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Schedule Number
UG8050
Primary Title
Academic Governance – Senate
Office of Primary Responsibility
UBCV: UBC Vancouver Senate Secretariat
UBCO: UBC Okanagan Senate Secretariat
| 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 relating to the administration of academic matters by the Senates for the Vancouver and Okanagan campuses including the Council of Senates, including topics such as admissions, examination policy, academic discipline, student awards, approval of course curriculum and new departments and conferral of degrees and Academic Calendar.
Note: The OPR for the President’s Advisory Committee on Student Discipline is the Office of the President.
- For course and curriculum development at the Teaching and Learning level see TL7050: Teaching and Learning –Course and Curricular Development
Vital: Yes
PIB: No
Authority: University Act [RSBC 1996] Chapter 468
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EV+5Y, FR EV=Date superseded or obsolete FR=UA will fully retain records from this series |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EV+5Y, D EV=Date superseded or obsolete |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 |
Academic Calendar |
CY+5Y, FR |
|
20 |
Committees Standing Committees such as: Academic Policy, Admissions, UBCO Academic Calendar, etc. |
CY+5Y, FR FR=UA will fully retain records from this series |
|
30 |
Correspondence Consists of general correspondence and public letters/announcements. Classification applies irrespective of format, and includes email. The following email addresses are specifically in scope: vancouver.senate@ubc.ca and okanagan.senate@ubc.ca |
CY+5Y, FR FR=UA will fully retain records from this series |
|
45 |
Issues |
CY+10Y, SR SR=UA will selectively retain records from this series |
|
60 |
Reports |
CY+5Y, FR FR=UA will fully retain records from this series |
|
70 |
Strategic Planning |
CY+5Y, SR SR=UA will selectively retain records from this series |
|
Proceedings Consists of official Senate meeting packages, including documentation for open and closed parts of meetings. These are the official records, and should be managed as such irrespective of the posting of public minutes on the Senate website(s). |
CY+5Y, FR FR=UA will fully 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