AD1100: Administration – Government and External Relations

Submit Feedback (CWL required) Download as PDF

Schedule Number


Primary Title

Government and External Relations

Office of Primary Responsibility

UBCV: Government Relations; External Relations; all units 

UBCO: University Relations 


Records in this series reflect UBC’s relationships and connections with government, corporations, community groups and the general public. Includes support for internal stakeholders in building and maintaining effective university-wide communication with government. 

Records support advising, strategizing, and issues management in matters relating especially to government. 

  • For records related to event planning and campus visits, see CE2000: Ceremonies, Events, and Conferences 
  • For records involving the Campus and Community Planning Portfolio, see block CC: Campus and Community Planning 
  • For records involving media relations, branding and marketing, see AD1000: Administration – Communications and Marketing 
  • For communication with the Learning Exchange, see SC6200: Student and Community Services – Community-based Programming 

Vital: No


Authority: Lobbying Act [R.S.C. 1985], c. 44

Date Approved: 20220729

Retention Schedule Secondaries

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


Policies and Procedures  

Includes templates for registering lobbyists and monthly reports.  

EV+5Y, FR    

EV=Date superseded or obsolete   

FR=UA will fully retain records from this series  



CY+5Y, D   


Government and External Relations 

Correspondence with VPs and administration of various portfolios. Includes correspondence with government departments and officials, minutes of meetings and discussions, invites extended from the Office of Government Relations to officials, and completed Lobbyist Registration forms. 

Records for users to help in their communication such as speaking points, briefing notes, background information. 

Strategic direction and advice for building successful partnerships. 

CY+5Y, SR 

SR=UA will selectively retain records from this series  


Internal Consultations 

Consultations with internal users to help develop their government communications plan. This includes correspondence regarding government-related events, contact information. 

CY+5Y, D 



CY+5Y, D



Includes disclosure required for oral and arranged communications with federal government (Monthly Return [communications entry] Templates). 

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