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Schedule Number
UD7500
Primary Title
Awards (establishment)
Office of Primary Responsibility
UBCV: Development and Alumni Engagement, Awards
UBCO: Development and Alumni Engagement
| 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
Records supporting new award establishment, revision and cancellation of awards that are approved through the Senate Awards Committee. Includes correspondence, award description, award set up form, annual award agreement, endowment trust agreement, donor contact consent form, and designation request form.
- For student awards see ST6900: Students – Awards, Bursaries, and Scholarships
Vital: Yes
PIB: Yes
Authority:
BoG Policy FM6: Fundraising and Acceptance of Donations
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EV+5Y, FR EV=Date superseded or obsolete FR=UA will fully retain records from this series |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EV+5Y, D EV=Date superseded or obsolete |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 |
Award Establishment and Revision |
When establishment or revision is complete move to Senate Approved |
|
15 |
Cancelled and Discontinued Awards |
EV+6Y, SR EV=Date award was cancelled SR=UA will selectively retain cancelled and discontinued awards |
|
25 |
Senate Approved Awards Includes award records approved by university senate. |
When award is discontinued move to Cancelled and Discontinued Awards |
|
45 |
Issues |
CY+5Y, D |
|
60 |
Reports |
CY+5Y, SR SR=UA will selectively retain cancelled and discontinued awards |
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Archives unless otherwise noted; OPR = Office or Department responsible for source of truth records; SO = when superseded or obsolete; SR = Selective Retention by University Archives; UA = University Archives; Y = Year