Submit Feedback (CWL required) 
Download as PDF
Schedule Number
ST6500
Primary Title
Academic Advising
Office of Primary Responsibility
UBCV: Student Services; Student Recruitment & Undergraduate Admissions; Academic Advising
UBCO: AVP Students – Student Development & Advising
| 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
Education advising services for members of the University student body intended to assist them understand academic requirements for university programs, interpret academic policies and procedures, explore program options, develop a personal program plan, provide referrals to other University services, and check graduation requirements. Services include program delivery, workshops and special events, one-on-one consultations with advisors, and provision of educational resources.
- For student records see ST6700: Students – Learner Administration – Student Records
- For scheduling appointments for student advising see AD1200-33 Administration – Office Management – Scheduling/Appointments
Vital: No
PIB: Yes
Authority:
Retention of student records [academic calendar]
UBC Information Security Standard U1
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EV+5Y, FR EV=Date superseded or obsolete FR=UA will fully retain records from this series |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EV+5Y, D EV=Date superseded or obsolete |
|
Academic Advising Includes appointment notes in OAMS. |
EV+8Y, D EV=last registration |
|
|
Pre-admissions Advising Includes both unsuccessful and successful admissions. |
Unsuccessful = AY+2Y, D Successful = AY+1Y, D Retention Note: When advising records are uploaded into Workday [or OAMS] the records held by offices should be destroyed 1 year after the end of the academic year |
|
|
12 |
Other Advising |
AY+2Y, D |
|
25 |
Programs Workshops, special events. |
AY+5Y, SR SR=UA will selectively retain records from this series |
|
30 |
Correspondence General inquiries, requests, or correspondence received by the office. For Student advising records (enrolled UBC students) see advising below. |
CY+2Y, D |
|
60 |
Reports |
CY+5Y, 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