ST6700: Students – Learner Administration (Student Records)

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Schedule Number

ST6700

Primary Title

Learner Administration (Student Records) 

Office of Primary Responsibility

UBCV: Enrolment Services 

UBCO: Enrolment Services 

Description

Learner Administration refers to the records supporting the lifecycle of the student or learner experience such as: admission, enrolment, management, and graduation at UBC. Secondaries contain detailed scope notes.  

Retention Note: Student records are retained predominantly with full retention when they reside within the official learner system (such as WorkDay Student). Key exceptions in place for records containing student information retained outside of official systems or within shadow systems. These records should be destroyed under the Transitory Information Schedule as soon as they are no longer needed. 

Note: Once records are loaded into the student information system (SISC or Workday) the record holder should destroy their preparatory records.  

  • For admissions and student records originating at the department or faculty level, see ST6600: Students – Faculty and Department Student Records 
  • For academic advising see ST6500: Students – Academic Advising
  • For academic and non-academic discipline see ST6750: Students – Misconduct
  • For awards see ST6900: Students – Student Awards, Bursaries and Scholarships

Vital: Yes

PIB: Yes

Authority:

BoG Policy LR7: Disability Accommodation Policy 

Retention of Student Records 

Digitization Standard 

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EV=Date superseded or obsolete   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EV=Date superseded or obsolete   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

Accommodation Management 

Records documenting student accommodations as defined in BoG Policy LR7.

EV+8Y, D

EV=Date of last registration 

11  

Admissions   

Records and data supporting the application and evaluation process. Also includes records of students that were not accepted and/or not registered.   

AY+8Y, D

12 

Assessment and Outcomes  

Records of assessment includes: final grades and standings, as well as receipt of thesis or dissertation and program completion dates and deferred standing.  

EV+8Y, P 

EV=Date of last registration 

P=OPR will fully retain records from this series 

15 

Enrolment and Registration  

Enrolment data includes confirmation of biographical and attendance confirmation, program declaration (Major/Minor) and academic leave requests.   

EV+8Y, P 

EV=Date of last registration 

P=OPR will fully retain records from this series 

17 

Governmental and Institutional Loans 

Records and data supporting the administration of governmental and institutional loans.  

AY+7Y, D

19 

Graduation  

Records include confirmation of desire to graduate, conferring the credentials, and delivering the graduation parchment.   

EV+8Y, P 

EV=Date of last registration 

P=OPR will fully retain records from this series 

25 

Learner Management  

Data supporting Enrolment and Registration such as student biographical data such as names, gender contact details. It also includes student status (eligibility, on leave etc.), holds and third party authorizations.  

EV+8Y, P 

EV=Date of last registration 

P=OPR will fully retain records from this series  

29 

Progression  

Data supporting the identification of milestones that a learner must achieve to successfully complete their program.  

EV+8Y, P 

EV=Date of last registration 

P=OPR will fully retain records from this series 

35 

Transfer Credit  

Data that supports the transfer credit articulation process for post-secondary courses and advanced secondary level courses (such as International Baccalaureate (IB) and Advanced Placement (AP)).  

EV+8Y, P 

EV=Date of last registration 

P=OPR will fully retain records from this series 

36 

Transcript  

Records include the parchment as well as the transcript log.   

EV+8Y, P 

EV=Date of last registration 

P=OPR will fully retain records from this series 

39

Verification

Copies of official student records produced by Enrolment Services used to support the document verification process. Includes, but not limited to: official transcript; confirmation of enrolment letters; confirmation of graduation letters.

CY+6Y, D

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