ST6500: Students – Academic Advising

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Schedule Number


Primary Title

Academic Advising  

Office of Primary Responsibility

UBCV: Student Services; Student Recruitment & Undergraduate Admissions; Academic Advising

UBCO: AVP Students – Student Development & Advising


Education advising services for members of the University student body intended to assist them understand academic requirements for university programs, interpret academic policies and procedures, explore program options, develop a personal program plan, provide referrals to other University services, and check graduation requirements. Services include program delivery, workshops and special events, one-on-one consultations with advisors, and provision of educational resources.  

  • For student records see ST6700: Students – Learner Administration – Student Records
  • For scheduling appointments for student advising see AD1200-33 Administration – Office Management – Scheduling/Appointments

Vital: No

PIB: Yes


Retention of student records [academic calendar]

Transitory Information Schedule 

Date Approved: 20220729

Retention Schedule Secondaries

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


Policies and Procedures  

EV+5Y, FR    

EV=Date superseded or obsolete   

FR=UA will fully retain records from this series  



EV+5Y, D  

EV=Date superseded or obsolete   


Academic Advising

Includes appointment notes in OAMS.

EV+8Y, D

EV=last registration


Pre-admissions Advising

Includes both unsuccessful and successful admissions.

Unsuccessful = AY+2Y, D 

Successful = AY+1Y, D 

Retention Note: When advising records are uploaded into Workday [or OAMS] the records held by offices should be destroyed 1 year after the end of the academic year


Other Advising 

AY+2Y, D



Workshops, special events.

AY+5Y, SR 

SR=UA will selectively retain records from this series 



General inquiries, requests, or correspondence received by the office. 

For Student advising records (enrolled UBC students) see advising below.

CY+2Y, D 



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Archives unless otherwise noted; OPR = Office or Department responsible for source of truth records; SO = when superseded or obsolete; SR = Selective Retention by University Archives; UA = University Archives; Y = Year