ST6700: Students – Learner Administration (Student Records)

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Schedule Number

ST6700

Primary Title

Learner Administration (Student Records)

Office of Primary Responsibility

UBCV: Enrolment Services

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

Learner Administration refers to the records supporting the lifecycle of the student or learner experience such as: admission, enrolment, management, and graduation at UBC. Secondaries contain detailed scope notes. 

Retention Note: Student records are retained predominantly with full retention when they reside within the official learner system (such as WorkDay Student). Key exceptions in place for records containing student information retained outside of official systems or within shadow systems. These records should be destroyed under the Transitory Information Schedule as soon as they are no longer needed.

Note: Once records are loaded into the student information system (SISC or Workday) the record holder should destroy their preparatory records.

For admissions and student records originating at the department or faculty level, see ST6600: Students – Faculty and Department Student Records
For academic advising see ST6500: Students – Academic Advising
For academic and non-academic discipline see ST6750: Students – Misconduct
For awards see ST6900: Students – Student Awards, Bursaries and Scholarships

More Details

Vital: Yes

PIB: Yes

Authority:

BoG Policy LR7: Disability Accommodation Policy

Retention of Student Records

UBC Information Security Standard U1

Digitization Standard

Transitory Information Schedule

Date Approved: 20220729

Retention Schedule Secondaries

Secondary No.	Secondary Title, Scope & Content	Retention, Destruction & Disposition
01	Policies and Procedures	EV+5Y, FR    EV=Date superseded or obsolete   FR=UA will fully retain records from this series
05	General	EV+5Y, D  EV=Date superseded or obsolete
10	Accommodation Management Records documenting student accommodations as defined in BoG Policy LR7.	EV+8Y, D EV=Date of last registration
11	Admissions   Records and data supporting the application and evaluation process. Also includes records of students that were not accepted and/or not registered.	AY+8Y, D
12	Assessment and Outcomes  Records of assessment includes: final grades and standings, as well as receipt of thesis or dissertation and program completion dates and deferred standing.	EV+8Y, P EV=Date of last registration P=OPR will fully retain records from this series
15	Enrolment and Registration  Enrolment data includes confirmation of biographical and attendance confirmation, program declaration (Major/Minor) and academic leave requests.	EV+8Y, P EV=Date of last registration P=OPR will fully retain records from this series
17	Governmental and Institutional Loans   Records and data supporting the administration of governmental and institutional loans.	AY+7Y, D
19	Graduation  Records include confirmation of desire to graduate, conferring the credentials, and delivering the graduation parchment.	EV+8Y, P EV=Date of last registration P=OPR will fully retain records from this series
25	Learner Management  Data supporting Enrolment and Registration such as student biographical data such as names, gender contact details. It also includes student status (eligibility, on leave etc.), holds and third party authorizations.	EV+8Y, P EV=Date of last registration P=OPR will fully retain records from this series
29	Progression  Data supporting the identification of milestones that a learner must achieve to successfully complete their program.	EV+8Y, P EV=Date of last registration P=OPR will fully retain records from this series
35	Transfer Credit  Data that supports the transfer credit articulation process for post-secondary courses and advanced secondary level courses (such as International Baccalaureate (IB) and Advanced Placement (AP)).	EV+8Y, P EV=Date of last registration P=OPR will fully retain records from this series
36	Transcript  Records include the parchment as well as the transcript log.	EV+8Y, P EV=Date of last registration P=OPR will fully retain records from this series
39	Verification Copies of official student records produced by Enrolment Services used to support the document verification process. Includes, but not limited to: official transcript; confirmation of enrolment letters; confirmation of graduation letters.	CY+6Y, D

Secondary No.

Secondary Title, Scope & Content

Retention, Destruction & Disposition

Policies and Procedures 

EV+5Y, FR   

EV=Date superseded or obsolete  

FR=UA will fully retain records from this series 

General   

EV+5Y, D 

EV=Date superseded or obsolete  

Accommodation Management

Records documenting student accommodations as defined in BoG Policy LR7.

EV+8Y, D

EV=Date of last registration

Admissions  

Records and data supporting the application and evaluation process. Also includes records of students that were not accepted and/or not registered.  

AY+8Y, D

Assessment and Outcomes 

Records of assessment includes: final grades and standings, as well as receipt of thesis or dissertation and program completion dates and deferred standing. 

EV+8Y, P

EV=Date of last registration

P=OPR will fully retain records from this series

Enrolment and Registration 

Enrolment data includes confirmation of biographical and attendance confirmation, program declaration (Major/Minor) and academic leave requests.  

EV+8Y, P

EV=Date of last registration

P=OPR will fully retain records from this series

Governmental and Institutional Loans  

Records and data supporting the administration of governmental and institutional loans. 

AY+7Y, D

Graduation 

Records include confirmation of desire to graduate, conferring the credentials, and delivering the graduation parchment.  

EV+8Y, P

EV=Date of last registration

P=OPR will fully retain records from this series

Learner Management 

Data supporting Enrolment and Registration such as student biographical data such as names, gender contact details. It also includes student status (eligibility, on leave etc.), holds and third party authorizations. 

EV+8Y, P

EV=Date of last registration

P=OPR will fully retain records from this series

Progression 

Data supporting the identification of milestones that a learner must achieve to successfully complete their program. 

EV+8Y, P

EV=Date of last registration

P=OPR will fully retain records from this series

Transfer Credit 

Data that supports the transfer credit articulation process for post-secondary courses and advanced secondary level courses (such as International Baccalaureate (IB) and Advanced Placement (AP)). 

EV+8Y, P

EV=Date of last registration

P=OPR will fully retain records from this series

Transcript 

Records include the parchment as well as the transcript log.  

EV+8Y, P

EV=Date of last registration

P=OPR will fully retain records from this series

Verification

Copies of official student records produced by Enrolment Services used to support the document verification process. Includes, but not limited to: official transcript; confirmation of enrolment letters; confirmation of graduation letters.

CY+6Y, D

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; P=Permanent retention by OPR; SO = when superseded or obsolete; SR = Selective Retention by University Archives; UA = University Archives; Y = Year