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EV+5Y, FR EV=Date superseded or obsolete FR=UA will fully retain records from this series |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EV+5Y, D EV=Date superseded or obsolete |
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 |
|
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Archives unless otherwise noted; OPR = Office or Department responsible for source of truth records; SO = when superseded or obsolete; SR = Selective Retention by University Archives; UA = University Archives; Y = Year