Submit Feedback (CWL required) 
Download as PDF
Schedule Number
ST6600
Primary Title
Faculty and Department Student Records
Office of Primary Responsibility
UBCV: Graduate and Post Doctoral Studies; Arts Academic Advising; Science Advising; Faculty of Arts and Science; Academic Departments
UBCO: College of Graduate Studies; Faculties; Academic Departments
Description
Records documenting student admissions, academic progress and the administration of student files in the faculties and departments. Includes application records, tracking marks, credits and transfer credits, evaluation of academic performance including letters detailing academic probation, failed year, and the administration of the appeal process.
- For the permanent student record see ST6700 Students – Learner Management
- For academic advising see ST6500: Students – Academic Advising
- For academic misconduct see ST6750: Students – Misconduct
- See also UG8050-20: University Governance – Academic Governance – Senate – Committees
Vital: No
PIB: Yes
Authority:
Academic standing appeal procedures | UBC Senate
Rules and procedures of Senate: Disciplinary appeal procedures; Academic standing appeal procedures
Association Of Registrars Of The Universities And Colleges Of Canada
Date Approved: 20220906
Retention Schedule Secondaries
| Secondary No. | Secondary Title, Scope & Content | Retention, Destruction & Disposition |
|
01 |
Policies and Procedures |
EV+5Y, FR EV=when record is superseded or obsolete FR=UA will fully retain records from this series |
|
05 |
General |
EV+5Y, D EV=when record is superseded or obsolete |
|
Academic Appeals Records supporting academic sanctions such as academic probation, failed year and/or academic appeals process. |
AY+5Y, D D= Letters are duplicated in OAMS therefore can be destroyed here. Note: This retention will be reviewed once Workday Student is operational. |
|
|
Academic Progress (Student Docket) Case files include undergraduate, graduate and post-graduate students. |
EV+5Y, D EV=At last registration |
|
|
Applicants (successful) Applicants (unsuccessful, deferred, who did not apply, or who did not register) |
Successful candidates records form part of student docket above (-12) CY+2Y, D |
|
|
Committees (e.g. Arts Academic Appeals committee) |
AY+5Y, D |
|
|
45 |
Issues |
AY+5Y, 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