SC6450: Student and Community Services – Varsity Athletics and Recreation

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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 

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

More Details

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EV=Date superseded or obsolete   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EV=Date superseded or obsolete   

15 

Camps  

Includes registration, consent forms. 

EV+5Y, D 

EV=Date of camp completion 

SR=UA will retain Camp description 

21 

Intermural & Clubs 

AY+5Y, SR 

SR=UA will selectively retain from this series 

25 

Locker Rentals 

EV+1Y, D 

EV=Date rental is complete 

28 

Memberships 

EV+1Y, D 

EV=Date membership is expired 

31 

Recruitment 

EV+1Y, D 

EV=Date recruitment is complete 

33 

Scheduling 

CY+5Y, D 

35 

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