ST6500: Students – Academic Advising

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Schedule Number

ST6500

Primary Title

Academic Advising  

Office of Primary Responsibility

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

UBCO: AVP Students – Student Development & Advising

Description

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

Authority:

Retention of student records [academic calendar]

Transitory Information Schedule 

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EV=Date superseded or obsolete   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EV=Date superseded or obsolete   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

Academic Advising

Includes appointment notes in OAMS.

EV+8Y, D

EV=last registration

11

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

12  

Other Advising 

AY+2Y, D

25  

Programs 

Workshops, special events.

AY+5Y, SR 

SR=UA will selectively retain records from this series 

30 

Correspondence 

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

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

CY+2Y, 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