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Schedule Number
CE2000
Primary Title
Ceremonies, Events, and Conferences
Office of Primary Responsibility
UBCV: Ceremonies and Events Office; UBC Press; Conferences and Accommodation; other departments and units with important events
UBCO: Ceremonies and Events Office; other departments and units with important events
| 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
Records supporting ceremonies, events and conferences at the university, including formal university-wide events such as Graduation and Remembrance Day, building opening events, employee recognition celebrations as well as student, staff and faulty award receptions. The primary also includes installations of the President and Chancellor as well as other events that individual units might conduct such as a 25th anniversary of a department or any other formal event.
- For donor and alumni engagement see UD7600: University Development – Donor & Alumni Engagement
Vital: Yes
PIB: No
Authority:
BoG Policy GA5: Archives Policy
University Act [RSBC 1996] Chapter 468
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EV+5Y, FR EV=Date superseded or obsolete FR=UA will fully retain records from this series |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 |
CY+5Y, D EV=Date superseded or obsolete |
|
Breakfast With the President |
CY+5Y, FR FR=UA will fully retain this series |
|
|
Conference Management |
EV+5Y, SR EV=Date of conference SR=UA will selectively retain records from this series |
|
|
Employee Recognition Events 25 Year Club, Welcome Back Staff BBQ. |
CY+5Y, FR FR=UA will fully retain this series |
|
|
Flag Lowering |
CY+5Y, FR FR=UA will fully retain this series |
|
|
Formal University-Wide Events Includes Graduation and Remembrance Day Ceremony. |
CY+5Y, FR FR=UA will fully retain this series |
|
|
20 |
Committees |
CY+5Y, SR |
|
Other Receptions and Events |
CY+5Y, SR SR=UA will selectively retain this series |
|
|
President and Chancellor Installations |
CY+5Y, FR FR=UA will fully retain this series |
|
|
Protocol |
CY+5Y, FR FR=UA will fully retain this series |
|
|
Student, Staff and Faculty Award Receptions Entrance Awards, Staff Recognitions and Faculty Award Receptions. |
CY+5Y, FR FR=UA will fully retain this series |
|
|
45 |
Issues |
CY+5Y, 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