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Schedule Number
ST6650
Primary Title
Learner Administration Non-Credit Studies
Office of Primary Responsibility
UBCV: UBC Extended Learning
UBCO: Enrolment Services
Description
Records documenting registration, communication with administrators and course instructors, fulfillment of course requirements, final standing in non-credit courses and programs, and other aspects of their participation in non-credit studies and University activities not classified with another records class.
The records include information which the university will retain permanently to verify the student’s participation and final standing in courses, and to issue or reissue, when required, any certificate or grade awarded to the student upon completion of a course or program.
Note: anonymized data derived from these records may be retained by the University until superseded or obsolete.
Vital: Yes
PIB: Yes
Authority:
BoG Policy GA4: Records Management
UBC Information Security Standard U1
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EV+5Y, FR EV=Date superseded or obsolete FR=UA will fully retain records from this series |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EV+5Y, D EV=Date superseded or obsolete |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 |
Admissions |
AY+8Y, D |
|
11 |
Advising |
AY+2Y, D |
|
Enrolment and Registration |
EV+8Y, P EV=Date of last registration P=OPR will fully retain records from this series |
|
|
Final Standing / Results |
EV+8Y, P EV=Date of last registration P=OPR will fully retain records from this series |
|
|
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noted; OPR = Office or Department responsible for source of truth records; P=Permanent Retention by OPR; SO = when superseded or obsolete; SR = Selective Retention by University Archives; UA = University Archives; Y = Year