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Schedule Number
ST6900
Primary Title
Student Awards, Bursaries and Scholarships
Office of Primary Responsibility
UBCV: Enrolment Services; all award issuers
UBCO: Enrolment Services
| Reference and duplicate copies of records are considered transitory and should only be kept as long as necessary and never longer than the retention of the official record. |
Description
The records include award, bursary, scholarship applications and adjudications. Also includes the application and adjudication of fellowships, medal and other prizes.
- For award establishment see UD7500: University Development – Awards (establishment)
- For successful award bursaries etc. recipients see ST6700: Students – Learner Administration – Student Records
- For tuition or other expenses related to student accounts, see FM3100: Financial Management – Student Accounts
- For governmental and institutional loans see ST6700: Students – Learner Administration – Governmental and Institutional Loans
Vital: No
PIB: Yes
Authority:
Freedom of Information and Protection of Privacy Act [RSBC] Chapter 65
BoG Policy GA4: Records Management
UBC Information Security Standard U1
Date Approved: 20220906
Retention Schedule Secondaries
| Secondary No. | Secondary Title, Scope & Content | Retention, Destruction & Disposition |
|
01 |
Policies and Procedures |
EV+5Y, SR EV=Date superseded or obsolete SR=UA will selectively retain records from this series |
|
05 |
General |
AY+5Y, D |
|
10 |
Award Application, Assessment and Adjudication May include assessments of merit or financial need, correspondence, letters of reference. |
AY+5Y, D Note: successful applications become part of the Student Financial Aid Dockets |
|
25 |
Register of Award Recipients |
AY+7Y, SR SR=UA will selectively retain records from this series |
|
45 |
Issues |
AY+7Y, SR |
|
60 |
Reports |
AY+7Y, 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Archives unless otherwise noted; OPR = Office or Department responsible for source of truth records; SO = when superseded or obsolete; SR = Selective Retention by University Archives; UA = University Archives; Y = Year