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Schedule Number
SC6250
Primary Title
Counselling, Health, Wellness and Support Services
Office of Primary Responsibility
UBCV: UBCV: Counselling Services; Health Equity, Promotion & Education; Postgraduate Medical Education; Student Health Service; Sexual Violence Prevention and Response Office; UBC Health Clinic
UBCO: UBCO Health and Wellness; Sexual Violence Prevention and Response Office
Description
Records supporting programming and delivery of student health and wellness at the university. Includes patient case files in health clinics, counselling records, programs, training, and education on health topics. Includes training, outreach and trackers specific to the counselling, health, wellness, and support services programming.
- For administrative trackers and lists see AD1200: Administration – Office Management
Vital: Yes
PIB: Yes
Authority:
BoG Policy SC17: Sexual Misconduct and Sexualized Violence Policy
Health Professions Act, [RSBC 1996] Chapter 183 College of Psychologists of British Columbia, Code of Conduct, section 13.1, 13.3
College of Physicians and Surgeons of British Columbia, Practice Standards, section 3-6
BC College of Nurses & Midwives, section 185
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EV+5Y, FR EV=Date superseded or obsolete FR=UA will fully retain records from this series |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EV+5Y, D EV=Date superseded or obsolete |
|
Medical Records (Clinic Case Files) |
EV+16Y, D EV=Date of last contact or 16 years after 19th birthdate (for those under 19 at last birthday) |
|
|
Program Delivery Includes Wellbeing programs, as well as Health Promotion, and Educational Outreach. |
EV+5Y, SR EV=Date superseded or obsolete SR=UA will selectively retain records from this series |
|
|
Support Services & Counselling (Case Files) |
EV+7Y, D EV=Date of last contact or 7 years after 19th birthdate (for those under 19 at last birthday) |
|
|
35 |
Trackers and Lists
Includes participant tracking for health and wellbeing programming and outreach.
|
EV+1Y, D (General) EV+2Y, D (Suicide Awareness and Intervention Training) EV = Date information is collected Retention rationale: to align with training intervals which occur 2 years after participant information is collected. |
|
45 |
Issues |
CY+7Y, D |
|
60 |
Reports |
CY+5Y, SR SR=UA will selectively retain records from this series |
|
61 |
Anonymized Statistics |
CY+7Y, 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