ST6650: Students – Learner Administration Non-Credit Studies

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Schedule Number


Primary Title

Learner Administration Non-Credit Studies 

Office of Primary Responsibility

UBCV:  UBC Extended Learning  

UBCO: Enrolment Services


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Note: anonymized data derived from these records may be retained by the University until superseded or obsolete.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   

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EV=Date superseded or obsolete   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EV=Date superseded or obsolete   



AY+8Y, D 



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 



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noted; OPR = Office or Department responsible for source of truth records; P=Permanent Retention by OPR; SO = when superseded or obsolete; SR = Selective Retention by University Archives; UA = University Archives; Y = Year