and the widespread use of automated technologies the effective and efficient management of information assets is critical. Records and information management programs contribute to the efficiency of an organization's operations by providing systematic control of information resources, from creation through use, storage, and final disposition.
Note: Students should refer to OntarioLearn for an up-to-date listing of courses.
Students can find their program design on the Student Portal by following the steps below:
- Log in to Student Portal
- Click on 'My Courses' tab
- Select 'View Progress Report' button
Courses are listed by level/semester.
Students can also view courses for the most current program design for this academic year on the Conestoga College website Records and Information Management #1265. To find these courses, students need to scroll down the page to the 'Program Courses'.
Program Learning Outcomes
- Describe key records management concepts
- Apply the concept of records series to the inventory process
- Design a methodology for inventorying records including electronic records, to appraise records for retention scheduling purposes and to establish policies and procedures pertaining to records destruction
- Develop a records centre design in accordance with industry standards
- Identify the processes used to develop vital records protection programs and contingency plans
- Describe equipment and systems used to store active records in various physical formats
- Apply design and selection criteria to active records storage facilities
- Discuss the importance of having an acquisition policy, methods of acquisitions, and a process of appraising materials of potential archival value
- Identify issues affecting access to and use of archival materials
- Identify the impact of freedom of information and privacy legislation on public archives
- Identify copyright infringements
- Conduct focused research on specific topics
- Use research and reporting to produce professional, referenced reports
Program Information and Requirements
Did you know that in order to graduate from this program, you must first submit a program application for acceptance?
Why should you complete a program application and be accepted in to this program?
- You will receive course and program communication updates.
- Credit for courses which are part of your program will be honoured despite program requirement changes.
For more information please see the Program Application Form.
Academic assistance is available to students through a variety of avenues. The program co-ordinator or administrator can advise students on specific program and course information such as adding/dropping courses, etc. Access the Conestoga website for assistance provided through Accessibility Services.
Important dates and timelines are listed in the Getting Started guide.
Program start and end dates, holidays, and deadlines for course add/drop and withdrawal are located on the website. Course changes (add/drop) may also be made through the Student Portal under the My Courses tab.
Note: not all programs follow listed dates. Contact your program co-ordinator or administrator for more information.
For more information, visit the College Policies, Procedures and Guidelines webpage then click on the Academic Administration side tab and search for the document entitled Academic Standing and Promotion Requirements Procedure.
Academic Standing and Promotion
Students are required to successfully pass all courses by meeting the specified minimum requirements in order to continue with the program.
The attendance policy varies from course to course. For more information, please refer to your course outline.
Visit the Financial Aid and Student Awards Office on Conestoga's website for more information.
Clearance of Academic Deficiency
During a student’s academic career, there may be occasions when the student’s performance results in a failing grade for a course. Conestoga grants students the opportunity to raise this grade to the minimum passing grade under specific circumstances.
For more information visit the College Policies, Procedures and Guidelines webpage then click on the Academic Administration side tab and search for the document entitled Clearance of Academic Deficiency.
Communication and E-mail Requirements
Conestoga College student e-mail accounts are used to communicate with students. Students are expected to regularly check their student e-mail accounts, as well as their OntarioLearn course e-mail accounts. Faculty will not respond to e-mails from non-Conestoga e-mail addresses unless they are within the OntarioLearn course.
It is strongly recommended that students consult their program co-ordinator or administrator prior to dropping a course for more information.
Please see the Student Guide for more details regarding credit transfer/exemptions.
There are a number of different opportunities available to students who want to continue studying at Conestoga. For more information regarding program-specific pathways, contact your program co-ordinator or administrator.
Students may be discontinued from a program if they do not meet specific academic standards.
For more information visit the College Policies, Procedures and Guidelines webpage then click on the Academic Administration side tab and search for the document entitled Discontinuance Policy.
Equipment Supplies and Texts
For the most current listing of the required textbook(s) and/or supplies for each course, please visit the Course Details page.
Evaluations (deadlines, tests, and examinations)
Copying and plagiarism of assignments will be dealt with in accordance with College Policy regarding Academic Offences Policy.
Students are responsible for meeting all course deadlines with respect to course assignments, projects, and examinations. Attendance for exams and tests is mandatory. If an exam or test is missed, then a grade of 0% will be assigned and a re-write will not be permitted. Requests for an extension will be considered for extenuating circumstances and supporting documentation may be required.
Students are eligible to graduate upon completion of all academic requirements in their program of study. Please contact the Registrar's Office for more information.
Students actively registered in cohort delivered programs who take longer than the designed program length of time to complete their studies are accountable for completing any new or additional courses resulting from changes in the program of study. Unless otherwise stated, students registered in non-cohort delivered programs must complete the program of study within three years of being admitted to the program.
Please see the Student Guide for more information regarding re-admission requirements.
Student feedback is an essential component of our continuous improvement process.
Student Appraisal of Teaching
The OntarioLearn Evaluation Survey allows direct feedback from students on teaching for a particular course. Completion of the survey gives teachers and academic managers valuable information.
Students complete an electronic copy and a summary of results is prepared by OntarioLearn. The report is sent to the Academic Manager who shares the report with the faculty member AFTER all marks for the semester have been collected.
Refer to the Student Guide for facility information, including hours of operation and closure practices.
Refer to the Student Guide for Conestoga’s Safety and Security Services and procedures.
Policies and Procedures
- Academic Credential Procedure
- Academic Dispute and Resolution Policy & Procedure
- Academic Offences Policy & Procedure
- Academic Recognition Policy
- Clearance of Academic Deficiency Policy & Procedure
- Co-operative Education Policy
- Discontinuance Policy & Procedure
- Evaluation of Student Learning Policy & Procedure
- Grading Procedure
- Graduation Requirements and Convocation Procedure
- Honours Policy & Procedure
- Program Withdrawal and Refund Procedure
- Student Code of Conduct Policy
- Student Concerns and Issues Policy & Procedure
- Student Feedback Policy
- Student Fees Policy & Student Fee Invoicing and Payment Procedure
Students must follow all of the policies and procedures for Conestoga College and it is expected that faculty will accept, fulfill and enforce these standards.
General Education / Breadth Electives
School of Liberal Studies
The purpose of diploma General Education electives and Degree Breadth electives is to provide graduates with the skills and knowledge to succeed not just in their chosen career fields, but in all life paths. Working collaboratively with your program, General Education and Degree Breadth elective courses help develop the critical and creative thinking skills, civic engagement and knowledge of the broader world of arts, culture and science that helps make you more reflective, creative, and effective in your own life.
All Ontario College Diploma, Ontario College Advanced Diploma, and Degree programs at Conestoga require students to complete general education electives / interdisciplinary breadth.
More information on these courses can be found at www.conestogac.on.ca/electives.
Attendance at Evaluations
Working Together to Plan Your Success
Your success matters! As an emerging professional, it is important that you demonstrate the same professional attitude to your program that you will be required to demonstrate to your future workplace. Regular, punctual attendance, and active participation in scheduled classes, field and clinical placements, labs and any on-campus and off-campus activities scheduled by your program will help you to understand and master the learning complexities of your program.
If extenuating, unplanned circumstances require you to miss a class, please note that it is your responsibility to follow up with individual faculty members and to acquire any missed information.
Attendance for Evaluations
Evaluations are critical components of each course and your overall success in your program. An evaluation is defined as a test, exam, presentation or any other formal assessment that contributes to your course mark that requires your presence, in class or on-line. Please note that in many programs across the College, every field placement, clinical day, and lab/shop day is considered crucial to your overall learning and success and the expectation is that you attend. If you are in a program that includes field or clinical placements, labs/shops, or any other on or off campus activities, it is essential that you discuss attendance requirements with your program faculty in order to understand expectations and consequences.
Your attendance for all evaluations is a requirement. If there is a concerning pattern of absence from evaluations across your program, you may be asked to meet with the Program Coordinator and/or Student Advisor to discuss strategies for success.
While circumstances such as religious holidays and academic accommodations may necessitate rescheduling of evaluations and will be accommodated, please note that there will be no special arrangements made for rescheduling evaluations due to personal conflicts such as work or vacation plans.
In order to facilitate a smooth implementation for all scheduled evaluations, both you and your program faculty have responsibilities which are listed below:
- To communicate all course obligations to you at the beginning of each semester through the Instructional Plan, including evaluation and presentation dates.
- To communicate, in writing, any unplanned extenuating circumstances involving the college, the program or the faculty members that may require changes to the course schedule.
- To provide alternative evaluation arrangements for missed evaluations/work due to recognized religious holidays as defined by the College Employer Council and documented accommodations through the Accessibility Office.
- To accept alternative evaluation requests in good faith and examine based on the unique circumstances and students' individual needs.
- To facilitate alternative evaluation arrangements as described below.
- To be informed about all course obligations and due dates.
- To inform your faculty member in writing of the need to reschedule evaluations due to a religious holiday as defined by the College Employer Council.
- If you have to be absent from any scheduled evaluation, report your absence on the Student Portal using the procedure below. You must do this prior to the start of the evaluation or risk receiving a mark of zero.
How to Report Absences on the Student Portal
- Log into the Student Portal and click on the 'Absence tab'.
- Indicate whether or not there is an assessment scheduled on that day by clicking 'Yes or No', as well as the reason for the absence (illness or other).
- Click 'Continue' to report the absence.
- Click 'I agree' to confirm the absence.
- You will receive a confirmation email that your absence has been recorded.
Important! Please note the following:
- The earliest you can record an absence for a particular day, is after 8:00 p.m. the day before. You must report each day you are absent.
- The Absence Recording System will show you as being absent for the day, starting from the time that you recorded the absence. For example, if you record your absence on a specific day at 11:00 a.m., the system will show you as being absent for all classes starting after 11:00 a.m. that day.
- If you are going to be present for any other classes on the day for which you recorded an absence, please let the faculty member know by attending or following up by eConestoga or college email.
- When you return to campus, make eConestoga or email contact immediately with the faculty member associated with the evaluation you missed in order to arrange appropriate follow up.
Valid Absence from Scheduled Evaluations Less than 20%
Conestoga recognizes that unexpected circumstances such as brief illness do arise during the semester and that a visit to a health practitioner may not be necessary. A valid absence from a scheduled evaluation worth less than 20% of the final grade which is not documented through the Accessibility Office or previously arranged due to religious holidays, will be accommodated once per course during the semester, subject to proper communication as described in the Student Responsibilities section above. If the evaluation cannot be rescheduled, (for example an experiential activity, lab or participation in a group presentation) reallocation of marks to another evaluation item will be determined by faculty and communicated to student via email to their eConestoga or college email address, or documented on an interview record and signed off by both faculty member and student.
Absence from additional scheduled evaluations worth less than 20% in the same course may require documentation for verification.
Valid Absence from Scheduled Evaluations 20% or More
Absence from scheduled evaluations worth 20% or more of the final grade that are not documented through the Accessibility Office or arranged due to religious holidays, will require appropriate documentation for verification, subject to proper communication as described in the Student Responsibilities section above.
Alternative Evaluation Arrangements
- Faculty members will determine alternative evaluation arrangements as appropriate.
- Students will complete any necessary forms.
- Students are required to complete the alternative evaluation as scheduled. If an evaluation cannot be rescheduled (for example an experiential activity or participation in a group presentation) reallocation of marks will be determined by faculty and communicated to student via eConestoga or college email, or documented on an interview record and signed off by both faculty member and student.
- Tests will be made up in the Conestoga Test Centre in the following week, or by individual arrangements with course faculty member.
- If the evaluation is to be conducted in the Conestoga Test Centre, students will be asked to show their ONECard* before permitted to write the test.
* Students taking part-time courses or in programs where OneCard is not provided such as Apprenticeship may be asked to show alternate ID.
Program Handbook Revision Log
|Revision Date||Summary of changes|
|25 May 2018||Updated per CCQI|
|29 June 2017||Updated per CCQI|
|2 May 2016||Updated per CCQI|
|1 August 2014||Original handbook creation|
Conestoga College is dedicated to promoting an equitable environment where students have the opportunity to participate in all aspects of College life. In accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code, Conestoga College recognizes its responsibility and legal obligation to provide education, information and services in an accessible manner.
The Program Handbook is intended to provide general information with respect to program expectations. There may be individual accommodations and/or medical circumstances that require exceptions. For example, students may need to be accommodated for a missed assignment or evaluation. Students who are registered with Accessibility @ Conestoga are not required to provide an additional doctor's note for a missed or late evaluation. For more information about Accessibility @ Conestoga please drop in or visit our website.
We recognize that other extenuating circumstances may apply. Consult with your Professor. All exceptions based on extenuating circumstances must be approved by the Chair.