RA5650: Research Administration – Research Grants, Awards and Honorifics

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Schedule Number


Primary Title

Research Grants, Awards and Honorifics

Office of Primary Responsibility

UBCV: Office originating research 

UBCO: Office originating research, Office of Research Services 


Records supporting internally and externally adjudicated research grants and awards as well as sponsored chair, professorship and distinguished scholar honorifics funded by endowments. The records include committee records such as agendas, minutes, lists of applicants/projects, applications and proposals, copies of ethics clearances and other required certification, and related correspondence. For external research, grants and awards records include the submission package, correspondence and notification of decision. 

  • For University Killam Professor see UG8150: University Governance – Board of Governors 
  • For student awards see ST6900: Students – Scholarships, Bursaries, and Awards 

Vital: No

PIB: Yes


BoG Policy LR1: Honorifics Policy 

BoG Policy LR5: Research Grants Policy 

Policies, guidelines, or contractual requirements of research sponsors

Date Approved: 20220729

Retention Schedule Secondaries

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


Policies and Procedures  

EV+5Y, FR    

EV=Date record is superseded or obsolete   

FR=UA will fully retain records from this series  



EV+5Y, D  

EV=Date record is superseded or obsolete   


External Grants, Awards  

EV+7Y, D 

EV=At closure of research account unless otherwise defined by research sponsor 


Internal Adjudication Committee 

All internal committees adjudicating research grants and awards.

AY+7Y, SR 

SR=UA will selectively retain records from this series 


Sponsored Research Administration 

EV+7Y, D 

EV=At closure of research account  



CY+10Y, 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Archives unless otherwise noted; OPR = Office or Department responsible for source of truth records; SO = when superseded or obsolete; SR = Selective Retention by University Archives; UA = University Archives; Y = Year