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Schedule Number
SC6400
Primary Title
Student and Visiting Faculty Accommodation
Office of Primary Responsibility
UBCV: Student Housing; Fraser House, Marine Drive, Ponderosa Commons; Green College; Vantage College; Thunderbird; Brock Commons; Tallwood House; Exchange; Acadia Park
UBCO: Student Housing
| 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 include those supporting residence accommodation for students, family housing for students with children and a partner/spouse, and apartment rentals for visiting faculty and researchers. Services include residence front desk services, special events, and activities for residents, assistance to students seeking off-campus housing, and other programs supporting students’ success and participation in the University community.
Records include: documentation of facilities, occupancy, and associated reports; records of the development and implementation of programs and services; off-campus housing listings and resources; promotional materials and communications concerning programs/services; and related correspondence.
- See also SC6350: Student and Community Services – Food Services
Vital: No
PIB: Yes
Authority: BoG Policy GA4: Records Management
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EV+5Y, FR EV=Date superseded or obsolete FR=UA will fully retain records from this series |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EV+5Y, D EV=Date superseded or obsolete |
|
10 |
Applications |
AY+1Y, D Successful application is moved to Resident Contracts, unsuccessful is destroyed according to retention |
|
Dining Services |
AY+7Y, D |
|
|
Front Desk Services |
AY+5Y, D |
|
|
20 |
Committees |
AY+5Y, SR SR=UA will selectively retain records from this series. |
|
Off Campus Housing |
EV, D EV=Date superseded or obsolete. |
|
|
Residence Description |
EV+5Y, SR EV=Date resident information is updated SR=UA will selectively retain records from this series |
|
|
Resident Contracts |
EV+7Y, D EV=Date resident contract expires |
|
|
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