ST6900: Students – Student Awards, Bursaries and Scholarships

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Schedule Number

ST6900

Primary Title

Student Awards, Bursaries and Scholarships 

Office of Primary Responsibility

UBCV: Enrolment Services; all award issuers 

UBCO: Enrolment Services 

Reference and duplicate copies of records are considered transitory and should only be kept as long as necessary and never longer than the retention of the official record.

Description

The records include award, bursary, scholarship applications and adjudications. Also includes the application and adjudication of fellowships, medal and other prizes. 

  • For award establishment see UD7500: University Development – Awards (establishment)  
  • For successful award bursaries etc. recipients see ST6700: Students – Learner Administration – Student Records
  • For tuition or other expenses related to student accounts, see FM3100: Financial Management – Student Accounts
  • For governmental and institutional loans see ST6700: Students – Learner Administration – Governmental and Institutional Loans

More Details

Vital: No

PIB: Yes

Authority:

Freedom of Information and Protection of Privacy Act [RSBC] Chapter 65 

BoG Policy GA4: Records Management  

UBC Information Security Standard U1

Date Approved: 20220906

Retention Schedule Secondaries

Secondary No. Secondary Title, Scope & Content Retention, Destruction & Disposition

01  

Policies and Procedures 

EV+5Y, SR    

EV=Date superseded or obsolete   

SR=UA will selectively retain records from this series  

05  

General    

AY+5Y, D  

10

Award Application, Assessment and Adjudication 

May include assessments of merit or financial need, correspondence, letters of reference.

AY+5Y, D 

Note: successful applications become part of the Student Financial Aid Dockets 

25 

Register of Award Recipients  

AY+7Y, SR 

SR=UA will selectively retain records from this series 

45  

Issues  

AY+7Y, SR

60  

Reports 

AY+7Y, SR 

SR=UA will selectively retain records from this series 

Acronym Key: AY = Academic Year; CY = Calendar Year; D = Destroy; EV = Event; FY = Fiscal Year; FR = Full Retention by University Archives unless otherwise noted; OPR = Office or Department responsible for source of truth records; SO = when superseded or obsolete; SR = Selective Retention by University Archives; UA = University Archives; Y = Year