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Schedule Number
SC6450
Primary Title
Varsity Athletics and Recreation
Office of Primary Responsibility
UBCV: UBC Recreation
UBCO: UBCO Athletics and Recreation
| 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 documenting Varsity and athletic recreation programming at the university. Includes promotional information on Athletics and Recreation programs, services, facilities, and events; guidance and instructions for athletes, program participants, teams and clubs; scheduling, correspondence, and other administrative records supporting the design and delivery of services, programming, and events.
- For records concerning payment of fees see FM3000: Financial Management – Accounting
- For event registration, attendance and ticket sales see CE2000: Ceremonies, Events and Conferences
- For newsletters and marketing of Athletics, Clubs and Teams see AD1000: Administration – Communications and Marketing
- For athletic health records see SC6250: Student and Community Services –Counselling, Health, Wellness & Support Services
- For Year-end Awards see ST6900: Students – Student Awards, Bursaries and Scholarships
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 Includes recruitment policy |
EV+5Y, FR EV=Date superseded or obsolete FR=UA will fully retain records from this series |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EV+5Y, D EV=Date superseded or obsolete |
|
Camps Includes registration, consent forms. |
EV+5Y, D EV=Date of camp completion SR=UA will retain Camp description |
|
|
Intermural & Clubs |
AY+5Y, SR SR=UA will selectively retain from this series |
|
|
Locker Rentals |
EV+1Y, D EV=Date rental is complete |
|
|
Memberships |
EV+1Y, D EV=Date membership is expired |
|
|
Recruitment |
EV+1Y, D EV=Date recruitment is complete |
|
|
Scheduling |
CY+5Y, D |
|
|
Varsity Teams |
AY+5Y, SR |
|
|
45 |
Issues |
AY+5Y, D |
|
60 |
Reports Annual report; Camp strategy |
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